Team User Guide
Prospector
// AI-POWERED SALES PROPOSAL GENERATOR
Generate polished, client-ready website proposals in minutes — website scrape, auto-populate, branded PDF output, done.
Generate polished, client-ready website proposals in minutes — website scrape, auto-populate, branded PDF output, done.
The sales process used to require several tools to audit a site, compare to competitors and the strategy was a manual process — plus, a sales proposal used to take 45–90 minutes to assemble. Prospector gets it down to under five.
Before Prospector, building a proposal meant opening a template, hunting for the client's logo, writing a custom About section from scratch, manually calculating the 30/30/40 payment breakdown, and hoping nothing was out of date by the time it landed in the prospect's inbox. Every rep had a slightly different version of the template. Quality was inconsistent. Time was wasted on logistics instead of strategy.
The problem wasn't effort — it was tooling. We had the efelle brand story, the verticals, the pricing structure, and the process. We just didn't have a fast way to assemble it around a specific prospect.
Prospector solves that. You enter a client URL, confirm a few settings, and the tool scrapes their site, populates all the client-specific fields, selects the right vertical copy, applies your pricing, and outputs a complete, branded, print-ready proposal in minutes. Every proposal looks like it was built by hand — because structurally it was, just without the manual assembly.
The tool also handles the two proposal types the sales team uses: a full New Website build, and a Work Order + RGS engagement for clients with existing sites who need targeted improvements plus ongoing marketing support.
Enter a URL, confirm your settings, get a professional proposal. The client feels like you spent hours on it. You spent five minutes.
A guided, six-step proposal generator that auto-populates client details, applies vertical-specific copy, and produces a download-ready HTML proposal file.
Prospector is a browser-based internal tool that runs on efelle's infrastructure. It calls the Anthropic AI API to process client website data and populate proposal fields, and it connects directly to efelle's branded proposal template system. There's no login required — just open it, work through the intake, and download your file.
The tool has four core capabilities:
Every proposal follows the same six steps. The whole intake takes under five minutes on a typical engagement.
After fetching the client's site, Prospector evaluates whether it pulled enough content to write a meaningful About section. If the site is JavaScript-heavy, behind a login, or returns minimal text, it will tell you and offer the manual paste fallback. Don't skip this check — a thin scrape means thin proposal copy.
Prospector handles both of efelle's core sales scenarios. Choose the right type before anything else — it determines the entire proposal structure.
If the prospect's site is fundamentally broken, dated, or needs a complete rebuild — use New Website. If their site is working but underperforming, or they want specific improvements without a full rebuild — use Work Order + RGS.
The WO + RGS proposal type assumes RGS is included, not optional — the ongoing marketing component is what makes a targeted work order worthwhile for both parties. Don't use the WO type without including RGS.
The proposal type is set in Step 1 and determines the entire document structure, SOW copy, and payment terms. If you realize you selected the wrong type after generating, you'll need to run the intake again. Takes two minutes — faster than trying to manually edit the output.
Each vertical has its own hero headline, offer framing, feature card copy, and RGS messaging — written specifically for that industry's buyer psychology.
Every vertical controls a specific set of copy fields in the proposal:
| Copy Element | What changes per vertical |
|---|---|
| Hero headline | The main value proposition in the proposal header — written for that industry's buyer |
| Offer section | The "what we're building" framing paragraph — references industry-specific outcomes |
| Feature cards | The 3–4 highlighted capabilities shown as icon cards — tailored to industry priorities |
| Process lead | The intro sentence of the Our Process section |
| RGS messaging | The Revenue Growth Service copy — what "growth" means in that industry context |
| Portfolio lead | The intro sentence above the portfolio images |
| Why closing | Roofing has its own unique closing argument; all other verticals share the Home Services version |
If the client is in a home services category that isn't one of the four specific verticals — electrical, pest control, painting, windows, etc. — use Home Services (generic). The copy is written broadly enough to work for any residential service company without feeling off-brand.
The Revenue Growth Service is efelle's managed digital marketing program. How you present it in the proposal is a strategic decision that changes the entire framing of the engagement.
RGS is a monthly marketing engagement — SEO, content, paid, and performance management — designed to generate leads and grow the client's digital presence after the website launches. Every proposal includes RGS in some form. The question is whether it's positioned as an upsell or as part of the core offering.
Default to Optional for most New Website proposals unless the conversation has already included a strong discussion about marketing and growth. When a prospect says "we really need to show up on Google" or "our current site gets no traffic," that's a signal to use Included — they've already told you growth is the goal.
For Work Order + RGS proposals, always use Included. The work order and the marketing program are one engagement — separating them undercuts the positioning.
RGS runs at $2,500/month by default with a three-month minimum term, then continues month-to-month with 30 days' notice to cancel. The pricing is set in Step 4 and can be overridden if your engagement calls for a different rate.
Prospector calculates the payment structure automatically from the website price you enter. Default pricing is set and ready to confirm or override.
At Step 4, Prospector shows the standard defaults and asks you to confirm or override:
| Item | Default | Notes |
|---|---|---|
| Website project | $7,500 | Base build price — override for larger or custom engagements |
| Monthly hosting & support | $125/mo | Post-launch hosting, updates, and support plan |
| RGS monthly program | $2,500/mo | Ongoing marketing engagement — override per deal |
All New Website proposals use a two-payment structure calculated automatically from the website project price. The balance is split evenly — half up front, half financed interest-free over 24 months:
All payment amounts display as whole dollars — no cents. The monthly balance amount is always rounded down to the nearest dollar. The tool handles all of this math automatically; you never need to calculate it manually.
For Work Order + RGS proposals, the payment structure is different: 50% due to initiate work, 50% due within 45 days. This is baked into the WO proposal type automatically.
The proposal generates as a self-contained HTML file. Getting it to PDF and to the client takes about 60 seconds.
The generated .htm file is a complete, standalone document. Everything is self-contained — no external dependencies that could break. It includes:
The proposal is designed to print cleanly as a PDF from Chrome. The process:
efelle-[ClientName]-Proposal.pdfThe proposal's print CSS is tuned specifically for Chrome's rendering engine. Printing from Safari or Edge may produce misaligned sections, broken page breaks, or cut-off content. Always use Chrome for the final PDF export.
While building, testing and evolving this tool here's some things I've learned about getting the most out of Prospector, in real sales situations:
efelle-[ClientName]-[Date]-Proposal.pdf. When you're managing 10+ active proposals, file naming discipline pays off.| Question | Answer |
|---|---|
| The website scrape returned nothing useful | Some sites block automated fetching (especially WordPress sites with aggressive caching or JavaScript-heavy builders like Webflow). Use the manual paste fallback — copy a few sentences from the client's About and Services pages and paste when prompted. The AI extracts from text just as accurately. |
| The client logo didn't load in the proposal | The logo is loaded from a URL at print time — if the URL is broken, expired, or on a slow server, it won't appear. Right-click the logo area in the browser to inspect the URL, then find a working direct image URL from the client's site and re-run with that URL in Step 6. |
| I selected the wrong proposal type — can I fix it without starting over? | No — the proposal type is structural and affects the SOW, section order, and payment terms throughout the document. The fastest fix is to re-run the intake, which takes about two minutes if you already have the client's URL and pricing ready. |
| The PDF has page break issues — content is cut off mid-section | This is a known intermittent issue with Chrome's print engine on certain viewport widths. Try: zoom the browser to 90% before printing, or try a different Chrome window size. The tool is optimized for standard desktop Chrome — avoid printing from a zoomed-in or unusually narrow window. |
| Can I customize the proposal copy for a specific client? | The generated HTML file can be edited in any text editor before printing. For light edits (correcting a detail, adding a specific line), open the file in VS Code or similar, make the change, save, and re-open in Chrome to print. For major customizations, consider whether a standard proposal with a well-crafted cover email is sufficient. |
| The client is in an industry we don't have a vertical for | Use Home Services (generic). The copy is written broadly enough to apply to any residential or commercial service business — HVAC-adjacent trades, pest control, cleaning services, painting, electrical — without sounding off. It's been used successfully across 20+ industry types. |
| What's the difference between hosting & support and RGS? | Hosting & support ($125/mo) covers server infrastructure, security updates, CMS maintenance, and basic support. RGS ($2,500/mo) is a fully managed growth program — SEO, content marketing, paid campaigns, analytics, and ongoing optimization. They're separate line items and separate conversations. |
| Can I use Prospector on my phone or tablet? | The intake wizard works on mobile browsers, but the output HTML file is designed for desktop viewing and printing. Complete the intake on any device, then open the downloaded file on a desktop Chrome browser to generate the final PDF. |
Prospector is already replacing Proposify for most engagements. Here's where it's headed next — from embedded signatures to Slack-native proposal generation.
The current workflow requires exporting to PDF and either printing for wet signature or routing through Proposify or DocuSign as a separate step. The next version of Prospector will embed a digital signature block directly into the proposal output — no third-party tool required.
The signature block will be generated as part of the HTML output and include: client name and company, signature field (drawn or typed), date field, and an "I agree to the terms above" checkbox. When the client completes the signature in-browser, the signed version will be captured and can be sent back as a finalized PDF. This removes Proposify from the workflow entirely for standard engagements — reducing both cost and friction.
For standard home services proposals, Prospector already produces a more polished and faster output than Proposify. The remaining gap is the e-signature step. Once the native signature block is live, Proposify can be deprecated for this use case. Higher-complexity enterprise proposals with custom terms or multi-party signatures will continue to use Proposify or DocuSign until those edge cases are covered.
The proposal generation workflow currently lives outside the CRM. The next integration milestone connects Prospector directly to HubSpot so that:
The long-term vision for Prospector is that generating a proposal should be as fast as sending a Slack message. The goal is a slash command that handles the entire workflow in one line:
The command format is /proposal [clienturl] @ [project price] / [RGS price] / [hosting price]. Prospector handles everything else automatically: scrapes the client site, detects the industry vertical, applies the right copy, calculates the payment schedule, and returns a download link to the finalized PDF — all within the Slack thread, without leaving the app.
The same command will optionally trigger HubSpot deal creation and attach the proposal to the correct contact record, so the entire sales motion from "I want to send a proposal" to "deal logged in CRM" happens in one command.