AI Pre-Sales System for Agencies: Brief to Proposal in Under an Hour
How SociiLabs built Prophic, an AI pre-sales system that takes agencies from client brief to priced, branded proposal in under an hour, down from 3–5 days.
Client · Prophic AI · prophic.ai
About the project
01 Project overview
Engagement
Ongoing · 8 months from first commit to public beta
Delivery team
Senior SociiLabs engineers with a delivery lead
Core technologies
React, Next.js, Node.js, Python, FastAPI, PostgreSQL
Prophic is SociiLabs' own product: a pre-sales operating system that turns a client brief into a functional spec, a role-based estimate and a branded proposal. We built it to run our own pre-sales, then opened it to other agencies.
SociiLabs scoped its own live client briefs in Prophic before any other agency could sign up. Eight months after the first commit, the public beta opened at prophic.ai.
Today an agency can take a brief to a priced, branded proposal in under an hour, down from 3–5 days, with every number traceable to a role and a rate.
02 The challenge
Make scoping fast enough to keep up with every lead, without losing accuracy, consistency or the agency's own pricing logic.
01
Briefs arrive in every shape.
One client sends a full RFP document, the next sends a few lines in an email. The intake had to read any format and pull out what was actually being asked for, including what the client forgot to say.
02
Scoping is skilled work that doesn't scale.
Turning a brief into a structured scope took a senior person three to five days per deal. That time comes straight out of delivery, and it caps how many leads an agency can answer.
03
Two people, two different numbers.
When estimates depend on who wrote them, the same team can quote the same project two ways. Clients notice, and trust drops before the work begins.
04
Every number had to be defensible.
A proposal price gets questioned line by line. Each estimate had to trace back to a role, a number of hours and a rate the agency had set, with nothing borrowed from a generic benchmark.
Why SociiLabs
We built the tool we needed, then used it every day.
SociiLabs needed a pre-sales system that matched how a real agency scopes and prices work. The AI was only one part of it. The scope also covered the requirements pipeline, spec generation, the estimation engine, rate cards, versioning and branded PDF output. Because our own sales team ran live deals through Prophic before the public beta, each release met real briefs before any other agency saw it. We shipped from a protected repository with CI checks, and a senior engineer reviewed every line before merge.
What we built
03 Solution
The AI scoping workflow, and the estimation system underneath it. Drop in the brief, let the AI scope and price it, send the proposal. Every number traces to a role and a rate.
Brief Intake
Upload a PDF, paste an email or drop meeting notes. Prophic parses briefs of any length into structured requirements.
Requirements Analysis
The AI separates stated requirements from assumptions and lists open questions for the client. Gaps are flagged before anyone writes an estimate.
Functional Spec + Work Breakdown
Requirements become a functional specification and a work breakdown structure. Each spec lands as an editable draft, and nothing moves to estimation until a person approves it.
Rate-Card Estimation
Each work item is estimated by role, in hours, against the agency's own rate card. Every line shows its role, hours and rate, so the total can be checked line by line.
Branded Proposals
Scope, timeline and price export as a proposal PDF in the agency's own branding, ready to send.
Versioned Scopes
Every change to a scope saves a new version, so the team can compare any two versions and explain exactly what moved the price.
Architecture
System diagram
INSIDE A LIVE AGENCY PRE-SALES WORKFLOW
AI drafts the scope. People approve the price.
Prophic writes the first version of every requirement, spec and estimate, and a person reviews each stage before it moves on. Rates come only from the agency's configured rate card, so the model can't invent a price. Each estimate line shows its role, hours and rate. Client briefs are stored per workspace, apart from every other agency's. Test runs use sample briefs, kept separate from client data.
Delivery timeline
Our own deals first. Then a public beta.
SociiLabs ran its own pre-sales in Prophic first, then opened the public beta at prophic.ai eight months after the first commit. The product has continued shipping since.
WEEK 1
Discovery & Architecture
Define scope stages, the estimation model and the rate card.
BEFORE BETA
First Live Brief
SociiLabs runs its own pre-sales in Prophic.
MONTH 8
Public Beta
prophic.ai opens to other agencies.
AFTER LAUNCH
Continuous Releases
New releases ship to the beta after passing sample-brief evals.
TODAY
Under an Hour per Deal
Brief to branded proposal, down from 3–5 days.
HOW IT STAYED ACCURATE
Every estimate shows its working.
ESTIMATE TRACEABILITY
Every price has a source.
Each line item links to its requirement, its role, its hours and the rate card it used. Change a rate and every affected proposal recalculates. 100% of estimates are traceable.
HUMAN REVIEW
Approval at every stage.
Requirements, specs, the work breakdown and the estimate each need sign-off before the next stage runs. Reviewers see what the AI changed and why.
CONTINUOUS EVALUATION
Sample briefs test every release.
Evals run before every release, with a set of sample briefs run against each prompt and code change. A drop in spec quality or estimate consistency blocks the release.
SENIOR REVIEW BEFORE EVERY MERGE
Every PR
SCOPE STAGES FROM REQUIREMENTS TO SUMMARY
5
SCOPE CHANGES SAVED AS A NEW VERSION
Every change
04 Impact & results
Impact & Results
Briefs scoped in under an hour. Estimates made consistent. Every price explained.
- Under an hour from brief to proposal, down from 3–5 days of senior scoping time per deal.
- Live in public beta at prophic.ai, so any agency can run its pre-sales the way SociiLabs does.
- 100% traceable estimates. Every priced line item links to a role, hours and a configured rate.
- Every generated spec stays a draft until a person approves it. Prophic is in public beta, so this page describes how the system works rather than usage totals.
- Prices come only from each agency's own rate card, so two people scoping the same brief price it from the same rates.
- Eight months from first commit to public beta, and still used on SociiLabs' own deals.
Time from brief upload to proposal sent, down from 3–5 days
< 1 hr
Estimates traceable to a role, hours and rate
100%
From first commit to public beta at prophic.ai
8 months
Your product roadmap is waiting on engineering. We ship it.
SociiLabs has shipped 10 projects in 2025–2026 and is rated 5.0 on Clutch. Senior engineers, fixed-scope sprints, and your repo, your cloud, your IP from the first commit.
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