Writing a proposal isn’t just about listing services and a price. A great proposal speaks directly to the client’s needs, shows you understand their situation, and positions your firm as the trusted partner they’ve been looking for.
Writing a proposal isn’t just about listing services and a price. A great proposal speaks directly to the client’s needs, shows you understand their situation, and positions your firm as the trusted partner they’ve been looking for.
MAX makes this easier by using prompts. The more context you provide — through follow-up prompts or refinements — the more personalized, one-to-one, and persuasive your proposals become.
This article explains:
- Why it’s important to operationalize proposals
- How to use general prompts vs. follow-up prompts
- Real-world examples for different client scenarios
- Best practices to get the most out of MAX
Why This Matters
- Personalization Wins: Generic proposals look like templates. Personalized proposals build trust and show attention to detail.
- Positioning Power: Custom details help differentiate your firm from “DIY” solutions and low-cost competitors.
- Higher Close Rates: Clients are more likely to say “yes” when they see proposals tailored to their business, industry, and goals.
- Scalability with Quality: MAX lets you generate consistent proposals quickly, while still adding the personal touches that make them stand out.
How to Use Prompts Effectively
Step 1: Start with a General Prompt
Give MAX the basics: service type, client industry, location, and key facts.
- Example: “Write a personalized proposal for monthly bookkeeping, tax preparation, and quarterly advisory services for a new small business client based in Sacramento, CA. The business is an LLC with one owner who just hit $500K in revenue."
Step 2: Refine with Follow-Up Prompts
Ask MAX to expand with more specifics: KPIs, optional service tiers, niche expertise, deliverables, or communication style.
- Example: “Add a section explaining how our quarterly check-ins help identify tax-saving opportunities throughout the year, not just at year-end. Include sample KPIs and what the client can expect in terms of communication cadence and deliverables.”
Step 3: Customize per Client & Market
Incorporate unique client circumstances (industry pain points, revenue stage, growth goals). This is what turns a good proposal into a great one.
Examples
Prompt 1: General Service Proposal
Initial Prompt:
“Write a personalized proposal for monthly bookkeeping, tax preparation, and quarterly advisory services for a new small business client based in Sacramento, CA. The business is an LLC with one owner who just hit $500K in revenue.”
Follow-Up Prompt:
"Add a section explaining how our quarterly check-ins help identify tax-saving opportunities throughout the year, not just at year-end. Include sample KPIs and what the client can expect in terms of communication cadence and deliverables.”
Prompt 2: Real Estate Investor Services
Initial Prompt:
“Create a proposal for a real estate investor with 4 rental properties looking for tax planning and entity structuring."
Follow-Up Prompt:
"Add a line explaining how cost segregation and depreciation schedules are handled."
Prompt 3: Niche Professional — Dental Practice
Initial Prompt:
"Generate a proposal for a dental practice in Indianapolis, IN needing monthly bookkeeping, payroll for 5 staff members, and year-end tax services."
Follow-Up Prompt:
"Include optional service tiers for CE tracking, equipment depreciation strategies, and retirement plan consultation. Make the language friendly but professional, emphasizing the peace of mind they’ll get from outsourcing to a niche expert."
Prompt 4: Cleanup Engagement
Initial Prompt:
"Write a proposal for a one-time cleanup project for a sole proprietor who hasn’t filed since 2021."
Follow-Up Prompt:
"Include a note about optional audit support and how we’ll document everything in case of IRS review."
Prompt 5: Startup Launch Plan
Initial Prompt:
"Build a proposal for a new startup in Dallas, TX that needs help with LLC formation, QuickBooks® setup, and 30-minute monthly check-ins."
Follow-Up Prompt:
"Add a paragraph comparing S-Corp vs. sole proprietorship setup options and explain why ongoing advisory beats DIY formation sites for long-term planning."
Best Practices for Getting the Most Out of MAX
- Always start broad, then narrow: Think of your initial prompt as the skeleton and your follow-ups as the muscle and skin.
- Use client language: Mirror how the client describes their goals or pain points.
- Add deliverables and cadence: Be specific about what they’ll get and when.
- Upsell through options: Suggest optional services or tiers to showcase your range of value.
- Keep it human: Even with AI, the tone should feel professional, approachable, and aligned with your firm’s brand voice.
✅ Bottom Line: Proposals aren’t just paperwork — they’re your best sales tool. By layering prompts and refining with MAX, you’ll generate proposals that feel custom-built for every client, improving close rates and elevating your brand.
Questions? Reach out to us at help@countingworkspro.com for assistance.