How to Turn Client Meeting Notes into Professional Presentations

For digital marketing agencies, the time between a discovery call and sending a proposal can make or break a potential client relationship. Every passing hour reduces your chances of winning the business. Let’s explore how PropPilot helps digital marketing agencies transform a discovery call with a client into a polished proposal within minutes. For this example, we’ll use the made up marketing agency Digital Growth Partners and a discussion with a potential client Bridgetown Brewing Co.

The Initial Client Meeting Notes

Here are the discovery call notes from our “meeting” with a potential client, a downtown Portland craft brewery looking to expand their digital presence. In order to get these notes, I had ChatGPT interview me in place of a marketing specialist. I think it did a pretty good job.

Bridgetown Brewing Co. - Discovery Call Notes
Date: Mar 10, 2025
Time: 11:00 AM PST
Attendees: Shane Haggerty (DGP), Sam Reed (Bridgetown)

Location: 235 SW 2nd Ave, Portland
Business Age: 1 year
Current/Target Demographics:

• Current: Men 40+
• Target: Adults 21-35

Digital Presence:

• Website: ~2,500 monthly visitors, professional but stagnant
• Instagram: 850 followers, employee managed
• Twitter: 400 followers, irregular posting
• Current ad spend: $500/mo split between FB/Google
• Approved for increase to $1k/mo

Key Issues:

• Struggling to reach younger audience
• Limited social media presence
• No email marketing program
• Staff too busy for content management
• Heavy competition in downtown area

Next Steps:

• Send proposal by Friday
• Include social growth projections
• Price full service package
• Timeline: Implementation before summer season

Preparing Your Sources

PropPilot can analyze multiple data sources to create comprehensive digital marketing proposals. For this exercise, we provided:

1. Discovery Call Notes (shown above) in a Microsoft Word Document
2. An additional Digital Marketing Assessment (shown below) in PDF format [also performed by ChatGPT]
3. Client Website URL (bridgetownbrewingportland.com)

The Traditional Proposal Challenge

Creating a compelling marketing proposal isn’t just about transferring meeting notes into PowerPoint. It requires synthesizing information from multiple sources into a cohesive narrative that resonates with potential clients. Let’s look at what this process typically involves:

1. Post-Meeting Organization

After the discovery call, marketing teams spend hours organizing scattered information:

• Transcribing handwritten notes
• Pulling relevant metrics from the client’s website
• Gathering competitor research
• Documenting current market conditions
• Cross-referencing industry benchmarks

2. Strategic Development

Once the information is organized, strategists need to:

• Identify key opportunities
• Develop specific recommendations
• Create realistic growth projections
• Structure pricing packages
• Define timeline and deliverables

3. Design and Production

Finally, all this information needs to be transformed into a polished presentation:

• Selecting relevant slides from master templates
• Writing compelling copy
• Ensuring brand consistency
• Adding client-specific elements

This process typically requires multiple team members and several rounds of internal review. A single proposal can easily consume tens of hours of billable time—time that could be spent serving existing clients or pursuing new opportunities.

The PropPilot Difference

PropPilot doesn’t try to reinvent your workflow—it enhances it. Using your existing presentation templates and brand guidelines, PropPilot acts as an intelligent assistant that:

1. Processes Multiple Inputs

Instead of manually collating information, PropPilot simultaneously analyzes:

• Discovery call notes
• Marketing assessments
• Website data
• Competitive analysis
• Industry benchmarks

2. Maintains Brand Standards

Unlike other AI tools that generate generic presentations, PropPilot works within your established templates to:

• Preserve brand consistency
• Maintain slide structures
• Use approved formatting
• Keep existing design elements

3. Creates Client-Specific Content

PropPilot doesn’t just fill in blanks—it generates tailored content that:

• Addresses specific client challenges
• Incorporates unique selling points
• References relevant metrics
• Provides actionable recommendations

A Streamlined Process

Using PropPilot with Bridgetown Brewing Co., our process looked like this:

1. Upload Discovery Materials

2. Select Template

3. Generate and Review

Total time from upload to client-ready presentation: Less than 5 minutes.

Let’s see how PropPilot mapped our client specific data to our Proposal Shell. I chose a few specific slides from the shell to keep it brief.

Shell:

PropPilot:

Shell:

PropPilot:

Best Practices

While PropPilot dramatically speeds up the proposal process, following these guidelines ensures optimal results:

1. Document Core Information

• Current metrics and benchmarks
• Specific pain points and challenges
• Clear goals and timelines
• Budget parameters and constraints

2. Maintain Quality Templates

• Clear section hierarchy
• Consistent branding elements
• Standard content blocks
• Flexible layouts

3. Review and Refine

• Verify data accuracy
• Adjust tone as needed
• Add client-specific insights
• Ensure recommendation alignment

From Notes to Proposals in Minutes

Stop spending hours manually crafting proposals. Whether you’re responding to an urgent RFP or following up on a discovery call, PropPilot helps you deliver polished, personalized presentations in minutes. Start your free trial today and see how your first proposal transforms from scattered notes to a compelling pitch.

Start Your Free Trial or Schedule a Demo to see PropPilot create professional client-ready presentations with your existing templates.