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I spoke with a client who has a training business whose work was mostly not proposal-driven. He wanted to diversify into more non-government business.

Here's how we started:

I asked him about his proposal velocity and winning goals.

Then I asked what knowledge data he had: past proposals, templates, content documents, and scoring logic.

He didn't have a template, so I gave him one. We created merge tags (placeholder text) so the AI knew where to place the information.

After we spoke, I realized something: The custom web app I'd built with Google App Script wasn't the right approach for him.

So, I came up with a new version of a digital employee team that required no coding. Easy for him to modify and update.

He had Google Workspace but didn't use it much. His team of three wanted to build their prompting and digital employee skills to better serve their clients.

The Four Digital Employees We Built

Using tools he already paid for, we created four specialized digital employees:

Employee 1: The Proposal Strategy Evaluator (NotebookLM) analyzes RFPs against capabilities. Reviews past proposals for patterns. Recommends pricing strategy. Identifies differentiators. This prevents wasted effort on poor-fit opportunities.

Employee 2: The Proposal Writer (Gemini Gem) takes strategic recommendations from Employee 1. Writes customized content. Fills Google Doc templates. I used Claude to analyze my App Script code and convert it into a prompt for this Gem.

Employee 3: The Strategy Reviewer (NotebookLM) reviews drafts against the company strategy. Ensures win themes are applied. Validates pricing, confirms value propositions are compelling.

Employee 4: The Technical Editor (Gemini Gem) final quality control. Corrects grammar, ensures formatting consistency, and verifies compliance. Ensures that the proposal meets all the specified criteria.

If you want to learn how to build your own digital employees, you can access our free course as a member of our community. Join for free here.

The Result

His team of 3 became a team of 7.

Three humans, four digital employees.

No additional software costs. Just 2-5 hours of setup using existing subscriptions.

Now he can open his template, provide insights, and respond section by section with strategic alignment at every stage.

Rewiring how he approached using AI tools to create a proposal team, what might this approach do for you?

Want to see these results for yourself? Apply to the Academy for personalized, hands-on support here.

Marvin