Proposal For
Glow Aesthetics Med Spa
Sarah,
Thank you for taking the time to walk me through how Glow Aesthetics handles new patient inquiries today. After our discovery call, the gap is clear — your team is losing 30-40% of after-hours callers to competitors simply because no one can answer the phone past 6 PM. That’s not a staffing problem. It’s an automation problem. Here’s exactly how we fix it.
The Challenge
Based on our discovery call, here are the core issues holding your practice back from capturing every potential patient.
Our Solution
We'll build an AI-powered system that answers calls, responds to leads, and books appointments — 24/7, without adding headcount.
Scope of Work
Phase 1: AI Voice Agent & Lead Automation Build
Complete system build, integration, and deployment
Timeline
Here's how we'll move from kickoff to a fully operational system.
Process audit, tool access, stakeholder interviews, and scope finalization. You'll receive the full project scope document for approval before any building begins.
Voice agent development, AI prompt engineering, practice management API integration, and lead response pipeline construction.
Connect all systems — phone routing, email delivery, calendar booking, transcript analysis. End-to-end workflow testing begins.
Real-world scenario testing, edge case handling, AI prompt refinement, and performance optimization. Your team reviews and provides feedback.
Production deployment, 48-hour live monitoring, documentation delivery, and team walkthrough. System is fully operational.
Your Investment
Your investment is structured across project milestones as outlined below.
Phase 2 (optional): Additional workflow automations, advanced reporting, or multi-location expansion can be scoped after Phase 1 is live and performing.
Ongoing Optimization
After delivery, I recommend continuing with monthly optimization to keep the system performing at its best.
+ Unlimited Maintenance
- AI prompt tuning based on real call and form data
- Integration monitoring and error resolution
- Monthly performance reports with conversion metrics
- Priority support for any system issues
- New workflow additions as your practice grows
Our Guarantee
The following terms govern our working relationship. They're designed to protect both parties and keep the project moving smoothly.
Terms of Engagement
Scope of Work
The Service Provider will deliver the project as described in the accompanying proposal document titled "AI Voice Agent & Lead Automation System" for Glow Aesthetics Med Spa. The scope of work, deliverables, and timeline are defined in the proposal and incorporated by reference into this agreement.
Any work beyond the defined scope requires a written change order approved by both parties before work begins. Change orders will include updated timeline and investment.
Payment Terms
Total project investment: $4,000. Payable in milestones as follows:
- Upon signing: $2,000 (50%)
- On completion: $2,000 (50%)
Payments processed through Upwork's milestone system. The final milestone is released only after you've confirmed the system is working as specified.
Client Obligations
To ensure timely delivery, the Client agrees to provide the following:
- Access to your practice management system (API credentials or admin access)
- Access to your phone system for call forwarding configuration
- Access to your email provider (Microsoft Outlook or Gmail) for automated sending
- A point of contact available for questions during the build phase (1-2 responses per week)
- Feedback within 48 hours during the testing phase to keep the timeline on track
Delays caused by late access or materials may extend the project timeline accordingly.
IP & Confidentiality
Upon receipt of full payment, custom work product transfers to the Client. Service Provider retains rights to general methodologies. Both parties agree to keep confidential any proprietary information shared during this engagement (survives 2 years).
Support, Termination & Disputes
Post-launch maintenance included as described. Either party may terminate with 7 days written notice. Disputes addressed through good faith negotiation, then binding arbitration.
Acceptance
By signing below, both parties agree to proceed with the scope, investment, and terms outlined in this proposal.
Sarah Mitchell
Hector Bermudez
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