The Together Collective currently processes enquiries through a primarily manual workflow, creating significant time pressure and operational inconsistencies across a high-volume operation:
We propose an intelligent AI-powered Enquiry Automation System that transforms how The Together Collective handles every stage of the client journey, from first contact through to post-event review:
| Metric | Current Baseline | Target |
|---|---|---|
| Enquiry response time | Same day (1 to 4 hours) | Under 15 minutes |
| Proposal accuracy | Variable, manual | Above 95% consistent |
| Manual admin time | 80% of team time | Below 30% of team time |
| Monthly lead capacity | 260 leads (breaks at 300) | 500+ leads per month |
| PDF delivery | Manual upload, size issues | Automated hosted link |
| Team focus | Admin-heavy | Client and partner management |
All five of Kate's approved email templates will be implemented with an AI personalisation layer applied on top:
Conditional Logic Note: The Supplier Confirmation template automatically detects Event Format from the HubSpot deal. Virtual events receive the Zoom link request line. In-person and away-day events do not. This is handled automatically by the system with no manual intervention required.
All 18 required dependent deal properties will be populated by the system. Below is the full breakdown by population method:
HubSpot Tier Note: This proposal assumes HubSpot Professional tier or above, which provides the API access required for full bi-directional integration. If The Together Collective is currently on HubSpot Starter, additional scoping will be required and confirmed during Discovery phase Day 1 at no additional charge.
Next.js / Node.js. Fast, scalable, secure. Hosted on enterprise-grade infrastructure with 99.5%+ uptime.
Claude Opus 4.6 by Anthropic. State-of-the-art language model for email classification and generation. Sub-3-second response time.
Bi-directional REST API integration. All 18 deal properties populated automatically. Full pipeline and activity logging.
Puppeteer / Chromium. Generates lightweight, hosted proposal PDFs delivered as trackable links. Eliminates file size issues.
Role-based interface with separate authenticated sessions for Kate and Ed. Mobile-responsive. One-click approve or edit.
SMTP / API delivery via reputable email service provider. Full send logging and activity tracking within HubSpot.
| Integration | Method | Direction | Data |
|---|---|---|---|
| Squarespace | Webhook | Inbound | Form submissions and enquiry data |
| HubSpot CRM | REST API | Bi-directional | Contacts, deals, all 18 properties, pipeline stages, activity logs |
| Claude Opus 4.6 | Anthropic API | Internal | Enquiry classification and email generation |
| PDF Generator | Internal | Internal | Puppeteer-generated hosted proposal documents |
| Email Service | SMTP / API | Outbound | Approved emails sent to clients and suppliers |
| Xero (add-on) | REST API | Bi-directional | Invoice creation and payment data (optional add-on, see Section 4) |
| Standard | Target |
|---|---|
| AI email generation time | Under 3 seconds per enquiry |
| System uptime | Above 99.5% |
| Monthly enquiry capacity | 500+ enquiries per month (up from current 260 ceiling) |
| Expected accuracy (ready to send) | 85 to 90% with minimal or no editing required |
| Minor tweak required | Approximately 8 to 12% of responses |
| Escalated to human review | Approximately 2 to 5% (complex or ambiguous enquiries) |
| Scaling | Automatic, no manual intervention required |
Investment is presented across clearly defined tiers. Start with a risk-free Proof of Concept, or commit directly to Stage 1 Core or Stage 1 Full. All options are designed to deliver measurable ROI within the first 30 days of use.
Not ready to commit to the full build? The Proof of Concept delivers a working version of the core engine built on your real enquiry data, so you can see exactly how the system performs before committing to Stage 1.
| Add-On | Description | Investment |
|---|---|---|
| Xero Integration | Connect invoicing and payment data directly to HubSpot. Eliminates manual Xero data entry post-booking. Highly recommended given current triple-entry pain point. | £1,500 |
| Custom Reporting Dashboard | Real-time KPI tracking and ROI reporting across enquiry volume, response time, conversion rates, and lifecycle automation performance. | £750 |
| Additional Event Templates (per 10) | Expand the content database with additional event categories or supplier templates beyond the initial 220+ event build. | £250 |
Xero Note: Given that Ed specifically highlighted triple manual data entry across HubSpot, Excel, and Xero as one of the most painful parts of the current process, the Xero integration add-on is strongly recommended as a Phase 1 companion. Priced separately to keep the core build accessible, it can be added at any point before or after Stage 1 launch.
AI API Costs (Post-Launch): The system uses Claude Opus 4.6 (Anthropic) to generate every email. At your current volume of 150 to 260 enquiries per month, API costs run at approximately £75 to £200 per month depending on enquiry complexity. I recommend setting up your own Anthropic API account post-launch. I will walk you through the 10-minute setup, and it means you own and control those costs directly rather than routing them through a third party.
Target delivery: 2 to 3 weeks from project kickoff. Aligned to your preferred June/July go-live window.
Squarespace webhook configuration, HubSpot API connection, Squarespace form field mapping (confirmed with your team), HubSpot tier verification, all 18 deal property setup, AI engine configuration with your event data and templates.
AI classification engine (3 branches), email generation engine, role-based approval dashboard with Kate and Ed authentication, hosted PDF generator, content database and admin panel, all 5 email templates implemented, conditional supplier logic, HubSpot deal creation and all 18 properties, lifecycle automation sequences (Stage 1 Full).
Full system test using real enquiry data (including the messy enquiries Ed has offered to provide), accuracy review across all three classification branches, deal owner routing verification, lifecycle trigger testing, edge case testing.
Live walkthrough session with Kate and Ed. Full system demonstration using real data. Feedback incorporated, final adjustments made.
System goes live. Full documentation provided. Team training session for Kate, Ed, and Devyani. Admin panel walkthrough for content management.
Bug fixes, minor adjustments, and performance monitoring included at no additional cost for 30 days post-launch. Monthly maintenance retainer available from month 4 onwards.
Upon receipt of full and final payment, The Together Collective owns the complete codebase and all custom components built specifically for this project. Daniel Nicholls retains the right to reuse non-client-specific components, frameworks, and methodologies in future projects. All third-party API costs (HubSpot, Anthropic, hosting, email service) become the sole responsibility of The Together Collective upon project handover.
Both parties agree not to disclose confidential information, proprietary data, or commercial terms to any third party without prior written consent from the other party. This includes but is not limited to: business processes, pricing, client data, technical architecture, and the contents of this proposal.
A 30-day post-launch support window is included at no additional cost, covering bug fixes and minor behavioural adjustments. This warranty covers issues directly attributable to the build as scoped and delivered. It does not cover new feature requests, changes to third-party APIs or services outside of Daniel Nicholls' control, or changes arising from modifications made by the client or a third party to the codebase. A monthly maintenance retainer is available from month 4 onwards at £150 per month.
Daniel Nicholls' total liability in connection with this project is limited to the total project fee paid. Daniel Nicholls is not liable for any loss, damage, or disruption arising from third-party service outages (including HubSpot, Anthropic, Squarespace, or email service providers), data loss occurring outside the application, or any indirect or consequential losses.
Any feature requests, additions, or changes beyond the scope agreed in Section 2 of this proposal will be assessed, re-quoted, and agreed in writing before any additional work commences. The 3-revision allowance within the agreed scope applies to design and content adjustments, not architectural or functional scope changes.
If The Together Collective cancels the project after work has commenced, the 50% upfront payment is non-refundable. This covers discovery, planning, and any build work completed to that point. If Daniel Nicholls cancels or is unable to complete the project, the full deposit will be refunded without deduction. Cancellation must be communicated in writing to be considered formal and binding.
Daniel is an AI consultant and developer with over 20 years of experience across digital marketing, corporate advertising, web development, and AI integration. His career spans senior digital roles managing online marketing for major brands including Toshiba Northern Europe and Nissan, before pivoting into AI consultancy and application development.
He specialises in building custom AI-powered systems that solve real operational problems: automating workflows, integrating disconnected platforms, and giving small teams the leverage of a much larger operation. Notable projects include co-founding Backstabbers AI, a multi-agent AI gaming application, and an ongoing portfolio of AI-powered tools, games, and automation platforms for clients across the UK and internationally.
Daniel is based in Seaford, East Sussex, and works with clients remotely and in-person across the UK.
| Technology | Role in This Project |
|---|---|
| Anthropic (Claude Opus 4.6) | Advanced language model powering the enquiry classification engine and all AI-generated email drafts |
| HubSpot CRM | Central CRM platform. Bi-directional API integration for all deal management, pipeline stages, and activity logging |
| Next.js / Node.js | Web application framework for the system, approval dashboard, and admin panel |
| Squarespace | Webhook integration for form submission capture and real-time enquiry processing |
| Puppeteer / Chromium | PDF generation engine for hosted lightweight proposal documents |
| Xero (optional add-on) | Accounting integration for automated invoice creation and payment data sync to HubSpot |