Preparation For The Proposal

Follow this linear five-step workflow when preparing finance proposals after an initial client contact. Execute each step sequentially to ensure complete information flow from client needs identification to lender submission, minimizing back-and-forth delays.

1. Summarize initial client call to identify finance type

   • Input: Call notes or transcript covering client requirement (e.g., working capital, acquisition, asset purchase like van/lorry, or hybrid).
   • Action: Classify the requirement into Loans, Assets, or Hybrid using decision rules below; output a one-paragraph summary naming the finance type, funding ask (e.g., £150k over 5 years), and site details.
   • Output format: Bullet list with "Finance Type: [Loans/Assets/Hybrid]", "Funding Ask: [amount/term]", "Key Details: [site/business context]".
   • Quality criterion: Summary must reference exact client quotes for needs; vague classifications like "general funding" fail because they prevent tailored document requests.

2. Generate tailored document request email

   • Input: Finance type from Step 1.
   • Action: Draft an email requesting exact documents per decision rules (e.g., for Loans: Filed accounts, 6 months bank statements, up-to-date management accounts, current debts with lender/balance/term).
   • Output: Email template with subject "Document Request for [Finance Type] Proposal", body listing 4-6 bullet-pointed documents, deadline of 48 hours, and call-to-action for questions.
   • Quality criterion: List must match finance type exactly; include "Permissions to search granted for directors" to preempt compliance issues, because lenders require this upfront.

3. Simulate CRM document attachment and organization

   • Input: Received documents (descriptions or summaries if actual files unavailable).
   • Action: Create a virtual CRM entry in Quotevine format: folder named "[Client Name]-[Finance Type]", subfolders for each document type (e.g., "Bank Statements", "Filed Accounts").
   • Output: Table listing documents attached, with columns "Document Type", "File Name/Date Received", "Notes" (e.g., "6 months complete? Y/N").
   • Quality criterion: All requested docs must be accounted for or flagged missing; gaps halt progression because incomplete sets block assessment.

4. Assess attached documents using standardized checklist

   • Input: Organized documents from Step 3.

   • Action: Run fixed checklist on every set regardless of finance type: verify completeness (e.g., all 6 months statements present), currency (up-to-date within 90 days), and red flags (e.g., overdue debts >20% of ask).

   • Output: Assessment report as markdown table:

     Document Type	Complete?	Current?	Red Flags	Notes
     Filed Accounts	Y/N	Y/N	e.g., losses	...

     • Quality criterion: Score each doc 0-3 (3=perfect); overall >=80% because low scores predict lender rejection.

5. Write proposal or prepare portal submission

   • Input: Assessment from Step 4 confirming viability (proceed only if >=80%).

   • Action: Structure proposal using fixed template; for portal, generate PDF-ready content.

   • Output: Full proposal document:

     ## DEAL SOURCE
     Client history and introduction: [e.g., New Franchise unit (Subway in Towcester)].
     
     ## Opportunity & Requirement
     Site details and funding ask: [e.g., £150k over 5 years for operations].
     
     ## Overview
     Current portfolio table:
     | Company | Finance Type | Address |
     |---------|--------------|---------|
     | ...    | ...         | ...    |
     
     ## Attached
     - Satellite Proposal with directors info (Permissions to search granted).
     - All assessed documents.
     

   • Quality criterion: Every section populated with client-specific data; submit only after matching lender format, because mismatches cause 50% of rejections.

Example: For a new franchise unit needing £150k, classify as Loans, request filed accounts + 6 months statements, assess for completeness, then build proposal with 11-company portfolio overview.