Draft PandaDoc proposals from Fireflies sales calls

Build an agent workflow that runs every weekday at 6pm in the account owner's local timezone. Its job is to look at yesterday's sales calls and, for any call that ended with a clear proposal signal, draft the matching PandaDoc proposal so the rep opens their laptop the next morning to a ready-to-review draft.

Step 1 — pull the calls. Use Fireflies.ai List Transcripts to fetch every transcript from the last 24 hours, then use Get Transcript to pull the full conversation, summary, action items, and attendee data for each one.

Step 2 — filter with judgement. For each call, decide whether a proposal is actually warranted. Only proceed when the transcript contains a clear signal: a verbal commit, an explicit ask like 'send us the SOW', pricing that was agreed to, or a kickoff date being discussed. Skip pure discovery calls, product demos where no ask was made, internal syncs, and calls with no external attendees. Err on the side of skipping — a missed draft is fine, a bad draft wastes the rep's time.

Step 3 — pick the right template. Call PandaDoc List Templates to see what's available, then choose the template that best matches the deal type you heard on the call. Typical shapes are an MSA for a new logo, a one-off SOW for a project, or a renewal template for existing customers. If nothing fits confidently, skip the call and note it in the Slack message rather than guessing.

Step 4 — draft the proposal. Call PandaDoc Create Document from Template with tokens, fields, and pricing table values inferred from the transcript: company name, primary contact, scope items discussed, timeline agreed to, and price if it was quoted. If a required field cannot be inferred confidently, leave it blank in the draft — do not make up numbers, dates, or scope. Then call Get Document Details and poll until the draft status is 'document.draft' so you know the document is ready to be opened.

Step 5 — notify the rep. Figure out which sales rep owned the call (usually the meeting organizer or the internal attendee). Use Slack Open a Conversation to open a DM with them, then Send a Message that includes: a link to the PandaDoc draft, a two-sentence recap of the call, the template you picked and why, and a bullet list of the assumptions and blanks the rep needs to review before sending.

Hard rule: never send the document to the customer automatically. The agent only creates drafts and notifies the rep. Sending is a human decision, always.

If a call has no clear proposal signal, or a template can't be picked confidently, or the rep can't be identified, skip the call quietly and include it in a short end-of-run summary DM to the workflow owner so nothing silently disappears.