ProjectMate
AI-driven Proposal & Estimation Assistant
About project
Proposal creation and estimation are routine, but time-consuming parts of every sales cycle. We needed a way to reduce manual work, reuse knowledge, and avoid inconsistency across proposals. So we built ProjectMate — an internal system that combines a web platform, an AI assistant, and a centralized knowledge base. ProjectMate helps us generate proposals faster, estimate them based on similar past projects, and manage everything from tech stacks to project history — all in one place.
Platform
Web
Technologies
React
Node.tsx
PostgreSQL
OpenAI API
Tools
Figma
Term
6 weeks
Team
UI/UX Designer
FrontEnd Developer
BackEnd Developer
QA
About client
As our own team, we faced the challenge of scaling operations and ensuring consistent quality in proposals. We wanted a tool that would support both the sales and delivery teams — and that's where ProjectMate came in. With a focus on speed, consistency, and automation, we designed ProjectMate to help us do more with less friction.
Challenge
- Automating routine proposal creation without losing flexibility.
- Reducing time spent on estimations and minimizing human error.
- Centralizing project knowledge and tech stacks for easier reuse.
- Making it easy to filter previous projects by technology or format.
- Tracking who changed what and when.
- Importing historical data (CSV) into a clean, structured system.
What We Did
- Developed a web platform with AI-assisted proposal generation.
- Trained the AI on our own historical project data to improve estimation quality.
- Built modules to manage and filter past projects and tech stacks.
- Implemented detailed change logs and user activity tracking.
- Designed intuitive UI to make the tool accessible for both sales and tech teams.
- Enabled import of past proposals to quickly build a reliable knowledge base.
Results
ProjectMate became a central hub for proposal-related workflows across our team. It now helps us create proposals 2–3x faster, reuse past work efficiently, and maintain consistency across formats. By integrating AI into early-stage sales and estimation, we've improved response time, reduced manual errors, and built a repeatable process — scalable as our team and workload grow.