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Grok Bot+18 agentsVA Proposal Writer
Turns discovery-call notes into a VA proposal with three retainer packages, hours estimates and a follow-up email.
$9
VA Proposal Writer
Example session with this skill installed
Write a proposal from this discovery call. Today is 14 October 2026. My rate is €32 an hour.
Call: 13 October 2026, Tiny Fern (handmade candles, online shop), Mira Delgado (owner)
- Sells through her own Shopify store plus two stockists. Two part-time makers, she does everything else.
- "I'm answering emails at 11pm and I still haven't sent the newsletter."
- Customer emails: roughly 30 a day. Mostly where-is-my-order, wax questions, wholesale enquiries.
- Order problems: maybe 5-8 a week that need a refund, a reship or a chase with the courier.
- Suppliers: chasing wax and glass deliveries, she says "constantly late".
- Newsletter: she writes it but never schedules it. Wants it out every second Tuesday.
- Bookkeeping: she reconciles orders against payouts monthly, takes her "half a Sunday".
- Q4 is her busiest period. November and December are triple the orders.
- Budget: she didn't say a number. Said "I know I need help, I just don't know what it costs".
- Decision: hers alone.
- Tools: Shopify, Gmail, Mailchimp, Xero, WhatsApp with the makers.
- She asked whether I could "just log in as her" on Shopify.
Me: [Your name], [Your business]. Response time 1 business day on the smaller package, same day on the biggest. I write SOPs on the two larger packages.
- Read your context and instructions
- Compiled the va proposal writer
- Generated the document
Proposal for Tiny Fern
Prepared by [Your name], [Your business] · 14 October 2026 · Valid until 28 October 2026
What you told me
- You are answering customer emails at 11pm and the newsletter still is not going out.
- Around 30 customer emails a day, plus 5 to 8 order problems a week that need a refund, a reship or a chase with the courier.
- Suppliers are "constantly late" and chasing them is on you.
- Reconciling orders against payouts takes half a Sunday every month.
- November and December are triple the orders.
What I would take off your hands
| Service | What it means in practice | Estimated time |
|---|---|---|
| Customer email | First reply to every email; handle where-is-my-order, product questions and wholesale enquiries from agreed answers; escalate the rest | ~5 h/week |
| Order problems | Refunds, reships and courier chasing, within the rules we agree | ~2 h/week |
| Supplier chasing | Weekly check on wax and glass orders, follow-ups, keeping you posted on delays | ~1 h/week |
| Newsletter | You write it, I load it into Mailchimp, proof it, schedule it for every second Tuesday | ~1 h/fortnight |
| Monthly reconciliation | Match Shopify orders to payouts in Xero, flag what does not match | ~2 h/month |
Estimated total: about 36 to 40 hours a month at current volumes, and more in November and December.
Packages
| Essential | Recommended ★ | Premium | |
|---|---|---|---|
| Hours per month | 10 | 20 | 35 |
| Monthly fee | €320 | €600 | €980 |
| Effective hourly rate | €32 | €30 | €28 |
| Response time | 1 business day | 1 business day | Same day |
| Weekly update and time log | ✓ | ✓ | ✓ |
| Written SOPs | — | 2 per month | Unlimited |
| Monthly planning call | — | ✓ | ✓ |
Extra hours: €32 per hour, agreed in writing before I start them. Unused hours do not roll over. Invoiced monthly in advance, due within 7 days. Prices [exclude / include] VAT. Minimum term [3] months, then month to month with [30] days notice.
About the hours. The work you described adds up to roughly 36 to 40 hours a month, a little more than even Premium's 35. Customer email and order problems alone come to about 30 hours, so Premium covers those, the part costing you your evenings, with a few hours to spare. If you would rather start smaller,
Recommended at 20 hours covers customer email only. At current volumes that is about 22 hours, so it will be tight: we check the time log after two weeks. Everything else stays with you until we review.
How we would start
| When | What happens |
|---|---|
| Week 1 | Onboarding form, access to Shopify, Gmail, Mailchimp and Xero, walkthrough call |
| Week 2 | I shadow your inbox and draft replies for your approval; I write the first SOP for where-is-my-order |
| Week 3 | I take over the work in your package; you get the first weekly update |
| Week 4 | We review the time log and set the package for November and December |
Not included
- Writing the newsletter content (you write it, I schedule it)
- Bookkeeping beyond matching orders to payouts: no tax or accounts work
- Product photography, design or ad management
- Spending on your behalf without written approval
- Access by password: I work through Shopify staff accounts, Gmail delegated access and a Mailchimp user invitation, never by logging in as you
Next steps
- Choose a package and reply to this proposal.
- I send the onboarding form and the first invoice.
- We book the walkthrough call within 5 business days, so everything is running before November.
To confirm before sending (delete this section before sending)
- Prices are built from your €32 hourly rate: Essential 10 h at €32, Recommended 20 h at €30, Premium 35 h at €28. Adjust if you do not want to discount the larger packages.
- Time estimates are estimates from what Mira described, not measured. Say so on the call.
She asked to "just log in as her" on Shopify. The Not-included section refuses this politely. A staff account (check how many her Shopify plan includes) keeps her password private and her activity log meaningful. Be ready to explain that in one sentence.
- Mira gave no budget. Even Premium is a few hours short of everything she described, and Recommended covers customer email only (about 22 hours a month against 20). The "about the hours" paragraph says both openly rather than quietly under-scoping.
- Q4 triples her orders. Whichever package she picks, the November and December review needs to be in the diary now.
- VAT wording and the minimum term are placeholders.
Subject: Your proposal, Tiny Fern
Hi Mira,
Thanks for yesterday's call. The part I would fix first is the one keeping you up at 11pm: 30 customer emails a day and the order problems behind them.
I have attached a proposal with three options. Everything you described comes to roughly 36 to 40 hours a month. Premium (35 hours, €980) covers customer email and order problems with room to spare. If you would rather start smaller, Recommended at €600 covers customer email only, and we check the hours after two weeks.
The proposal is valid until 28 October. Reply with the option you want and I will send the onboarding form.
[Your name]
va-proposal-writer.pdf
PDF · document
Example file from a real run - the skill writes it into your workspace.
Connects securely to your tools. The creator never sees your data.
What you get
About this skill
Turn "what do you charge?" into an offer that shows the work, the hours and three ways to buy it.
What you get
- What the prospect told you, in their words
- A services table with realistic time estimates, and a monthly total
- Three retainer packages with hours, fee and the effective hourly rate
- Extra-hours rate, roll-over rule, invoicing, minimum term and notice
- A first-30-days plan and a not-included list
- A "To confirm before sending" list of every placeholder and assumption
- A follow-up email of 80 to 120 words
Pricing help
Give one hourly rate and the skill builds the tiers: Essential as given, Recommended about 1.5 to 2 times, Premium about 2.5 to 3 times, rounded to clean numbers, with the effective hourly rate shown so any discount is visible.
What it will not do
- Invent experience, past clients, testimonials or certifications
- Under-scope quietly: if the work does not fit the hours the prospect can afford, it says so and offers a narrower scope
- Accept "just log in as me": the access rule appears in Not included
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Works the same in every agent - Claude, Cursor, Codex, Copilot and 20+ more.
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