AI Proposal Generation
Learn how CueQuote's AI analyzes your event description and generates a complete equipment list with accurate pricing.
What you'll learn
- βHow to write effective event descriptions for the AI
- βHow the AI selects equipment based on your catalog
- βYour monthly AI generation quota and how to avoid wasting it
- βUnderstanding the streaming generation process
- βHow event context affects the generated terms
Start a new proposal
Click "New Proposal" from the sidebar or dashboard. You'll enter the 3-step wizard: Describe β Generate β Review. The first step is where you tell the AI about your event.
Write a detailed event description
The more detail you provide, the better the AI's output. Include: the type of event (conference, gala, festival), specific equipment requirements (e.g., "6 Sennheiser EW-D lapel microphones"), room size or layout details, and any special requirements (streaming, simultaneous interpretation, outdoor setup). The AI follows AV industry scoping rules β it automatically adds mixing consoles when mics are specified, video switchers for multi-source setups, and truss for overhead lighting.
Pro tip: You can paste a client's brief directly into the description field. The AI extracts what it needs.
Fill in event details
Below the description, set the event date, venue name/city, expected attendees, and duration in days. These details help the AI make smarter decisions β multi-day events get labor multiplied by days, large events (500+ attendees) get additional safety considerations, and the venue helps determine transport requirements.
Attach requirement files
Upload PDF technical riders, Excel equipment lists, Word event briefs, or venue floor plan images alongside your event description. CueQuote extracts the text and feeds it to the AI as additional context, producing more accurate proposals.
Pro tip: Combine a short written description with an attached rider for best results β the AI merges both sources.
Select a client
Choose an existing client or skip this step. If you select a client, their type (Direct, Agency, Venue, Corporate) influences the AI-generated payment terms. Agency clients get NET-30 terms automatically, while corporate clients get the standard 50% deposit.
Pro tip: Creating clients first means their details auto-populate on the PDF β name, contact person, email, phone.
Choose the currency
Select the currency for this proposal from the dropdown (EUR, USD, GBP, PLN, AED, EGP, CHF). This can differ from your company default β useful when quoting international clients.
Confirm before the AI runs
Before CueQuote generates your proposal, it shows a confirmation dialog: "This will use 1 of your X AI proposals this month. You have Y remaining on your <plan> plan." Each plan has a monthly AI quota β Free: 3, Starter: 15, Pro: 50, Business: unlimited. Every generation (including retries) counts against that quota, so double-check your description before confirming. On unlimited plans the dialog is skipped.
Pro tip: Spending 30 extra seconds tightening your description usually saves a whole slot β the AI rewards specificity, and a wasted generation costs you a full proposal from your monthly cap.
Watch the AI generate
Click "Generate Proposal" and watch the AI stream equipment line items in real-time. Items appear organized by category with quantities, units, and prices. The AI uses your catalog items and prices when available, and suggests market-rate prices for items not in your catalog (marked with estimated pricing). A running total updates as items stream in.
Pro tip: The AI uses Claude Haiku for simple events (under 50 attendees, single day) and Claude Sonnet for complex ones β optimizing cost without sacrificing quality.
Review the generated proposal
Once generation completes, you'll see all line items grouped by category with a full subtotal. The AI also generates smart inclusions (e.g., "Professional setup and teardown"), exclusions (e.g., "Generator rental for outdoor venue"), and suggested payment terms based on the event context. Click "Review & Save" to save the proposal and open the full editor.
Fine-tune in the editor
The editor has two tabs: "Equipment" for line items (edit quantities, prices, add/remove rows) and "Terms & Details" for inclusions, exclusions, payment schedule, and T&C. Everything the AI generated is fully editable β treat it as a smart starting point, not the final product.