Backup slides
Detail we can pull up if it comes up: the quoting stage step by step, why we built it this way, the ownership table, and the questions we expect
July 27, 2026 · Theiagen × Galang AI
Theiagen
Client Updates
How it works
Why this way
Q & A
The quoting stage, in detail
One move in Twenty, and the page builds itself.
Blue is automatic. Peach is where a person is needed, which is three moments in the whole chain.
1
Trigger
The deal owner moves the deal to Quoting in Twenty.
2
Automation
Contract page created in Notion, linked to and named after the deal, with the questions written onto it.
3
Automation
Slack message to the SOW and quote writers with the contract page link.
4
Person needed
The writer answers on the page: prepared by, standard sections, describe the work, services.
5
Person needed
The writer clicks the Generate link at the bottom of the page.
6
Automation + AI
The generator reads the page, pulls client and contact from Notion, prices from your service catalog, and fills your Quote and SOW templates.
About 30 seconds
7
Automation
Quote (Sheet) and SOW (Doc) saved to a Drive folder named for the contract.
8
Automation
The folder link is written back onto the contract page, and Slack confirms it is ready.
9
Person needed
Greg reviews and sends. Nothing goes out without that.
How it works
Why this way
Q & A
Why we built it this way
You said the team works in Notion. So we put it there.
The request, the answers, the contract and the document links now sit on a single page, with no extra tool in between.
| Plan 1 · Pre-filled Google Form | Plan 2 · Link on the page (where we are now) | |
|---|---|---|
| Where the writer works | A Slack link opens a pre-filled Google Form | The contract page |
| Extra tool to open | Yes, a Google Form | No |
| Lands on every contract automatically | Yes, by Slack link | Yes, from Notion to Google Apps Script |
| Cost | Free | Free |
| Status | Built and proven | Built, proven, current |
| Why we moved on | An extra layer, and the answers sit outside the contract record | This is what we are showing today |
!
The trade-off we accepted. The generator is a Google Apps Script we maintain, not a native Notion tool, so it is one more piece to hand over alongside the Twenty code app. We chose it because it is what makes the automation fit your flow: your catalog, your templates, your naming, your stages. That fit is worth the extra piece.
How it works
Why this way
Q & A
What's missing · the smaller items
Smaller gaps worth closing.
| Gap | What we'd do |
|---|---|
| The client gets a PDF, but the system makes a Doc and a Sheet | Auto-export a PDF into the same folder when the quote is marked sent, so there is exactly one file to send and exactly one file to rename later |
| Who can open the Drive folder is set by hand | Set the folder's sharing once, automatically, at the moment it is created |
| If the generator fails, it flags, but where? | One Slack channel for problems, carrying the contract name and a plain-English reason, so a failure is never silent |
| Prices can change after a quote goes out | Store the price actually used on the quote itself, so an old quote still reads correctly a year later |
| A second or third quote for the same client | The naming rule exists (CDPH-1, then CDPH-1.1 for an amendment) but is not wired into the Drive folder and file names yet |
| Signing happens by email today | If you use DocuSign or Adobe Sign, the signature itself is a cleaner trigger than a file name. We can consider using that instead |
How it works
Why this way
Q & A
Questions they might ask · 1 of 2
The edges, the pricing, the trust.
What about the deals that don't fit the mold, such as a Nevada-style PO, an amendment, a multi-part CDPH contract?
Standard deals are automated. Unusual ones still run, just with a person in the loop. POs are already handled. Amendments and renewals are designed but not built yet. Next on the roadmap.
Our services and pricing aren't even final. What happens when they change, or when a service isn't in the catalog yet?
You edit your own catalog sheet and the next quote uses it right away. A service that isn't in the catalog gets flagged for a person, never guessed.
We've had records show the wrong dates and values before. Why trust what this produces?
The AI only drafts. Nothing is final until Greg reviews and sends. On signed contracts, any date within 18 months is checked against the actual document before it counts.
That's a lot of moving parts: Twenty, Notion, Drive, a script. What happens when one breaks?
Each tool does one job, and Notion is the single source of truth. If a step can't finish, it flags the problem instead of guessing, and a background check re-runs every 15 minutes to catch anything missed.
How it works
Why this way
Q & A
Questions they might ask · 2 of 2
The learning curve, the handover, the cost.
How much does the whole team have to relearn, and how does everyone get up to speed?
Very little. Everyone stays in the tool they already use, and the automations run in the background.
- Julie and Shelly: a few fields on a Notion page, then click Generate.
- The deal owner: the only role that works in Twenty.
- Greg: Notion and Drive, same as today.
- Sara and delivery: Notion, TMetric and Drive, mostly untouched.
Each person gets a short Loom and a one-page guide for their part only, with the AI Enablement Hub as self-serve backup.
Once you hand this over, who on our side keeps it running and accurate?
Partly your call, and it needs confirmation: who owns the catalog, who reviews quotes, who keeps the records clean. We'll match the setup and the training to those names rather than assume.
Kevin built all of this and now he's gone. Aren't we just trading a dependency on him for a dependency on you?
The opposite, by design. Everything that carries judgment (catalog, templates, naming, every record) is yours and editable without us. The code is documented and handed over on request, and the Google account moves to Theiagen at go-live.
What does this cost us to run: seats, AI, all of it?
The catalog, templates and records cost nothing to run. Ongoing: Twenty seats, plus a small per-quote AI charge for the scope text. We'll send the exact breakdown, sized to who actually needs access.
How it works
Why this way
Q & A
Question 4, in full
Who owns each part of the flow?
Our guesses are below and all of them need confirming. We can edit this live, or send it over to be filled in.
| Step in the flow | Who owns it? (our guess, needs confirmation) | Needs a Twenty seat? |
|---|---|---|
| New leads / intake | BD (was Kevin, now who?) | Likely yes |
| Discovery / qualifying a lead | BD owner (Julie for CA?) | Likely yes |
| Default owner of a qualified lead | Open, we need a name | Likely yes |
| Moving a deal to Quoting in Twenty | The deal owner, same person as above? | Yes |
| Writing the quote / SOW | Julie & Shelly | Probably no (work in Notion) |
| Reviewing / approving the quote before it's sent | Greg | Maybe (oversight) |
| Procurement / contracting | Marcela, is she the only one? | Probably no |
| Signing / contract award | COO / Joel | Maybe (leadership view) |
| Kickoff to delivery | Sara + delivery team | Probably no |
| Invoicing / financials | Finance / Diana | Probably no |
| Renewals / watching expiring contracts | Open, we need a name | n/a |
Eleven steps, two names still open.
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