Skip to main content
This guide walks through the minimum steps to generate your first Prophic proposal from a new client brief. It assumes you have at least one Service Role, one Configuration Template, and one Proposal Template set up under the Configurations area. If you have not done that yet, start with the Setup section first.
The Free plan includes 40 one-time AI credits, 2 Projects, and 5 Quick Quotations with no credit card required. Credits do not roll over. See Plans & Billing for upgrade options.
1

Create a project

  1. Go to the Projects section from the left navigation.
  2. Click New Project.
  3. Fill in the project name, assign a customer (or create a new one), and choose a project type (Fixed Bid or Time & Material).
  4. Attach a Configuration Template. This sets the service roles, rates, buffer, and hours per day for the project.
  5. Click Create Project.
2

Add requirements

  1. Inside the project, go to the Scope tab.
  2. Click Add Scope Version (or use the default V1).
  3. Paste raw text requirements in the text field: meeting notes, a brief email, bullet points.
  4. To attach a document, click Add Document and upload a PDF or DOCX file.
  5. Click Save Requirements.
3

Run requirement analysis

  1. Go to the Requirement Analysis stage.
  2. Click Generate Analysis.
  3. Prophic reads your scope text and documents and produces: a project overview, functional requirements, non-functional requirements, technical specifications, risks, assumptions, open questions, and open items.
  4. Review each section. Edit any entry that does not match the actual scope.
  5. Answer open questions or pass them to the client.
4

Generate functional specifications

  1. Go to the Functional Specification stage.
  2. Click Generate FSD.
  3. Prophic produces a structured specification document based on the analyzed requirements.
  4. Use the split-screen editor to review and refine it.
5

Build the work breakdown structure

  1. Go to the Work Breakdown Structure stage.
  2. Click Generate WBS.
  3. Prophic produces a hierarchical breakdown: components, modules, tasks, and subtasks with hours and service role assignments.
  4. Remove completed tasks, adjust hours, and add missing items inline.
  5. Click Recalculate to update all totals.
Recalculate runs a local bottom-up calculation and does not consume AI credits.
6

Review the summary and export the proposal

  1. Go to the Summary stage.
  2. Review total effort, man days, complexity factor, and total cost.
  3. Check the effort and cost breakdown per service role.
  4. Click Generate Proposal.
  5. Choose PDF or DOCX format and download or preview the document.

​
What’s next

Configuration Templates

Set up rate cards with service roles, rates, and buffers.

Proposal Templates

Brand your PDF and DOCX proposal layouts.

Custom Instructions

Override generic AI recommendations with your preferred stack per stage.

Plans & Billing

Compare plans, credit limits, and upgrade options.