System Proposal
Prepared by OxyScale AI / March 2026
ForKeeps Merch has built a strong branded merchandise brokerage. Customers come in through Google AdWords, enquire on the website, and deals land in HubSpot with structured data: product, quantity, colour, decoration type, pricing. The system is working.
The opportunity is in what happens next. Your sales reps open each deal, manually build a quote using the HubSpot template, email it to the customer, then follow up on a manual schedule. For entry-level deals where the customer has already selected products and pricing is standardised from the website, this is process execution, not creative judgment. The information already exists in the system. A human is just assembling it.
At roughly 500 quotes a month, that assembly work consumes a significant portion of your team's capacity. Enquiries that come in outside of business hours sit waiting. Busy periods mean follow-ups slip. Every hour spent on a standard quote is an hour not spent calling customers, building relationships, or closing bigger deals.
This is not about replacing your sales team. It is about removing the repetitive, process-driven work so they can focus on what actually grows the business: being human, having conversations, and winning customers over.
It is day-one ready. It does not need onboarding. It works on every deal simultaneously, at 2am on a Saturday the same way it does at 10am on a Tuesday. No bad days, no forgotten follow-ups, no inconsistency. It runs alongside your team and handles the work that should never have required a person in the first place.
We have structured two options based on the scope of what we build and manage for you. Both include a monthly retainer to keep the system running, monitored, and improving.
The build gets you live. The retainer keeps you running. This is not a software subscription. It is a fully managed service: we monitor, maintain, optimise, and improve the system on an ongoing basis.
We monitor the system daily. If a webhook fails, an API changes, or a deal gets stuck, we catch it and fix it before you even notice. HubSpot updates their platform, Slack changes their format? We handle it. Your system stays current without you lifting a finger.
Monthly review of system performance. We refine qualification rules, follow-up timing, email templates, and routing logic based on real conversion data. When new tools or capabilities become available that could improve your system, we assess and implement them.
Regular check-ins to review what is working, identify new opportunities, and plan the next phase of automation across your business.
Direct access to our team. If something needs attention, you are not submitting a ticket into a queue. You message us and we handle it.
The retainer covers everything related to the system we build for you. Want to update an email template? Adjust the follow-up sequence? Add a new SMS touchpoint? Tweak something internal that does not require a full build? The retainer covers it.
Entirely new systems are scoped and priced separately depending on complexity. For example, adding the AI pricing layer to Option 1, integrating a Power BI dashboard, or building automated invoicing and payment tracking in HubSpot once quotes are accepted. These are separate builds with their own scope.
We will always take into consideration our existing relationship when scoping future projects. Retainers do not automatically double the moment you add a new system on. They increase based on complexity and running costs. We want this to be a long-term partnership, and our pricing reflects that.
Once the quoting system is live and proven, natural next steps include automatic invoicing when quotes are accepted, with payment tracking directly in HubSpot so your team has visibility on what has been paid and what has not. This would be scoped as a separate build and added to the retainer accordingly.
At 500 quotes a month, every minute per quote adds up. If a quote takes 15 minutes of cumulative rep time across creation, emailing, follow-ups, and stage updates, that is 125 hours a month. If it is closer to 25 minutes, that is over 200 hours. You know the number. This system does it in seconds, around the clock, without breaks or holidays.
Enquiries that come in outside of business hours sit waiting until someone is available to action them. With automation, they get a quote in minutes regardless of when they come in. In promotional products, the first supplier to quote often wins. Faster response means higher conversion on the leads you are already paying for through AdWords.
Every deal gets a quote. Every quote gets follow-ups. Every follow-up gets logged. No deal sits forgotten because a rep was busy, on leave, or handling something else. The system does not have bad weeks.
The goal is a front-end that is super personal, wins customers over, and automates everything that does not need a human behind it. Every hour your team is freed from assembling standard quotes is an hour they can spend calling customers, building relationships, and closing bigger deals. Same headcount, more revenue.
Right now, increasing your ad spend or entering a new market means more leads, more quotes, and more strain on your sales team. With automation handling the quoting pipeline, that constraint disappears. You can turn up the dial on AdWords, test new channels, expand into new verticals, and the system absorbs the volume. Whether it is 500 quotes a month or 1,500, the workload for your team stays the same. More volume would naturally mean more strain on operations too, but that is something we can help with as the partnership evolves.
The build is a one-time investment. From Year 2 onwards, you are only paying the retainer for a fully managed system that handles 500+ quotes a month.
For Option 2, that is $24,000 a year from Year 2 onwards for a system that handles 500+ quotes a month, runs 24/7, adapts follow-ups to customer behaviour, and gives your team AI-powered pricing suggestions on complex deals. Compare that to the cost of the hours it replaces.
Let us know which option works best and we will get the ball rolling.
Questions? Get in touch directly.
Jordan Bell
jordan@oxyscale.ai
0478 197 600
George Harrad
george@oxyscale.ai