Upgrade Vision AI Proposal for Digital Smart Group Accept →
A proposal for Digital Smart Group · 21 September 2026

Seven people, one company Gemini, and a CRM that keeps its promises.

Martin — on Saturday you gave us ten answers. This is what they become: two fixed-price phases, a start date, and a preview of your first week with the assistant, built from your choices rather than ours.

See your first weekInvestment
StartMonday 28 September
DurationTen weeks, two phases
InvestmentTwo fixed prices
ValidUntil 5 October
01 — Where you are

The knowledge is there. It just isn't yours yet.

Seven people. Four sell, two manage, one runs the numbers. Gemini is switched on for everyone — but what makes each person good at their job lives in seven personal ChatGPT accounts: saved memory, instructions, projects, months of history. It leaves when they leave, and it never reaches the colleague next door.

HubSpot is on the Free plan and you trust it four out of five. Building the full picture of an account takes minutes by hand. The problem is not speed. It is that the picture only exists when someone remembers to build it — before the meeting, after the email, on a Friday afternoon.

You were precise about what matters: every open deal with a next step, the whole team on the company account, data that management can trust. And about control: the assistant asks before it touches HubSpot, and it never sends an email in your name.

By December: every open deal has a next step, nobody pastes a customer email into a personal account, and the Friday digest writes itself.

The moments you chose, in your order

1A brief before every customer meeting
2Emails and meetings logged where they belong
3A follow-up task after five quiet days
4The Friday pipeline digest for management

Your rules

Log, create, update, move a deal — always asks first
Send an email — never. It drafts; you send.
Lives in the Gemini app and inside Gmail
Connects HubSpot, Gmail and Calendar — nothing else
02 — Your first week

One week after go-live, as you configured it.

Five moments from a single week. Everything arrives by email, because that is where you said you live. Nothing is written to HubSpot until you approve it, and the assistant never sends anything itself. The account and the people are invented; the behaviour is exactly what we build. Click through — the approvals work.

Nothing is written to HubSpot until you tap Approve.
Ask first, then earn trust. For two weeks everything asks. Then we read the log together and decide what may run on its own. Nothing changes without that conversation.
03 — The plan

Two phases. Ten weeks. One contact.

Phase 1 puts the knowledge where the company can keep it. Phase 2 puts the assistant to work on your accounts. Each phase has a fixed price, a fixed calendar and a short list that defines done. Nothing is built that you did not choose.

Phase 1 — Company Gemini

28 September – 16 October · three weeks

Seven people leave personal ChatGPT with their knowledge intact and start a Monday morning on the company account. Nobody from Upgrade Vision AI touches a personal account: each person exports, we sit beside them for thirty minutes.

Workspace
Gemini configured on your Workspace, data controls set, admin ready.
Seven exports
Guided, one person at a time. Their saved memory and instructions become their own saved info in Gemini — it still knows their accounts and their tone.
Three Gems
Sales, Management, Finance. Built from what people actually use today, maintained centrally, shared with the team.
Knowledge base
Projects, files and the useful parts of chat history distilled into one company Drive, searchable through NotebookLM.Up to three hours of distillation per person included; we tell you before going beyond.
Rules and onboarding
A one-page usage policy in plain language, and twenty minutes with each person to start.

Done when

All seven work on the company Gemini with their saved info in place
Three Gems live and used in onboarding
Knowledge base searchable in NotebookLM
Usage policy signed off by you

From you

Admin access to Google Workspace
Thirty minutes per person in week one
A yes or no on Business Standard
One decision for you. Gemini inside Docs and Drive requires Business Standard; Gmail and the Gemini app already work on Starter. We recommend Standard for all seven seats — Google bills it, about US$14 per person per month. Phase 1 works either way.

Phase 2 — HubSpot × Gmail intelligence

19 October – 4 December · seven weeks

The four moments you chose, plus the morning brief, delivered by email with your permission rules built in. It runs inside your own Google Cloud project, connected to HubSpot, Gmail and Calendar. The Free plan is enough — no HubSpot upgrade.

Before every meeting
Thirty minutes before any calendar event with a customer, the six-block brief you kept: open deals, last emails, open promises, people, next step, risk signals.
Logged where it belongs
Each customer email is matched to the right contact and deal and proposed for logging. One tap to approve, from the email itself.
Five quiet days
When a prospect has not replied for five days: a task with a drafted message. You approve the task; you send the message.
Friday, 17:00
One page for management: what moved, what stalled, what needs a decision on Monday — and how many open deals have a next step.
Every morning
Today's meetings, overdue promises, deals gone quiet. Two minutes to read.
Approvals and log
Every proposal is an email with Approve and Skip. Every action is logged with who approved it.
19 Oct – 13 NovBuild — connections, the brief engine, approvals, the five moments
16 – 27 NovPilot with you and one sales rep, on real accounts; prompts tuned on your data
30 Nov – 4 DecEveryone live; first review of the log; first decisions on what may run on its own

Done when

A brief before every customer meeting, for all four reps, two weeks running
Logging proposals match the right contact and deal 95% of the time in the pilot
Follow-up and Friday digest run on schedule
Every open deal shows a next step, or is flagged in the digest

Deliberately later

Holded and invoice status on the deal
Stage suggestions from email content
Contact enrichment from external sources
Tender scout
04 — Investment

Fixed prices. No hourly surprises.

Each phase has a fixed price and a list that defines done. Anything beyond it goes through the hour package, logged and visible to you.

Phase 1 — Company Gemini
Three weeks. Seven exports, saved info, three Gems, knowledge base, policy, onboarding.
€
Phase 2 — HubSpot × Gmail intelligence
Seven weeks. Five moments, approvals, activity log, pilot, go-live, in your own Google Cloud project.
€
Both phases, one decision
Ten weeks, one start, one plan, one contact. Everything above.
€instead of €
Hour package — optional
Ten hours for anything outside the phases: a new moment, a report, a change of mind. Logged, visible, valid six months.
€
Payment — half at the start of each phase, half at acceptance.
Running costs — the assistant runs in your Google Cloud project; expect roughly €20–40 a month for model usage and hosting, billed by Google to you. Business Standard is separate and optional.
Ownership — code, prompts, the Cloud project and every piece of data are yours. No lock-in.
Warranty — anything that does not work as accepted is fixed free for thirty days after each acceptance.
Validity — until 5 October 2026. Prices exclude VAT where applicable.
Later — Holded, stage suggestions and Tender scout are quoted separately once Phase 2 has earned its trust.
05 — Working together

Small team, short loops.

One contactLyubo runs the project end to end. You never explain something twice.
Twenty minutes on FridaysWhat shipped, what is next, what we need from you.
One business dayEvery message answered within one business day, during the project and after it.
Your accounts, your dataEverything runs inside your Google Workspace, Google Cloud and HubSpot. Data goes to the model you chose — Gemini first — and nowhere else.
Start

Monday 28 September.

Choose a scope and accept, and the kick-off checklist is with you within one business day. Prefer to talk first? Choose that instead — no commitment.

Or reply by email
Accepted.Thank you, Martin. The kick-off checklist is with you within one business day.

Kick-off needs four things: admin access to Google Workspace · thirty minutes per person · a HubSpot connection we set up together · two or three example email threads.

Digital Smart Group × Upgrade Vision AI · Proposal · 21 September 2026upgradevision.ai