Overview

Creating detailed, client-ready Statements of Work (SOWs) is a time-consuming process that often requires teams to consolidate scattered information from emails, transcripts, and briefs into a structured, branded format. Recognizing this inefficiency, Optimus Information built SOWGen, an AI-powered Microsoft Teams agent that automates SOW creation using client-provided materials, feedback, and branded templates.

SOWGen simplifies the way consulting and delivery teams produce SOWs by extracting relevant details, generating structured drafts, and enabling real-time edits, all within Teams. The result is faster documentation, consistent branding, and reduced manual effort.

The Challenge

Consulting and delivery teams often struggle with manual, repetitive SOW creation workflows. Traditional methods require employees to sift through lengthy transcripts, client briefs, and prior contracts to draft new documents, leading to several operational challenges:

  • Fragmented content scattered across emails and shared drives
  • Inconsistent document formatting and branding
  • High time-to-first-draft, often spanning several hours or days
  • Risk of human error and missing details from project briefs
  • Lack of visibility or centralized storage for generated SOWs

Organizations needed a smarter, compliant, and conversational approach to generate SOWs faster while maintaining consistency and accuracy across projects.

The Solution

Optimus developed SOWGen, a fully integrated Teams-based AI agent built on Azure OpenAI (GPT-4) that automates every stage of SOW creation, from gathering inputs to generating, revising, and exporting the final document.

SOWGen allows users to upload client documents, extract key project details, and produce ready-to-edit drafts using Optimus’ branded SOW template. With conversational refinement and secure SharePoint integration, it ensures both speed and compliance.

Key Capabilities

  • Document Upload and Knowledge Setup
    Upload project materials (briefs, transcripts, presentations) directly in Teams to build the project knowledge base.
  • Automated Draft Generation
    The agent parses uploaded documents and produces a structured draft with scope, timelines, and pricing sections.
  • Conversational Editing
    Users can type natural feedback (e.g., “Add training section”) and the agent regenerates the SOW accordingly.
  • Template Mapping
    Automatically populates the latest Optimus SOW template with extracted content, ensuring on-brand consistency.
  • One-Click Export & Storage
    Exports finalized Word documents and saves them in corresponding SharePoint project folders for traceability.

Multi-Agent Architecture

At the core, SOWGen operates as a modular multi-agent system coordinated by a central orchestrator that ensures context flow and collaboration across specialized components.

Agent Role
SOW Orchestrator Agent Manages conversation flow and directs actions between file, extraction, and template modules
File Management Agent Handles file uploads, tagging, and SharePoint indexing
Document Parsing Agent Extracts key sections (scope, deliverables, pricing, etc.) from uploaded files
Template Mapping Agent Maps extracted data into Optimus’ branded SOW template fields
Feedback & Revision Agent Applies user feedback dynamically and regenerates updated drafts
Export Agent Exports final SOW and archives deliverables in SharePoint

Deployment

  • Platform: Microsoft Teams, Copilot Studio, and SharePoint
    Auth & Data: Microsoft SSO (OAuth2), Microsoft Graph API, SharePoint API
    Tech Stack: Azure OpenAI (GPT-4), Azure Functions, Azure SQL, Teams Bot SDK

This architecture ensures secure authentication, efficient document access, and scalability across both internal and marketplace deployments.

The Results

By embedding SOWGen into Teams, Optimus streamlined the SOW creation workflow for consulting and delivery teams.

Tangible Business Outcomes:
  • 70% faster turnaround from document upload to final SOW draft
  • 90% consistency in document structure and branding
  • Reduced manual effort by automating repetitive sections like scope, pricing, and assumptions
  • Improved collaboration with conversational editing inside Microsoft Teams

Technologies Used

  • Azure OpenAI (GPT-4)
  • Microsoft Teams
  • Microsoft Copilot Studio
  • SharePoint & Graph API
  • Azure Functions
  • Azure SQL Database
  • OAuth2 (Microsoft SSO)

What’s Next

SOWGen’s next evolution will introduce multi-template support, integration with Docusign for approvals, and analytics dashboards to track project-level document generation trends. Optimus also plans to extend this capability into broader contract generation and proposal workflows, making intelligent document automation a core part of enterprise delivery operations.

Contact Optimus to learn how we can help you leverage Agentic AI & Cloud services.

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