SOP: Sales–PreSales–Delivery Sync

1. Purpose

The purpose of this SOP is to establish a structured collaboration process between Sales, Pre-Sales, and Delivery teams to ensure opportunities are qualified, scoped, and transitioned smoothly. This sync prevents misaligned expectations, reduces delivery risk, and strengthens client trust.

2. Scope

This SOP applies to:

  • All opportunities progressing beyond discovery into demo, proposal, or contracting stages.
  • Sales Representatives, Pre-Sales Consultants, Delivery Managers, and Sales Managers.
  • IT Services & SaaS deals across SMB, mid-market, and enterprise accounts.

3. Definitions

  • Pre-Sales: Solution/technical consultants who validate requirements and design solution scope.
  • Delivery: Project/engagement managers responsible for execution post-contract.
  • Sync Meeting: Internal structured handoff/sync session between Sales, Pre-Sales, and Delivery.
  • Handoff Pack: CRM-linked summary of discovery notes, MEDDPICC, proposal details, and client expectations.

4. Step-by-Step Process

A. Trigger for Sync

  • Sync is required before:
    • Demo/workshop preparation.
    • Proposal submission.
    • Contract signing → Delivery onboarding.

B. Sync Process Workflow

  1. Pre-Sync Preparation (Sales Rep)
    • Update opportunity in CRM with:
      • Discovery call notes.
      • MEDDPICC qualification fields.
      • Documents shared by prospect.
      • Next Step and timeline.
    • Create initial Handoff Pack.
  2. Internal Sync Call (30–45 mins)
    • Participants: Sales Rep (lead), Pre-Sales Consultant, Delivery Manager (if proposal/contract imminent), Sales Manager (optional).
    • Agenda:
      1. Review prospect context and pain points.
      2. Validate MEDDPICC completeness.
      3. Discuss technical/functional requirements.
      4. Align on delivery feasibility, risks, and resourcing needs.
      5. Confirm ownership for next client-facing step (demo/proposal/workshop).
  3. Output & Documentation
    • Update CRM with sync summary notes.
    • Finalize Handoff Pack and attach in CRM.
    • Assign responsibilities:
      • Pre-Sales → Demo deck, solution validation, technical inputs.
      • Sales → Commercial proposal, client communication.
      • Delivery → Early resourcing check, timeline input.

C. Post-Sync Actions

  • Sales Rep confirms next client meeting/demo with prospect.
  • Pre-Sales prepares deliverables and shares drafts internally for approval.
  • Delivery Manager validates capacity and flags risks.
  • Sales Manager monitors sync compliance in weekly pipeline review.

5. Roles & Responsibilities

  • Sales Representative: Owns sync initiation, CRM updates, client communication.
  • Pre-Sales Consultant: Owns solution scoping, demo preparation, technical feasibility.
  • Delivery Manager: Owns delivery feasibility, timeline validation, resource check.
  • Sales Manager: Ensures sync occurs as per triggers, provides oversight.
  • Sales Ops: Ensures Handoff Pack template and CRM fields are standardized.

6. Governance, Violations & Consequences

  • Opportunities must not move to Proposal or Contract stage without documented sync.
  • Missing Handoff Pack → opportunity flagged “Incomplete” in CRM.
  • Deals handed over without Delivery sync → escalation to Head of Sales.
  • Repeat violations → performance review under Sales Performance Management Policy.

7. Review & Ownership

  • Document Owner: Head of Sales.
  • Review Cycle: Bi-annually.
  • Version Control: Maintained in CRM knowledge base.