SOP: Proposal Creation

1. Purpose

The purpose of this SOP is to define the standardized process for creating, reviewing, and delivering client proposals. This ensures proposals are consistent in format, accurate in scope, aligned with pricing policies, and representative of the company’s brand and value proposition.

2. Scope

This SOP applies to:

  • All proposals created for IT Services & SaaS opportunities across SMB, mid-market, and enterprise clients.
  • Sales Representatives, Pre-Sales Consultants, Delivery Managers, and Sales Managers.
  • Proposals covering new business, expansions, renewals, or strategic partnerships.

3. Definitions

  • Proposal: A formal document outlining solution, scope, pricing, and terms shared with the client for evaluation.
  • Commercials: Pricing structure including fees, discounts, and payment terms.
  • Handoff Pack: Internal document bundle containing opportunity details, discovery notes, and sync outcomes (see Sales–PreSales–Delivery Sync SOP).

4. Step-by-Step Process

A. Trigger for Proposal Creation

  • Proposal creation begins once:
    • Opportunity is qualified via MEDDPICC (see Qualification via MEDDPICC SOP).
    • Demo/workshop completed with alignment.
    • Internal sync held between Sales–PreSales–Delivery (see Sync SOP).
    • Proposal approved in principle by Sales Manager.

B. Proposal Drafting Process

  1. Access Proposal Template
    • Use the standardized Proposal Template (EPIC 5 – Task 3).
    • Ensure branding, formatting, and disclaimers are consistent.
  2. Fill Core Sections
    • Cover Page: Company logo, client name, proposal title, date.
    • Executive Summary: High-level context and outcomes.
    • Client Challenges: Reference discovery notes.
    • Proposed Solution: High-level technical/functional solution aligned with Pre-Sales inputs.
    • Scope of Work (SOW): Activities, deliverables, assumptions, exclusions.
    • Commercials: Pricing, payment terms, discount (if any).
    • Timeline: Milestones with delivery estimates.
    • Team: Key roles assigned (Delivery oversight).
    • Next Steps: Proposal acceptance and contracting path.
  3. Review for Accuracy
    • Sales Rep verifies client details.
    • Pre-Sales validates solution accuracy.
    • Delivery Manager validates feasibility and effort estimates.
    • Finance validates commercials (if required).

C. Internal Approval

  • Proposals exceeding discount thresholds must follow Pricing & Discount Approval SOP (EPIC 5 – Task 4).
  • Final draft shared with Sales Manager for sign-off before client submission.

D. Client Submission

  1. Save final proposal as PDF with naming convention:
  2. ClientName – Proposal – MonthYear
  3. Example: ABC Fintech – Proposal – Aug2025.
  4. Send via email with personalized cover note.
  5. Upload copy to CRM and attach to opportunity record.

E. Post-Submission Follow-Up

  1. Sales Rep sets Next Step in CRM (review call, negotiation, etc.).
  2. Track proposal status in Commercial Proposal Tracker (EPIC 5 – Task 5).
  3. If revisions are requested, update proposal version (v2, v3) and maintain history.

5. Roles & Responsibilities

  • Sales Representative: Drafts proposal, ensures accuracy of client context, owns client communication.
  • Pre-Sales Consultant: Provides solution scope, validates technical details.
  • Delivery Manager: Confirms feasibility, resourcing, and effort estimates.
  • Sales Manager: Approves final proposal before submission.
  • Finance (if involved): Validates commercials in high-value/discounted deals.

6. Governance, Violations & Consequences

  • Proposals not using standardized template → rejected in approval stage.
  • Submitting proposal without Delivery validation → escalated to Head of Sales.
  • Discounts outside approval matrix → flagged by Finance, deal placed on hold.

7. Review & Ownership

  • Document Owner: Head of Sales.
  • Review Cycle: Bi-annually to align with service catalog and pricing updates.
  • Version Control: Maintained in CRM knowledge base.