Proposal Process
What happens after the consultation?
Send the proposal:
Edit the pre-created proposal if necessary and send it to the client within an hour after the Consultation Call.
Ensure their proposal is linked in the Notes section of their Client Page in the GitBook CRM. Once the Proposal is accepted, mark the Upfront Invoice section of their Client Page as "Pending" and follow the steps found in the Payment Section.
If you do not hear back, use the following workflow:
Follow-Up
First Follow-Up (2 days after consultation call)
If you have yet to hear back about the proposal, reach out to see if they have any questions. Please feel free to use the following message and edit as necessary. Keep your message short and simple, aiming for helpfulness not pressure.
"Hey! It was great meeting with you the other day. I wanted to reach out to see if you have any questions about the proposal."
Second Follow-Up (7 days after consultation call)
At this stage, there is likely some objection that hasn’t been addressed. The following template is a great start, but it would help to add some specifics about the client. If you feel comfortable, it may be useful to include a statement to re-establish the value and relevance of the work or to address any objections that weren’t explicitly stated in the consultation call.
"Hey! Just wanted to check in. Let me know if there's anything I can clarify about the proposal or any concerns you may have.
Final Follow-Up (14 days after consultation call)
The last follow-up gives the client the chance to revisit the proposal. Feel free to edit the following template to make it more personalized and leave things on a positive note. A good tip is to do some brief research and see if there have been any new developments or changes with the organization which can be included in the message.
"Hey there, I hope you're doing well. It was great speaking with you and I'd love to catch up on your thoughts around the documentation. I've archived the proposal for now, but it is still available if you would like to pick up where we left off and will remain available in case you'd like to revisit the idea in the future. Please feel free to reach out at any time!
"Archive" the DAO in Notion
Whether the client has neglected to reply or has responded expressing a lack of interest, archiving will be handled largely the same way:
Proposal Declined: If you receive word from the client that they are not able or interested in continuing the documentation process, please follow these steps:
Go into the Client's Page in the GitBook CRM of Notion. Under the Status section of their Notion page, select "Archived"
In the Proposal Status section, select "Proposal Declined"
Note the reason the proposal was declined in the Notes section.
Ensure their proposal is linked in the Notes section
3rd follow up message sent: If you have not received a response, follow these two steps right after sending the 3rd follow up message:
Go into the Client's Page in the GitBook CRM of Notion. Under the Status section of their Notion page, select "Archived"
In the Proposal Status section, ensure that "Proposal Pending" is selected. We will keep this status as an indicator of why they are archived for future interactions.
Ensure their proposal is linked in the Notes section
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