Scope Definition & Price Assessment Guideline
Department
Summary
Sales playbook from qualified lead to deal closure. Initial meeting, scope sign-off, PM indicative range, client decision, scoping fee, detailed breakdown, final proposal, approvals, contract, project code, and handoff to AE. Project kickoff begins when the project card is with AE.
Table of Contents
Purpose
This guideline is the Sales playbook from qualified lead to deal closure and project handoff. It defines a step-by-step process so that scope definition, estimation, proposal, and activation are handled consistently, with clear approvals and clean handoffs to PM, AE, and Technology.
Entry: The lead is already qualified (see Lead Qualification Guideline). The lead was received and recorded per Lead Intake & Handling Guideline; Marketing created an Asana task with the lead URL and assigned Sales; Sales qualified and updated the CRM. This guideline starts from there.
| Outcome |
|---|
| Consistent handling, clear approvals, and clean handoffs to PM, AE, and Technology. At the end, the project card is with AE and project kickoff begins. |
Prerequisites
Before using this guideline, review:
| # | Document | Purpose |
|---|---|---|
| 1 | Lead Qualification Guideline | Lead is qualified (Sales opened lead via link, updated CRM status). Lead was received and recorded per Lead Intake & Handling Guideline. |
| 2 | Onboarding Guideline | How Kiluth uses Asana, Google Workspace, and other core tools. |
| 3 | Privacy & Data Handling Guideline | No client/contact PII in Asana. Store lead/contact details in secure storage with restricted access; in Asana use only link(s) to secure record and optional redacted summary (e.g. “Contact: see linked record”). |
Scope
This guideline covers Sales, PM, AE, Business Executive, Technology, Legal, and Finance from qualified lead through post-deal activation (project card to AE). It does not cover project delivery (see Delivery Production & Resource Allocation Guideline).
Definitions
| Term | Definition |
|---|---|
| Qualified lead | Lead that has been qualified by Sales (see Lead Qualification Guideline); next step is scope definition and estimation. |
| Opportunity | A qualified lead being pursued; created when moving from lead qualification. View at portal.kiluth.com/app/opportunity, create at portal.kiluth.com/app/opportunity/new. |
| Indicative range | Budget range, timeline range, and scoping fee range from PM for planning and client discussion (not a final quote). |
| Scoping fee | Fee paid by client before PM does detailed breakdown and AE starts proposal review; invoice, send, track. |
| Detailed breakdown | PM’s task breakdown, estimates (by role), timeline/milestones, assumptions/risks. |
| Final proposal | Fixed price, timeline, and scope proposal based on the detailed breakdown. |
| Proposal acceptance | Client accepts the proposal; then create Sales Order and move to contract and payment. |
| Sales Order | Confirmed order created when the client accepts the quotation. View at portal.kiluth.com/app/sales-order, create at portal.kiluth.com/app/sales-order/new. Typically created from Quotation; Finance issues Sales Invoice from Sales Order (or directly in some cases). |
| Deal closure | Contract signed and deposit confirmed (if required); project ready for activation setup. |
Operating Model
| Operating model | |
|---|---|
| 1 | Asana is the system of record for work tracking, approvals, and handoffs. |
| 2 | Checkpoints and decision points: Do not move to the next step until the current step is “done”; record decisions explicitly. |
| 3 | Client/contact PII: Stored in CRM or secure storage only. In Asana use link + optional redacted summary (no full names, email, phone in task descriptions). |
| 4 | CRM: Update qualification status in the CRM when the client decides to proceed (after presenting range and after proposal acceptance, as applicable). |
| Outcome |
|---|
| At any time we can answer: what is the current state, who owns it, and what is the next action. |
Process flow (one page)
One linear path. Sales owns the flow; PM, AE, Legal, BE, Technology, Finance appear when Sales hands off or waits.
| Step | What |
|---|---|
| 1 | Initial client meeting (understand problem, deliverables, budget/timeline, complexity). |
| 2 | Document and get scope sign-off; store proof in secure location; link in Asana. |
| 3 | Request indicative range from PM (Asana task); assign PM; add context (link to secure record/CRM, redacted summary only). |
| 4 | Wait for PM to return task with ranges. |
| 5 | Present range to client (meeting/call, not email-only). |
| 6 | Capture client decision (proceed / not proceed / adjust). If adjust → loop with PM and re-present. If not proceed → stop. If proceed → update qualification status in CRM; continue. |
| 7 | Collect scoping fee; notify PM/AE when received. |
| 8 | Request detailed breakdown from PM (Asana task); assign PM. |
| 9 | Wait for PM to return task with breakdown. |
| 10 | Create final proposal (fixed price, timeline, scope from PM breakdown). |
| 11 | AE review → Legal (if needed) → BE approval. |
| 12 | Deliver proposal to client (meeting/walkthrough). |
| 13 | Capture client decision (accept / reject / changes). If accept → create Sales Order from Quotation; continue. |
| 14 | Contract and payment (Legal/Finance); Finance issues Sales Invoice from Sales Order (or directly in some cases); confirm deposit if required; record in Asana. |
| 15 | Request project code/ID from Technology (Asana request); Technology creates project and project card; Sales assigns project card to AE. Project kickoff begins. |
Step 1: Initial client meeting
What you do: Schedule and run the initial client meeting. Understand the problem, deliverables, budget/timeline signals, and complexity. Use the lead/contact details from the CRM (via the link in the Asana task); do not paste PII into Asana.
Process:
| Action | |
|---|---|
| 1 | Use the lead URL in the Asana task to open the lead in the CRM (contact details are there). |
| 2 | Schedule and run the meeting (call or in person). |
| 3 | Capture: problem statement, deliverables, budget/timeline indication, complexity. |
| Done when |
|---|
| Meeting done; you have a clear picture of what the client needs. |
What happens next: Step 2: Document and get sign-off.
Step 2: Document and get sign-off
What you do: Document meeting minutes and a scope summary. Get sign-off from the client. Store the proof (signed summary or equivalent) in a secure location with restricted access. In Asana, add only a link to that proof—no PII (no names, email, phone) in the task description.
Process:
| Action | |
|---|---|
| 1 | Write meeting minutes and scope summary. |
| 2 | Obtain client sign-off (e.g. signed scope summary or written confirmation). |
| 3 | Store the proof in secure storage (e.g. restricted Google Drive folder). |
| 4 | In the Asana task, add a link to the proof. Optional: short redacted note (e.g. “Scope sign-off: see linked record”). Do not paste client names, email, or phone in the task. |
| Done when |
|---|
| Sign-off proof is stored and linked in the Asana task. |
What happens next: Step 3: Request indicative range from PM.
Step 3: Request indicative range from PM
What you do: Create an Asana task to request an indicative range (budget range, timeline range, scoping fee) from PM. Assign the task to the PM. Add context using link to secure record or CRM and redacted summary only—no client/contact PII in the task description.
Process:
| Action | |
|---|---|
| 1 | Create an Asana task using the template below. |
| 2 | Assign to PM. |
| 3 | In the description, add link to secure record or CRM and a short redacted summary (e.g. scope summary without names/contact details). Do not put full names, email, or phone in the task. |
| Asana Card Template | |
|---|---|
| Title | Request indicative range: [Lead ID or short identifier] |
| Assignee | PM |
| Description | Context: [link to secure record / CRM] Redacted summary: [scope summary without PII — e.g. deliverables, budget/timeline signals] Do not add client/contact names, email, or phone in this task. |
| Done when |
|---|
| Task created and assigned to PM; context (link + redacted summary) added. |
What happens next: Step 4: Wait for PM range.
Step 4: Wait for PM range
What you do: Wait for the PM to complete the task and return it with the indicative range (budget range, timeline range, scoping fee).
| Done when |
|---|
| PM has returned the task to Sales with the ranges. |
What happens next: Step 5: Present range to client.
Step 5: Present range to client
What you do: Present the range to the client in a meeting or call (not email-only) so they hear the range and next steps.
| Done when |
|---|
| Client has heard the range and next steps. |
What happens next: Step 6: Capture client decision.
Step 6: Capture client decision
What you do: Capture the client’s decision: proceed, not proceed, or adjust. If they want to adjust, loop back with PM (revise range) and re-present. If not proceed, stop. If proceed, update qualification status in the CRM and continue.
Process:
| Action | |
|---|---|
| 1 | Document the decision (proceed / not proceed / adjust). |
| 2 | If adjust: work with PM to revise range; re-present to client; repeat until proceed or not proceed. |
| 3 | If not proceed: stop; no further steps in this workflow. |
| 4 | If proceed: update qualification status in the CRM; continue to Step 7. |
| Done when |
|---|
| Decision documented. If proceed, CRM updated and you continue. |
What happens next: Step 7: Collect scoping fee.
Step 7: Collect scoping fee
What you do: Invoice the client for the scoping fee, send the invoice, and track payment. Notify PM and AE when payment is received.
| Done when |
|---|
| Payment received and confirmed; PM/AE notified. |
What happens next: Step 8: Request detailed breakdown from PM.
Step 8: Request detailed breakdown from PM
What you do: Create an Asana task to request the detailed breakdown from PM. Assign the task to the PM. Add context (link to secure record/CRM, redacted summary only)—no PII in the task.
Process:
| Action | |
|---|---|
| 1 | Create an Asana task using the template below. |
| 2 | Assign to PM. |
| 3 | Add context: link to secure record or CRM and optional redacted summary. Do not put client/contact names, email, or phone in the task. |
| Asana Card Template | |
|---|---|
| Title | Request detailed breakdown: [Lead ID or short identifier] |
| Assignee | PM |
| Description | Context: [link to secure record / CRM] Do not add client/contact names, email, or phone in this task. |
| Done when |
|---|
| Task created and assigned to PM. |
What happens next: Step 9: Wait for PM breakdown.
Step 9: Wait for PM breakdown
What you do: Wait for the PM to complete the task and return it with the detailed breakdown (task breakdown, estimates, timeline, assumptions/risks).
| Done when |
|---|
| PM has returned the task with the breakdown attached. |
What happens next: Step 10: Create final proposal.
Step 10: Create final proposal
What you do: Create the final proposal from the PM breakdown: fixed price, timeline, and scope. Create the quotation via New Quotation (stored in ERPNext). View list at Quotations. In Asana you may link to it without putting PII in the task.
| Done when |
|---|
| Proposal draft is ready. |
What happens next: Step 11: AE → Legal (if needed) → BE approval.
Step 11: AE → Legal (if needed) → BE approval
What you do: Send the proposal for AE review. If Legal review is required, send to Legal. Then obtain BE approval. Follow your internal approval workflow.
| Done when |
|---|
| All approvals (AE, Legal if needed, BE) are done. |
What happens next: Step 12: Deliver proposal to client.
Step 12: Deliver proposal to client
What you do: Deliver the proposal to the client in a meeting or walkthrough (not email-only when possible).
| Done when |
|---|
| Proposal delivered to the client. |
What happens next: Step 13: Capture client decision.
Step 13: Capture client decision
What you do: Capture the client’s decision: accept, reject, or changes. If they request changes, revise and re-present as needed. If they accept, create a Sales Order from the Quotation via New Sales Order (or from Quotation in ERPNext), then continue to contract and payment.
| Done when |
|---|
| Decision documented. If accept, Sales Order created from Quotation; continue to Step 14. |
What happens next: Step 14: Contract and payment.
Step 14: Contract and payment
What you do: Legal finalizes the contract; send for signature. Finance issues the Sales Invoice (typically from the Sales Order; in some cases Sales Invoice may be created directly). If payment is required before kickoff, confirm with Finance and record in Asana when the deposit is received.
| Done when |
|---|
| Contract signed and deposit confirmed (if required). |
What happens next: Step 15: Request project code/ID.
Step 15: Request project code/ID
What you do: Create an Asana request to Technology for the project code/ID. Technology creates the project and project card, then returns the task to Sales. Sales confirms and assigns the project card to AE. Project kickoff begins.
Process:
| Action | |
|---|---|
| 1 | Create an Asana task/request using the template below (or your team’s standard request to Technology). |
| 2 | Assign or route to Technology. |
| 3 | When Technology has created the project and project card and returned the task to Sales, Sales confirms and assigns the project card to AE. |
| Asana Card Template | |
|---|---|
| Title | Request project code/ID: [Lead ID or short identifier] |
| Assignee | Technology (or as per your request workflow) |
| Description | Context: [link to secure record / CRM] Do not add client/contact names, email, or phone in this task. |
| Done when |
|---|
| Technology has created the project and project card; task returned to Sales; Sales has assigned the project card to AE. Project kickoff begins. |
Lead-to-Deal Checklist (Sales Use)
Use this checklist to confirm each step is complete. Derived from the “Done when” of steps 1–15.
| # | Step | Done when |
|---|---|---|
| 1 | Initial client meeting | Meeting done. |
| 2 | Document and get sign-off | Sign-off proof linked in Asana. |
| 3 | Request indicative range from PM | Task created and assigned to PM. |
| 4 | Wait for PM range | PM returned task with ranges. |
| 5 | Present range to client | Client heard range and next steps. |
| 6 | Capture client decision | Decision documented; if proceed, CRM updated. |
| 7 | Collect scoping fee | Payment received and confirmed. |
| 8 | Request detailed breakdown from PM | Task created and assigned to PM. |
| 9 | Wait for PM breakdown | PM returned task with breakdown. |
| 10 | Create final proposal | Proposal draft ready. |
| 11 | AE → Legal (if needed) → BE approval | All approvals done. |
| 12 | Deliver proposal to client | Proposal delivered. |
| 13 | Capture client decision | Decision documented; if accept, Sales Order created from Quotation; continue. |
| 14 | Contract and payment | Contract signed; Finance issues Sales Invoice (from Sales Order or directly); deposit confirmed if required. |
| 15 | Request project code/ID | Project card assigned to AE; project kickoff begins. |
Related / Next
| Document | Purpose |
|---|---|
| Lead Intake & Handling Guideline | How leads are received and added to CRM; handoff to Sales. |
| Lead Qualification Guideline | How Sales qualifies the lead and updates CRM; if qualified, continue here. |
| Privacy & Data Handling Guideline | No PII in Asana; secure storage + link only. |
| Delivery Production & Resource Allocation Guideline | After project card is with AE, delivery processes apply. |
| Contracting & Change Order Workflow Guideline | Contract templates and change orders. |
| Invoicing & Payment Operations Guideline | Invoicing and payment handling. |