Proposal Writing Workflow

We typically do proposals via memo, not decks—this allows for more substantive conversation than a deck. Before telling them what we’ll do, we align with them on what they need. We don’t put pricing down until we’ve done a pricing analysis.

In an ideal world, proposal development would be split into two stages: FIRST objective and methodological alignment, THEN pricing determination. We have tried to separate these into two distinct documents and Jira issues in the past, however in reality clients want to see pricing upfront as well. So, we determine pricing and include it in the SOW when we first send it to the client, HOWEVER, we can (and should) amend the pricing to accurately reflect project requirements as we further align with our clients on the ask.

The New Deal: SOW/Proposal Development Jira issue should be used for this process. The issue will auto-populate a Smart Checklist to guide the process.

• Example issue for checklist reference.

1. SOW Template: template
   a. The letter on the first page has been set up so that no additional information needs to be outlined there (unless you’d like to add something), so you can jump straight to Objectives.
   b. Follow the checklist to fill out the document.
2. Pricing Workbook: template
   
3. SOW Amdendment: template
   a. If any elements of the SOW change after signature, use this template to create an amendment
   

1. Understand their main objectives and decision.
   a. Our first calls are built to really understand what decision they are making
   b. What inputs go into that decision
   c. Which inputs they feel like they understand well, and which need measurement
   

   💡 The goal here is to convince them that we really understand their context, the decision they need to make, and what inputs would drive that decision. We do this by listening.

2. Capture these details and directives in the SOW document.
   a. This should include: what their context is and what decisions they need to make, what intelligence they need in order to make their decision, our view on what deliverables would provide that intelligence, the approach that would produce those deliverables, and what inputs that approach would require
   b. Broadly speaking, we work backwards from above (what they need) into our outputs (what we do)
   c. Their context → their dilemma → what they need → what we’ll deliver → how we’ll deliver it → the inputs we need
   

   💡 The goal here is to convince them that regardless of whether or not they go with Gradient, that they should do the project that we lay out.

3. Include examples, as appropriate.
   a. Insert example deliverables and case studies to demonstrate our work

   💡 The goal here is to convince them that they should choose Gradient.

4. Conduct a pricing analysis.
   a. Reference Preparing a Budget
   b. This should be done in thoughtful consultation with the team and not just “thrown out there”

   💡 The goal here is to clearly outline the cost for each deliverable, including any marked-up data-related fees that would be billed upfront.

5. Obtain signatures
   a. Coordinate with Operations to send the SOW to the client for signature via SignWell b. The client may want to facilitate this, no problem—once we sign the document they send us and we receive the fully executed contract in return, forward it to billing@gradientmetrics.com for records awareness of project approval.

   💡 The goal here is to obtain final client approval of a project to move forward, and to maintain accurate records for our projects. SOWs are frequently referenced to ensure invoicing is accurately enacted based on client expectations.

Our standard billing terms are outlined below. Note that these were implemented as of summer 2024, so some accounts may still fall under previous terms. Please work with Kyle if you receive any pushback or requests for alternate terms.

• 60% of research design and analysis fees upon contract signature
• 40% of research design and analysis fees upon final synthesis approval

Estimated data-related costs will be billed in full upon contract signature.

Payment for all invoices issued under this agreement shall be due net 15 days from the date of invoice