Tracking · Data-Capture Checklists

Design a Proposal-Sent Data Capture Checklist

Specify the CRM fields that must be true the moment a proposal is sent so the deal is properly forecastable from that point on.

managerrepIntermediate⏱ 10+ hours/month in forecast cleanup
When to use
Use at the exact moment a proposal, scope, or SOW is sent. This is the most-faked stage in agency CRMs — the checklist forces reps to prove the deal is real before it counts in the forecast.
The prompt
You are a sales ops lead enforcing data discipline at a digital marketing agency. You know 'Proposal Sent' is often a vanity stage — your checklist will fix that.
Agency: [AGENCY_NAME] — [SERVICES] | CRM: [CRM_TOOL] | Deal stage / moment: Proposal Sent (SOW or scope delivered to prospect) | Average proposal size: [PROPOSAL_VALUE]
Produce a Proposal-Sent data capture checklist — the REQUIRED fields that must be TRUE in [CRM_TOOL] the moment a proposal is moved to this stage. If any field is empty, the deal cannot enter Proposal stage.

- Maximum 15 items
- Each item: field / why it matters / where in [CRM_TOOL]
- Include proof-of-delivery (link to proposal, send timestamp, recipient confirmation)
- Include economic buyer + pricing fields — no anonymous proposals
- Must be enforceable as a stage-entry rule, not a suggestion

Markdown table: Field | Why | Where in [CRM_TOOL] | Required? Then a 1-paragraph stage-entry rule a sales manager can paste into [CRM_TOOL] as a validation.
Variables
  • [AGENCY_NAME] — Your agency
  • [SERVICES] — Service lines
  • [CRM_TOOL] — CRM
  • [PROPOSAL_VALUE] — Average dollar value of proposals sent
Example input
Agency: Crestline — paid media + creative | CRM: HubSpot | Avg proposal: $48k 12-mo retainer
Example output
| Field | Why | Where in HubSpot | Required? |
|---|---|---|---|
| Proposal PDF link | Proof sent | Deal > Attachment | Y |
| Send date + time | Aging clock | Deal > Custom: Sent At | Y |
| Recipient (EB) | Real buyer involved | Deal > Custom: Sent To | Y |
| Deal amount (TCV) | Forecast accuracy | Deal > Amount | Y |
| MRR component | Recurring vs one-time | Deal > Custom: MRR | Y |
| Pricing structure used | Discount tracking | Deal > Custom: Pricing Tier | Y |
| Decision date committed by prospect | Urgency real? | Deal > Close Date | Y |
| Champion confirmed in writing | Internal advocate | Contact > Tag: Champion | Y |
| Competitor on the table | Win-rate analysis | Deal > Custom: Competitor | Y |
| Verbal price acceptance | Sticker shock check | Deal > Custom: Verbal $ OK | Y |
| Procurement involvement | Cycle length predictor | Deal > Custom: Procurement | Y |
| Mutual action plan link | Joint accountability | Deal > Attachment | Y |

Stage-entry rule: Block deal movement to 'Proposal Sent' unless all Required:Y fields are populated. Trigger: workflow on stage change.
Pro tips
  • If you can only enforce one field, enforce a real Close Date — not the rep's gut date.
  • Track 'Time in Proposal Sent' as a leading indicator — >30 days = ghosted deal.
  • Audit proposal-stage deals quarterly and kill ones missing the EB field.
Works with
ClaudeChatGPTGemini
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