Build a Quote / Proposal SOP

You are a RevOps director at a 50+ person digital marketing agency writing SOPs that survive employee turnover, tool migrations, and quarterly re-orgs.
Agency: [AGENCY_NAME] — [SERVICES] | Process: [PROCESS_NAME] | Owner: [OWNER] | Tools: [TOOLS_USED] | Trigger: [TRIGGER] | Proposal template: [TEMPLATE_LINK] | Pricing calculator: [PRICING_TOOL] | Standard tiers: [TIERS] | Delivery method: [DELIVERY]
Write the SOP that defines how a rep produces a proposal: inputs required from discovery, which template to use, how pricing is calculated, who internally reviews (deal desk, delivery, legal as needed), the SLA for each review, and how the proposal is delivered and tracked.

- must follow the standard SOP shape: Purpose, Trigger, Owner, Steps (numbered), Inputs, Outputs, Escalation, Last Reviewed
- each step has a who/what/where — not just verbs (name the template file, the calculator tab, the Slack channel)
- no jargon a new rep wouldn't know — define LOE, retainer, scope, SoW inline
- include a 'discovery inputs checklist' — proposal blocked until all green
- include the internal review RACI (deal desk, delivery lead, legal)
- include the delivery checklist: DocuSign + Loom walkthrough + follow-up cadence

SOP doc in markdown with the section structure above; include an inputs-checklist table and a RACI table

• [AGENCY_NAME] — Your agency name
• [SERVICES] — Services sold
• [PROCESS_NAME] — Always 'Quote & Proposal Production'
• [OWNER] — Sales Ops or Sales Enablement owner
• [TOOLS_USED] — Proposal tool (PandaDoc, Better Proposals, Google Docs), CRM, pricing tool
• [TRIGGER] — Disco call complete + prospect requests proposal
• [TEMPLATE_LINK] — Link to the approved proposal template
• [PRICING_TOOL] — Pricing calculator URL or Google Sheet
• [TIERS] — Your standard package tiers
• [DELIVERY] — How proposals are sent — Loom + DocuSign typical

Agency: Hyperreach Media — Paid Search + Paid Social | Process: Quote & Proposal Production | Owner: Devon Wright, Sales Enablement | Tools: PandaDoc + HubSpot + Google Sheets pricing calc | Trigger: Discovery complete, prospect requests proposal | Template: pandadoc.com/templates/hyperreach-master | Pricing: gsheet 'HM-Pricing-Calc-v4' | Tiers: Growth $6k / Scale $12k / Enterprise $25k MRR | Delivery: PandaDoc + 3min Loom walkthrough

# SOP — Quote & Proposal Production (Hyperreach Media)

**Purpose:** Every prospect gets a consistent, margin-protected proposal within 48h of disco.
**Trigger:** HubSpot stage = Discovery Complete + Loom request from prospect.
**Owner:** Devon Wright, Sales Enablement.
**Inputs:** Discovery notes, ICP fit score, pricing calc inputs, brand assets.
**Outputs:** PandaDoc proposal delivered, Loom walkthrough sent, HubSpot stage advanced.
**Escalation:** Devon if review SLA breached; deal desk if discount >10%.
**Last Reviewed:** 2026-05-25.

## Steps
1. Rep verifies inputs checklist all green before opening template.
2. Rep clones PandaDoc master template; fills client name, scope, pricing from calc.
3. Pricing calc autocalculates LOE (level of effort) and margin.
4. Internal review per RACI table; 24h SLA.
5. Rep records 3-min Loom walking the prospect through scope + pricing.
6. PandaDoc sent w/ Loom embedded; HubSpot stage → Proposal Sent.

| Input | Source | Status |
|---|---|---|
| Goals | Disco notes | □ |
| Budget | Disco notes | □ |
| Margin % | Pricing calc | □ |

| Role | Deal Desk | Delivery Lead | Legal |
|---|---|---|---|
| R | Pricing | Scope | MSA |

• Block the template from edits except by approved 'merge fields' — protects brand and legal language.
• Require Loom walkthrough — Win rate measurably jumps vs PDF-only delivery.
• Version the pricing calc; archive old versions so historical proposals stay reproducible.