Move contracts through review without bottlenecks

Before you start drafting anything, you'll want to collect all the key details about your client and what they're looking for. This is your foundation - getting it right here saves you a lot of back-and-forth later.

Tips from experienced teams:

• Double-check the client's legal entity name matches what'll appear on the contract - mismatches cause delays at signing
• If there's an existing provider, ask specifically about their contract end date and any early termination clauses
• Capture the client's biggest pain points in their own words - this helps you tailor the proposal language
• Always confirm the decision-maker's contact info separately from the day-to-day contact

Now it's time to put together your proposal. Attach a detailed quote using the client info below - and don't forget to review it with fresh eyes before uploading.

Here's what you're working with:

Contact Name: {{first-name-7643809}} {{last-name-7643802}}
Company: {{company-name-414612}}
Reasons for a new system: {{reasons-for-a-new-system-7643812}}
Current pain points: {{current-pain-points-7643807}}
Current provider(s): {{current-pain-points-7643807}}
How we'll help transition: {{reasons-for-a-new-system-7643812}}
Proposal Deadline: {{date-agreed-with-customer-to-7643805}}
Other Notes: {{other-information-notes-on-7643808}}

Quick checklist before you attach:

• Make sure pricing is current and approved by your manager
• Check that all legal terms match your standard contract template
• Spell-check the client's name and company - nothing kills credibility faster than getting their name wrong
• Include a clear timeline for delivery and milestones

Time to get your proposal in front of the client. Here's who you're sending it to:

Contact: {{first-name-7643809}} {{last-name-7643802}}
Title: {{title-7643811}}
Company: {{company-name-414612}}
Email: {{email-7643813}}

Before you hit send:

• Personalize your email - don't just forward a generic template. Reference something specific from your earlier conversations
• Set a clear follow-up date (usually 3-5 business days) and mention it in your email
• CC anyone internally who'll need to know about this deal
• If the contract value is above your org's threshold, make sure the right approvers have already reviewed it

This is where you walk the client through your proposal face-to-face (or on a call). It's your chance to answer questions, address concerns, and gauge their reaction in real time.

Meeting prep tips:

• Review the proposal one more time before the meeting - you don't want surprises
• Prepare answers for the three most likely objections (pricing, timeline, and scope are the usual suspects)
• Bring a one-page summary of key terms - clients appreciate not having to flip through a 20-page document
• Listen carefully for signals that they want changes - this determines whether you'll need a quote variation

After the meeting: Record the client's response below and note whether they've requested any changes. If a variation is needed, the next steps will adjust automatically.

The client has requested changes to your original proposal. Here's what they said:

{{customer-response-7643800}}

When revising your proposal:

• Use track changes or a redline version so the client can easily see what's different
• If the requested changes affect pricing, get internal approval before sending the updated quote
• Don't just change the numbers - update the scope description too so everything stays consistent
• Keep a copy of the original proposal for your records. You may need to reference it later if there's a dispute about what was originally offered

Attach your updated proposal below once it's ready.

This is the decision point. Record whether your client has accepted or declined the proposal. Your answer here determines what happens next in the workflow.

A few things to keep in mind:

• If the client said "yes" verbally, follow up with written confirmation before marking this as accepted - verbal agreements can get messy
• If they're still on the fence, don't rush to mark it either way. Use the comments to note where things stand and check back in a few days
• If it's a decline, that's okay - you'll capture the reasons in the next step, which helps your team improve future proposals

Great news - your client has accepted the proposal! Now you need to get the formal paperwork signed and filed properly.

What to do here:

• Get the signed proposal or contract uploaded below. If you're using e-signatures, make sure both parties have completed signing before you upload
• Verify that the signed version matches the final proposal - sometimes clients sign an older draft by mistake
• Send a copy of the fully signed agreement back to the client for their records
• Notify your delivery/operations team that this deal is confirmed so they can start planning

Legal tip: Always keep the original signed document (digital or physical) in a secure location. You'll thank yourself later if there's ever a question about the terms.

The proposal wasn't accepted - or the client hasn't responded. Either way, this is a valuable learning moment for your team.

What to capture:

• Be specific about why they declined. "Too expensive" isn't enough - was it the total price, the payment terms, or did a competitor undercut you?
• If the client just went silent, note when your last follow-up was and what channel you used
• Record whether there's any chance of revisiting this later (budget cycle changes, contract renewals, etc.)

Don't burn bridges: Send a professional thank-you email regardless of the outcome. Let them know you'd be happy to work together in the future. About 30% of "lost" deals come back within 12 months when handled gracefully.

You're wrapping up this contract review. Whether the deal was won or lost, take a moment to close things out properly.

Final steps:

• Update your CRM or deal tracker with the final outcome and any relevant notes
• If the contract was accepted, confirm that the signed documents have been filed in your central repository
• Share a quick summary with your team - what went well, what could be better next time
• If there are any outstanding action items (like scheduling a kickoff call for accepted deals), make sure those are assigned to someone

Pro tip: A 5-minute debrief now saves hours of confusion later. Even a short comment here about what happened goes a long way for anyone who reviews this process in the future.