What you approve before we start.
This is a fictional example to show the format. Your scope would use your workflow, your numbers and your constraints.
1. Problem
Quotes for replacement systems take 3–5 business days after the site visit. Office staff re-key technician notes into the quoting tool, and roughly a third of quotes get no follow-up after sending.
2. Baseline (measured in days 1–30)
- Median hours from site visit to quote sent
- Staff minutes per quote
- Share of open quotes with a follow-up within 3 days
- Quote-to-job conversion rate over the prior 6 months
3. Pilot
Technician notes captured in a structured form in the existing field service software. A draft quote is prepared from the approved price book. A coordinator reviews and sends. Follow-ups are scheduled automatically and stop when the customer replies.
4. Acceptance criteria
- Median time to quote under 24 hours for standard replacements
- No quote sent without coordinator review
- Correction rate on drafts tracked weekly; under 15% by day 75
- Follow-up within 3 days on at least 90% of open quotes
5. Out of scope
- Changes to pricing or the price book itself
- Commercial and new-construction bids
- Replacing the field service software
6. People and approvals
Sponsor: operations manager. Daily users: two coordinators. Prices and discounts are always approved by a person.
7. Data handling
Access through named user accounts only. Customer data stays in the existing systems. No customer data is used to train third-party models.
8. Fees
Lead + delivery, $5,000/month for 90 days. Estimated tool costs (client pays vendors directly): under $150/month. Any custom integration beyond the above is quoted separately before work starts.
Illustrative only. Targets in a real scope are set after the baseline is measured, not before.