IT managed services · Sales
Prospect IT assessment and proposal
Turn a sales call into an assessment and proposal the prospect recognizes, without a different approach for every engineer. The prospect answers the basics and gives scan permission through a shared link, every assessment follows the same checklist, and no price goes out unapproved.
- Duration: 2 to 3 weeks
- How often: For every qualified prospect
- Steps: 8 steps
- AI agents: 1 AI agent
- Approvals: 1 approval
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What changes with this template
Without it
Assessments depend on which engineer goes, and each one checks different things.
The proposal lists services, not the risks the prospect saw.
Prices go out without anyone checking the onboarding effort.
Proposals go quiet after the meeting.
With it
Every assessment follows the same checklist of security basics.
An AI agent drafts a proposal that ties each service to a finding.
The managing director approves scope and price before the proposal is sent.
The prospect records a decision through the shared link.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
A qualified prospect agrees to an IT assessment. The account manager starts a run with the company name, the contact and the number of users.
- 1
Qualify the prospect and send the shared link
Hidden from the shared linkDay 1Account manager · Team
Confirm the prospect fits your services and who decides, and send the prospect contact the shared link for the assessment questions.
Checklist
- Fit with our services checked
- Decision maker known
- Shared link sent to the prospect contact
Fields to fill in
- Company name (required)
- Prospect contact email (required)
- Number of users (required)
- Current IT contract ends on
- 2
Describe the current IT and allow the scan
Days 1 to 5Prospect contact · Shared link
Through the shared link, the prospect describes their sites, key business apps and biggest IT problems, and gives permission for a read-only scan on an agreed date.
Checklist
- Scan date agreed
- Site access arranged for the engineer
Fields to fill in
- Sites and users per site (required)
- Biggest IT problems today (required)
- Key business apps
- Permission for a read-only scan (required)
- 3
Run the assessment
Week 1 to 2Pre-sales engineer · Team
Check the scan permission, run the read-only scan on site or remotely, and check the security basics without changing anything.
Checklist
- Read-only scan run
- Backups and multi-factor sign-in checked
- Devices out of support listed
- Network and firewall reviewed
Fields to fill in
- Assessment findings (required)
- Devices to replace
- Link to the scan results
- 4
Draft the assessment report and proposal
Week 2Proposal writer · AI agent
The proposal writer turns the answers and findings into an assessment report with risks in plain language, followed by the proposed services and the onboarding work.
Fields to fill in
- Draft assessment report (required)
- Proposed services and onboarding work (required)
Checked by: The managing director corrects and approves the report and proposal in step 5.
- 5
Approve the scope and price
Hidden from the shared linkWeek 2Managing director · Team
Check the report against the findings, set the monthly fee and the onboarding fee, and approve the proposal or send it back.
Checklist
- Findings stated accurately
- Onboarding effort realistic
- Fees checked against the user and device count
Fields to fill in
- Monthly fee (required)
- Onboarding fee (required)
Approval: The proposal goes to the prospect only after the managing director approves the scope and the price.
- 6
Present the findings and the proposal
Week 3Account manager · Team
Email the prospect the approved proposal, walk them through the risks and the proposal, answer their questions and agree when they will decide.
Checklist
- Risks explained without jargon
- Onboarding plan and start date discussed
Fields to fill in
- Meeting date (required)
- Questions and objections
- 7
Record the decision
Week 3Prospect contact · Shared link
Through the shared link, the prospect records their decision and preferred start date, or what would need to change.
Fields to fill in
- Decision (required)
- Preferred start date
- What would need to change
- 8
Hand over to onboarding or close the deal
Hidden from the shared linkWeek 3Account manager · Team
If the prospect said yes, send the agreement and start the onboarding run. If not, record why, so the next assessment learns from it.
Checklist
- CRM updated
- Agreement sent or reason for loss recorded
Fields to fill in
- Outcome (required)
- Reason if lost
Done when
The prospect has recorded a decision on an approved proposal, and the run either hands over to onboarding or records why the deal was lost.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Proposal writer
Turns the prospect's answers and the assessment findings into a draft report and proposal.
What it does
- Reads the prospect's answers and the findings recorded on the run
- Follows the report and proposal outline in its step instructions
- Writes the draft assessment report and proposed services into its step
- Completes its step, so the managing director can review it
Checked by: The managing director corrects and approves the report and proposal in step 5.
Questions this template answers
Ask the prospect for the basics first, then run a read-only scan and check the security essentials yourself. Step 2 collects the answers and the scan permission through a shared link, and step 3 runs the assessment with a fixed checklist.
Tie every recommended service to a finding the prospect can recognize. In step 4 the proposal writer drafts the report and the proposal from the findings, so each recommendation points back to a risk.
Ask for it on the record, with the scan date, before anyone connects. In step 2 the prospect contact gives that permission through the shared link, and the pre-sales engineer checks it before running the scan in step 3.
Base the monthly fee on users and devices, and price the onboarding work separately from what the assessment found. Step 5 records both fees, and the managing director approves them before the proposal goes out.
Let AI turn the engineer's findings into a readable report and proposal draft, and keep the price with a person. In step 4 the proposal writer drafts both, and in step 5 the managing director corrects and approves them.
Ask the prospect to record a decision, and what would need to change, instead of waiting for a reply. In step 7 the prospect records their decision through the shared link, and step 8 starts onboarding or records why the deal was lost.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.