Concept
1. Before the call
Ask for a sample of the current file/report (with dummy or masked data) and the 2–3 outputs they want. Read it first — you'll ask better questions.
2. The scoping call script (30 minutes)
| Stage | Ask |
|---|---|
| Goal (5 min) | "What decision or task should this make easier?" "What happens today if this report is late or wrong?" |
| Current process (5 min) | "Walk me through how the report is made now — who, which files, how long?" |
| Data (5 min) | "Where does the data come from (ERP, Tally, Google Sheets)? How often? Can I see one real export?" |
| Output (5 min) | "Who looks at the result, on what device, how often? Which 3 numbers matter most?" |
| Constraints (3 min) | "Excel version? Mac or Windows? Shared on OneDrive? Any macros blocked by IT?" |
| Success & budget (5 min) | "How will you know this worked?" "Do you have a budget range in mind?" "Who approves?" |
| Next steps (2 min) | "I'll send a proposal with scope, timeline and price by tomorrow." |
Take notes in their words — reuse them in the proposal.
3. Red flags
- "It's simple, should take an hour" — about a messy, multi-source problem.
- No access to real data until after payment.
- Unclear decision maker; scope keeps growing during the call.
- "We'll pay after we see the result" for a new client. Not automatic no's — but price and terms must reflect the risk (advance, milestones, smaller first phase).
4. Sample proposal (one page)
Proposal: Monthly Sales MIS Automation
Client: ABC Retail (5 branches) Date: 05-Apr-2026 Valid for: 15 days
1. Background
The monthly sales MIS is built by hand from 5 branch exports and takes ~3 days.
2. Objective
Produce the monthly MIS in under 30 minutes with one refresh, with a dashboard for the owner.
3. Scope (included)
- Power Query import of 5 branch Excel exports from one folder (current format)
- Cleaning: dates, branch names, duplicates; data-quality check sheet
- Summary: branch × month revenue, top 10 products, YoY, target vs actual
- One-page dashboard (KPI cards, trend, branch comparison, slicers)
- README sheet + 45-minute training session (recorded)
Not included (quoted separately if needed)
- Changes to ERP exports, new data sources, Power BI version, VBA email automation
4. Deliverables & timeline
Week 1: data model + summary for review | Week 2: dashboard + handover
5. Assumptions
Client shares 3 months of sample exports by 08-Apr; full current/prior-year data for YoY,
and branch/month targets before acceptance; Excel 365 on Windows; one point of contact.
6. Investment
Fixed price: Rs 30,000 (+ GST if applicable)
Payment: 50% to start, 50% on handover
Includes 2 rounds of revisions and 30 days of bug-fix support.
7. Value
Saves ~20 staff hours/month (~Rs 8,000) - pays back in under 4 months.
8. Change requests
Work outside scope: Rs 1,200/hour after written approval.
Accepted by: ____________________ Date: __________
5. After sending
Follow up after 2–3 working days if there's no reply. If the price is too high, reduce scope (phase 1 without dashboard), not your rate. Once accepted, get the signature/email confirmation and the advance before starting.
Common mistakes
Skipping the call and quoting from a WhatsApp message. Proposals without "Not included". Vague deliverables ("Excel automation"). Lowering the rate instead of the scope.