- Owner
- Sales Manager
- Effective date
- September 15, 2026
- Review cycle
- Every 12 months
1.Purpose
To produce accurate, approved quotes and proposals quickly, so deals aren't slowed down or put at risk by pricing errors or missed approvals.
2.Scope
Applies to creating, approving, and sending quotes and proposals for new and renewal business. Contract redlines and legal negotiation are covered by a separate SOP.
Definitions
- Discount approval matrix
- A table defining which discount levels can be approved by a rep, manager, or finance based on deal size or percentage.
- CPQ
- Configure, price, quote. Software used to build accurate quotes from approved pricing and product rules.
3.Responsibilities
- Account Executive
- Configures the quote, requests approvals, and sends the final proposal to the prospect.
- Sales Manager
- Approves discounts within their authority and escalates larger requests to finance.
- Deal Desk Analyst
- Checks quotes for pricing and contract term accuracy before they go out.
RACI matrix
| Activity | Account Executive | Sales Manager | Deal Desk Analyst |
|---|---|---|---|
| Configure the quote | R/A | I | C |
| Approve a standard discount | C | R/A | I |
| Approve a non-standard discount or term | C | R | R/A |
| Check the quote for accuracy | C | I | R/A |
| Send the proposal to the prospect | R/A | I | - |
R = Responsible, A = Accountable, C = Consulted, I = Informed
4.Materials and PPE
Materials, tools and systems
- →CPQ or quoting software
- →Current price list and discount approval matrix
- →Proposal or contract template
- →E-signature platform
- →CRM opportunity record
5.Procedure
- 5.1
Confirm the agreed scope
Account ExecutiveConfirm the products, quantities, and terms discussed with the prospect before building the quote, so the draft reflects what was actually agreed.
- 5.2
Build the quote in the CPQ
Account ExecutiveBuild the quote using the CPQ or quoting software rather than a manual document, so pricing and product rules are applied automatically.
- 5.3
Apply the correct list pricing
Account ExecutiveApply current list pricing from the approved price list, checking that no outdated or unauthorized pricing is carried over from an old template.
Checkpoint: Quote pricing matches the current approved price list before any discount is applied.
- 5.4
Request approval for a discount
Sales ManagerIf a discount is needed, check it against the discount approval matrix and request approval from the sales manager if it exceeds the rep's own authority.
- 5.5
Escalate a non-standard request
Deal Desk AnalystEscalate a discount, custom term, or unusual payment schedule beyond the sales manager's authority to the deal desk analyst for review.
Checkpoint: Every discount or term outside the standard approval matrix has a recorded approval before the quote is sent.
- 5.6
Check the quote for accuracy
Deal Desk AnalystReview the quote line by line for correct products, quantities, pricing, and contract term length before it moves to the proposal document.
- 5.7
Assemble the proposal document
Account ExecutiveAssemble the proposal using the approved template, inserting the prospect's specific scope, pricing, and any agreed customizations from the discovery notes.
- 5.8
Do an internal review pass
Sales ManagerHave a second person, such as the sales manager, review the proposal for typos, inconsistent numbers, or missing sections before it's sent externally.
- 5.9
Send the proposal for e-signature
Account ExecutiveSend the finished proposal through the e-signature platform with the correct signer contacts, rather than emailing an unsecured document for manual signing.
- 5.10
Track the proposal status
Account ExecutiveTrack whether the proposal has been viewed and signed in the e-signature platform, and follow up if there's no activity within a few business days.
- 5.11
Update the CRM opportunity
Account ExecutiveUpdate the CRM opportunity stage and record the sent quote, discount approvals, and any changes made during negotiation.
- 5.12
Hand off the signed agreement
Account ExecutiveOnce signed, route the completed agreement to the appropriate team for account setup and billing, and confirm the opportunity is marked closed-won.
6.Quality checks
- →Every quote reflects current approved pricing before any discount is applied.
- →Discounts and non-standard terms have a recorded approval matching the approval matrix.
- →Proposals go through an internal accuracy review before being sent.
- →Closed-won opportunities have a signed agreement on file.
7.Records
- →CPQ quote history
- →Discount and exception approvals
- →Signed proposals from the e-signature platform
- →CRM opportunity and stage history
8.KPIs
- →Average time from quote request to sent proposal
- →Percentage of quotes requiring a pricing correction after sending
- →Quote-to-close conversion rate
9.Common mistakes
- →Sending a quote with outdated pricing copied from an old template.
- →Applying a discount above the rep's authority without approval.
- →Skipping the internal review pass before sending to the prospect.
- →Forgetting to update the CRM opportunity after the proposal is sent.
10.Revision history
| Revision | Date | Description | Reviewed by |
|---|---|---|---|
| 1.0 | September 15, 2026 | Initial release | Alexa Uskova |
This is a template. Adapt it to your organization, equipment and local regulations before use.
