QuoteCustomerServicesTermTCVMarginStatusDateActions
Customer Profile
Required Information
☑ Pre-Estimate Checklist (Optional Guide) Click to expand

Review key discovery points. This is a guide to ensure thorough preparation, not a blocker.

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Chatted with sales?
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Budget & appetite understood?
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Incumbent / internal resource situation clarified
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Relationship & positioning clear?
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Deal Information
Commercial Terms
Select Services
Configuration & Resources
Pricing Summary
Settings
Compare Estimates

Select 2-3 estimates to compare side-by-side. Use search and filters to narrow down. ?Compare similar deals to ensure pricing consistency. Same scope + tier + delivery model should produce similar pricing. Check the Guide for estimation rules.

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User Guide & Rules
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Before You Start: Mandatory Prerequisites
  1. Salesforce Opportunity: Confirm there is an active Salesforce opportunity before creating any estimate. Do not begin work without a Salesforce case in place.
  2. Sales Discovery Call: Have a conversation with Sales to understand:
    • What is the customer's appetite for spending and budget range?
    • Is there an incumbent provider being replaced? If so, who is it and what is their current annual spend?
    • Is cost reduction a key driver for the customer looking to change? This affects pricing leverage significantly.
    • If the customer has internal resources delivering the service today, how many? Onshore vs offshore? Contractors vs FTEs?
    • Is the customer an existing consumer of our other services? Existing relationships give us stronger positioning and cross-sell leverage.
    • How is the AE/Customer relationship? A strong relationship means more trust and flexibility on pricing; a new relationship may require more competitive positioning.
    Why this matters: These factors determine how much leverage we have on price when we quote. A cost-driven customer replacing an incumbent needs competitive pricing. An existing customer with a strong AE relationship gives us room for premium positioning.
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How to Create an Estimate
  1. Step 1: Customer & Commercial Profile. Enter customer and Salesforce opportunity, country, industry, contract term, currency, quote validity, service start date, billing frequency, and payment terms. Every quote receives a stable quote number and revision.
  2. Step 2: Service Selection. Pick managed services (IGA, PAM, AM, MSFT, DLP, Identity Provisioning, RAAS). Multiple services combine into one bundled estimate.
  3. Step 3: Configuration & Resources. For each service, enter volume inputs, choose delivery model (8x5/16x5/24x7), shift timezone, and on-call location. Use Quick Estimate for auto-scaled defaults or Detailed Estimate to manually enter hours. Resource hours/locations are then auto-carried into costing.
  4. Step 4: Pricing Summary. Review COGS, FTE, ACV, TCV, margin scenarios, and year-by-year output. Use Budget Target to reverse-calculate implied margin and toggle COL vs Levelled pricing model.
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Estimation Rules
  1. Minimum Margin Floor (60%): No estimate should be submitted below 60% margin without Director approval and documented justification.
  2. Default Hours First: Always start with Quick Estimate (auto-scaled defaults) before switching to Detailed. Overrides are flagged in yellow, so be prepared to justify them.
  3. Consistent Pricing: Same scope + same tier + same delivery model = same price. Use the Compare view to check against similar deals.
  4. On-Call: On-call costs are per-service. If multiple services share on-call, assign on-call to the primary service only to avoid double-counting.
  5. COL Escalation: Default 5%/year. Use Levelled pricing when a customer wants flat annual commercial terms while still factoring COL in background economics.
  6. Margin Temperature Bands (ACV/TCV cards): ≥60% Healthy (cyan), which meets the minimum margin floor; 45-59.9% Watch (amber), <45% At Risk (red).
  7. Approval Workflow: Draft → Submit for Review → Approved or Rejected (rejected estimates return to Draft). Up to $100K TCV requires Manager approval; over $100K requires Practice Director approval; over $500K requires Managing Director approval. Any margin below 60% requires at least Practice Director approval and documented justification. Commercial changes invalidate approval and return the quote to Draft.
  8. Quote Validity & Revisions: Expired quotes cannot be exported or marked Won. Editing a quote under review or after approval creates the next revision, refreshes the validity window when needed, and requires re-approval.
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Pricing Math Reference
  • Price from COGS and Margin: Price = COGS / (1 - Margin%)
  • Escalating (COL): Each year uses Year COGS = Base COGS × (1 + COL)^yearIndex, then applies margin.
  • Levelled: Calculates COL-adjusted total economics across term, then flattens to equal annual fee: Levelled ACV = Total Term Price / Term.
  • ACV/TCV by Pricing Mode: In COL mode, ACV reflects Year 1 and annual fees ramp by COL. In Levelled mode, ACV is a flat annual fee from COL-adjusted term economics.
  • Currency Conversion: Pricing is computed in USD, then converted to quote currency using Quote FX settings.
  • Budget Implied Margin: Implied Margin = 1 - (Annual COGS / Budget Annual Price). Budget target is entered in quote currency.
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Statement of Work (SOW) Process
  1. SOW Request: If a SOW is required following a successful estimate, Sales must submit a case for a SOW to be created with requirements. Do not create a SOW without this in place.
  2. SOW Review: Every SOW must be reviewed and approved by the Business Owner before it can be released.
  3. SOW Release: SOW can only be released by Sales Ops to Sales. Sales is responsible for socialising the SOW with the customer.
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Key Features
Options
Up to 3 pricing options per estimate for side-by-side comparison
Pricing Model
COL vs Levelled controls ACV/TCV behaviour consistently across summary, per-service, scenarios, and year-by-year tabs
Pricing Matrix Tabs
Per-Service, Margin Scenarios, Year-by-Year, and Build vs Buy views for commercial validation
Margin Temperature
ACV/TCV colour bands indicate margin health at a glance
Clone
Clone any won deal as a template for similar customers
Compare
Side-by-side estimate comparison with variance highlighting
Budget Target
Reverse-calculate margin from a customer's budget
Build vs Buy
Customer-facing internal cost comparison
Cloud Sync
OneDrive sync/load with Microsoft Graph for backup and cross-device continuity
Task Catalogue
Per-service L2/L3/Lead default hours drive Quick Estimate effort and can be tuned in Settings
Service Variables
Define custom text/number/picklist fields per service to capture quote-specific metadata
Live FX Rates
Auto-fetched exchange rates, manually overridable
Export
Word, PowerPoint, and PDF customer proposals, plus Excel for internal review
Level of Effort
Role, delivery location, and monthly hours staffing plan per service, with no internal cost data
Analytics
Pipeline tracking, win/loss rates, benchmarking
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Rate Card & Settings
  • All rates, loaded costs, shift allowances, on-call rates, volume tiers, task catalogues, and service variables are configurable in Settings.
  • Changes to Settings affect new estimates only; existing saved estimates retain their original values.
  • Rate Card stores COGS hourly rates per role per country. Loaded Cost multipliers are applied on top.
  • Volume tiers (Small/Medium/Large/Enterprise) control auto-scaling multipliers in Quick Estimate mode.
  • Task Catalogue defines default monthly hours by role/service; Service Variables define reusable service-specific metadata fields (text, number, picklist).
  • If you open the calculator via file://, Microsoft login/sync can be restricted by browser security policy. Use a local HTTP server for full MSAL/OneDrive behavior.
Analytics
Approval
Create Option