Prepared For
Alex

Proposal For
Sample & Co Accountants

Client Follow-Up System (sample proposal)
Prepared ForAlex Sample
Sample & Co Accountants
Prepared ByJake Keir
One Less Hire
Date12 November 2026

Alex,

Good talking through the firm on Tuesday. You have plenty of enquiries coming in, but too many wait a day or more for a reply and sign with someone else. Here is how I'd fix that.

The Challenges

Right now, slow follow-up and manual admin are costing Sample & Co about $19,000 a month.

Problem 01
Enquiries wait a day
Around 40 new enquiries come in each month through the website and phone. Most arrive while the team is with clients, so the first reply goes out the next day. By then the prospect has already spoken to another firm.
Problem 02
Quotes never get chased
Engagement letters go out and then sit. Nobody has time to follow up, so about one in three quotes goes quiet. At an average of $3,000 a year per client, three lost quotes a month is $9,000 in yearly fees gone every month.
Problem 03
Admin eats partner hours
Chasing documents, booking calls and sending reminders takes about 10 hours of partner time a week. At $250 an hour, that is $10,000 a month of billable time spent on work a system can do.

Our Solutions

I install one system that replies to every enquiry in minutes, chases every quote until it gets an answer, and takes the reminders off your partners' plates.

Solution 01
Replies in two minutes
Every website form and missed call gets a personal text and email within two minutes, day or night, with a link to book a call. Prospects hear from you before they ring the next firm.
Solution 02
Every quote gets chased
Each engagement letter starts a follow-up sequence that runs until the prospect says yes or no. Your team sees who is waiting and who has gone cold in one list.
Solution 03
Reminders run themselves
Document requests, booking confirmations and deadline reminders go out on their own. Your partners get those 10 hours a week back for billable work.

Scope of Work

Phase 1: Client Follow-Up Build

Everything needed to reply, chase and remind, live in 15 business days.

0 of 10 Delivered

Timeline

From kickoff to live in 15 business days. Here is how the three weeks break down.

Kickoff and AccessDays 1-2

I map where enquiries come from and get access to your website forms, phone system, calendar and practice software.

Capture and Reply BuildDays 3-7

I build the enquiry pipeline, the two-minute reply and the call booking.

Follow-Up and RemindersDays 8-11

I build the quote follow-up sequence and the document and deadline reminders.

Testing and Go-LiveDays 12-13

I test every path with real enquiries, then switch it on with monitoring.

Training and HandoffDays 14-15

I train your team and hand over the weekly report.

Total: 15 business days

Your Investment

Your investment is structured across project milestones as outlined below.

NamePriceQTYSubtotal
Client Follow-Up Build $4,8001$4,800
Total investment$4,800
Upon signing (50%)$2,400
On completion (50%)$2,400

Phase 2 (Client Onboarding) scoped separately after Phase 1 results.

Ongoing Optimization

After delivery, I recommend continuing with monthly optimization to keep the system performing at its best.

Full Optimization
+ Unlimited Maintenance
  • Monitoring and hosting of the whole system
  • Message and timing changes based on the weekly numbers
  • New enquiry sources added as you grow
  • Fast fixes if anything breaks
  • Monthly report on reply times, quotes won and hours saved
$400/mo

Lock in $400/mo by committing now (it's $400/mo if added later), or save 50% with 90-day billing.

Guarantee Active

Our Guarantee

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Once follow-up is running, the natural next step is client onboarding: a signed engagement letter sets up the client file, the document checklist and the first meeting without anyone touching it. I will scope that after we see your Phase 1 results.

Terms of Engagement

Clause 01

Scope of Work

The Service Provider will deliver the project as described in the accompanying proposal document titled "Client Follow-Up System (sample proposal)" for Sample & Co Accountants. The scope of work, deliverables, and timeline are defined in the proposal and incorporated by reference into this agreement.

Any work beyond the defined scope requires a written change order approved by both parties before work begins. Change orders will include updated timeline and investment.

Clause 02

Payment Terms

Total project investment: $4,800. Payable in milestones as follows:

  • Upon signing: $2,400 (50%)
  • On completion: $2,400 (50%)

Invoices are due within 5 business days of receipt. Work on subsequent phases begins upon receipt of the corresponding milestone. SMS and software costs are separate from the project fee, estimated at under $50 a month at current volume.

Clause 03

Client Obligations

To hit the 15-day timeline, Sample & Co provides: admin access to your website forms, phone system, calendar and practice software, your current engagement letter template, and one point of contact who can approve within 24 hours.

Clause 04 & 05

IP & Confidentiality

Upon receipt of full payment, custom work product transfers to the Client. Service Provider retains rights to general methodologies. Both parties agree to keep confidential any proprietary information shared during this engagement (survives 2 years).

Clause 06, 07 & 08

Support, Termination & Disputes

Post-launch maintenance included as described. Either party may terminate with 7 days written notice. Disputes addressed through good faith negotiation, then binding arbitration.

Acceptance

By signing below, both parties agree to proceed with the scope, investment, and terms outlined in this proposal.

Maintenance plan: not selected yet.
Client
Alex Sample
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Service Provider
Jake Keir
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One Less Hire · Confidential · Sample & Co Accountants