ABC Training is looking for a solution to their ongoing problems in the daily business.

Dear {{first_name}},

Thank you for contacting us and choosing Your company name for your software developers.

As we discussed during our meeting, common issues you are facing include double booking, losing track of payments, not getting contracts signed, and no central way of storing information.

We can help this by automating as many tasks as possible and only using humans where necessary.

Ultimately, this should be a cost-saving exercise due to reduced outgoings of existing software, reduced staff costs, and higher productivity. 

Keep reading to learn how we are going
to reach our goal.

The Software

What we are going to build you is a
custom piece of web-based software.

This means:

• No IT company is needed
• Access the software from anywhere
• No worrying about backups
• One central place everyone can log into

The Details

CRM

The CRM will contain everything you need to know about each of your inquiries and customers. It will include their purchase history so you can see, at a glance which customers have been with you for a while and which ones haven't. 

All contact details will be put together from your various sources and will be imported on an agreed 'Go Live' date.

Training

Our software is famous for being easy to use. It doesn't come with a manual simply because you don't need one. 

One week before your "Go Live" date, we will come in and do training. Naturally, there will be a few little things which your staff will point out. These are incidentals and will be sorted by the time you go live.

We always do training sessions in groups no bigger than three people. This is because it should be an interactive conversation with structure rather than a big-room training session feel.

Over the years we have found retention of knowledge to work better this way. It also allows us to strategically group the participants based on common functions.

For instance, anyone in sales will be focused on lead generation, lead scoring, taking notes, proposal writing, etc, whereas someone in booking allows us to dive in on the calendar. We have found this to be very effective.

001
Discovery Process
Week 1

The hardest part of what we do is working out exactly what needs to be done. We already have a rough idea but we dig far deeper and work out the tiny intricacies of what needs improving and what doesn't. 

You will be able to answer a lot of the questions but we will interview members of your team too as they are often closer to the nuances of the issues.

002
Screens and Flow
Week 3

Next, we will get working on the layout of the software and the key flows that the system is being built around. At this point 80% of the system will be designed from a visual perspective.

003
Demonstration
Week 3

Once the screens are designed, we run you through a live demonstration on exactly how the flows will work and how will you use the system. It is impossible to expect you to understand how every screen works so we give you a visual to understand it too.

Once you are happy with the screens, the flows, the data in/out, you sign this stage off and we get to work putting it together.

004
Development
Weeks 4 - 9

At this point, we get a little quiet and just get things done. We give you progress reports when we reach milestones. There will be occasions where we need something clarified or checked with you. This is the longest part of the process.

005
Training
Week 10

As mentioned before, our training is done in groups of three people which we have found is the sweet spot for discussion and group learning. Where possible, we group departments and people who will similarly use the system so we can go deeper into certain topics.

006
Data Import
Week 10

You might have your data in a relatively organised spreadsheet, or it could be scattered all over the place. It is at this point we get it together and get it imported.

If there is a day where everything needs to be switched over to keep everything in sync then we will do the import over the weekend.

007
Launch
Week 11

We will always launch over the weekend, after your training, so everything is ready for Monday. We have found that the shorter space of time between training and launch the more common it is to need re-training. 

008
Revise
Week 12 +

Nothing is ever perfect the first time. This is why we make sure that our lines of communication are especially open during your first few weeks. Our development team will be ready-and-waiting for any tiny changes. 

The Problem

ABC Chiropractic had an issue with using too many pieces of software causing the entire office to be disjointed. Double bookings were costing the company hundreds every month. There was no ability to grow because the technology was holding them back.

Proposed Solution

We worked out which of the processes could be automated and built a system that revolved around a quick, simple way of making bookings and keeping track of client records.

Proposed Solution

We worked out which of the processes could be automated and built a system that revolved around a quick, simple way of making bookings and keeping track of client records.

Result

Two weeks after the launch, there were already dramatic signs of improvements. Staff wasn't having to stay late to get admin things done. Reminders were sent automatically. There was previously an average of 10 calls each day to check appointments. Now, with the email reminder system that number dropped to one or two. Here is what Jane Doe, the Managing Director of ABC Chiropractic had to say:

Payment Plan

We will send you an invoice for a 10% deposit upon signing of this proposal.

We will then carry out steps one and two of the process.

If once we demonstrate the system to you, you don't feel it is going to do exactly what we are suggesting then we will refund your 10% deposit.

Simple as that.

The Real Cost

There is the amount of money changing hands during this transaction, then there is what we call "The real cost". 

This factors in the time saving and efficiency and subtracts your original investment.

Using that as a starting point, this is the real cost:

Average of 3 double bookings each week at a cost of£50 per session = £600 per month.

Suspected 15 man-hours each week saved due to efficiencies with reminders, phone calls, and bookings = 15 x £10 p/h = £150 each week = £600 each month.

Losing an average of 4 new clients each month due to general lack of following up at a total average of £3,000 a year. That works out at £250 a month.

Conservative savings upon launch of the system of
*£1450 per month

*This doesn't even factor in future efficiencies, hard cost savings, or that the business could double in size without additional admin staff!

Here is how it works

The entire purpose of this project is to save your business time and ultimately money and we feel can illustrate that clearly.

Because of that, here is your guarantee:

"Pay a 10% deposit. We will design the screenshots for your new business automation system. If you don't feel it is going to save you the time we think it will, then simply contact ys after and we will refund your 10% of the deposit, no questions asked."

That's it. It doesn't get fairer than that.

Next Steps

Step 1
Sign below by typing your name in the box below and clicking 'Sign Proposal'.

Step 2
We will arrange the initial interview where we will gather all the details we need.

Step 3
We will be in touch with your invoice details and will set up billing for your 10% deposit.

Terms and Conditions

USER DISCLAIMER (Please Delete): This agreement may not be suitable for your circumstances and we recommend you seek legal advice before using it. Better Proposals does not take any responsibility for any events that arise as a result of your use of this agreement.

This Software Development Agreement ("Agreement") is made and effective [EFFECTIVE DATE], by and between Your company name, ("Developer") and {{company_name}}  ("Customer").

1. Definitions

1.1. "Confidential Information" shall mean all material and information supplied by Customer that has or will come into Developer's possession or knowledge of Developer in connection with its performance hereunder. Confidential information does not include information that:

(a) is or becomes public knowledge through no fault of Developer;

(b) Developer knew before Customer disclosed it;

(c) Developer obtains from sources other than Customer who owe no duty of confidentiality to Customer; or

(d) Developer independently develops.

1.2. "Deliverables" shall mean a listing of all items to be delivered to Customer under this Agreement.

1.3. "Derivative Work" [as an adaption] shall mean a work that is [substantially] based on any preexisting works, such as a revision, modification, translation, abridgment, condensation, expansion, or any other form in which such preexisting works may be recast, transformed, or adapted, and that if prepared without authorization of the owner of the copyright in such preexisting work, would constitute a copyright infringement under the United States Copyright Act.

"Derivative Work" [as an extension] shall mean a work that is [substantially] based on any preexisting works...

1.4. "Open Source License Agreement" means the terms under which Software is licensed in source code form to the general public for use without charge, including without limitation any license agreement that

(a) conditions the use or distribution of any Software program that incorporates such Software on the disclosure, licensing, or distribution of the source code of such program (including such Software) and

(b) otherwise materially limits a licensee's freedom of action about seeking compensation in connection with licensing or distributing such program or Software in object code form, including without limitation the GNU General Public License or the GNU Lesser General Public License.

1.5. "Open Source Software" means Software licensed under the terms of an Open Source License Agreement.

1.6. "Schedule" shall mean the delivery dates for each Deliverable.

1.7. "Specifications" shall mean the specifications for the Software as directed by Customer, together with any modifications that may be agreed to in writing by the parties during the term of this Agreement.

2. Duties and Responsibilities

2.1. Specifications. The customer shall define the Specifications, Deliverables, andSchedules[, with input from Developer].

2.2. Development. The developer shall design, develop, and implement the Software per the Specifications, Deliverables, and Schedule.

2.3. Training.

(a) Training Scope. The developer shall provide Customer with [[HOURS OF TRAINING] of training OR such training as may reasonably be requested by Customer] on the use of the Software.

(b) Training Dates and Locations. The training will be conducted on such dates and locations as the parties may agree.

2.4. Maintenance. The developer shall perform remedial and preventive maintenance for the Software after its acceptance so that the Software continues to perform per the technical design. Customer and Developer shall negotiate the terms and price of such maintenance services, but Developer shall not charge Customer more than [MAXIMUM ANNUAL RATE FOR MAINTENANCE] per year for the first two years of maintenance services after acceptance of the Software. Customer shall have the right to terminate such maintenance services at any time upon thirty (30) days written notice to Developer. The developer shall have the right to terminate such maintenance services upon thirty (30) days written notice to Customer if Customer is in material breach of the maintenance agreement between Customer and Developer and remains in material breach for such thirty (30) days.

3. Delivery and Acceptance

3.1. Acceptance Period. The customer will have [ACCEPTANCE PERIOD] following the date of [delivery OR installation] to assess and test the Software.

3.2. Completion. IfDeveloper[, in the sole opinion of Customer,] delivers the Software per the Specifications, Deliverables, or Schedule, then Developer shall be deemed to have completed its delivery obligations.

3.3. Rejection. If Developer[, in the sole opinion of Customer,] fails to deliver the Software per the Specifications, Deliverables, or Schedule, then:

(a) Notification. Customer shall detail in writing its grounds for rejection; and

(b) Rectification. The developer shall [promptly OR use its best efforts to] correct the Software and upon delivery of such correction, the process of acceptance, completion, and rejection shall restart.

(c) Continued Failure. If the Developer'scorrections[, in the sole opinion of Customer,] fails to deliver the Software per the Specifications, Deliverables, or Schedule, then Customer may elect to:

(i) terminate the agreement, or

(ii) adjust the Specifications, Deliverables, or Schedule.

4. Changes

4.1. Change Orders. Customers may request changes to the Specifications, Deliverables, or Schedules.

4.2. Additional Time or Expense. If the proposed change will, in the reasonable opinion of Developer, require a delay in delivery of the Software or would result in additional expense, then:

(a) Customer and Developer shall confer; and

(b) Customer may elect to either:

(i) withdraw its proposed change, or

(ii) require Developer to deliver the Software with the proposed change, subject to the delay and/or additional expense.If the Developer cannot or chooses not to accept the change order, then the Customer may elect to terminate the agreement.

5. Payment.

5.1. Development Costs. Customer shall pay Developer:

(a) [INITIAL PAYMENT] deposit; and

(b) [FINAL PAYMENT] upon [delivery [in accordance with the Specification] OR acceptance].

5.2. Expenses. [Subject to Customer's prior approval, ]Customer will reimburse Developer for all reasonable expenses incurred by Developer during the development of the Software.

5.3. Training Costs. The training shall be provided at [the rate of [TRAINING COST RATE] OR no additional cost to Customer].

6. Ownership of Software.

Developer agrees that the development of the Software is "work for hire" within the meaning of the Copyright Act of 1976, as amended from time to time, and that the Software shall be the sole property of Customer. Developer assigns to Customer its entire right, title, and interest in anything created or developed by Developer for Customer under this Agreement ("Product") including all patents, copyrights, trade secrets, and other proprietary rights. This assignment is conditioned upon full payment of the compensation due to the Developer under this Agreement.

7. Term.

This Agreement shall commence upon [EFFECTIVE DATE] and continue until all of the obligations of the parties have been performed or until earlier terminated as provided herein.

8. Representations

8.1. No Infringement. Developer represents and warrants that the Software will not infringe any patent, copyright, trademark, trade secret, or another proprietary right of any person.

8.2. No Third Party Property. Developer represents and warrants that it will not use any trade secrets or confidential or proprietary information owned by any third party in developing the Software.

8.3. No Obligation. Developer represents and warrants that neither Developer nor any other company or individual performing services under this Agreement is under any obligation to assign or give any work done under this Agreement to any third party.

8.4. No Open Source. Developer warrants that the Software does not contain any Open Source Software.

9. Warranties

9.1. Performance. Developer warrants that for a period of [WARRANTY PERIOD], the Software will operate substantially according to the Specifications.

9.2. Repair or Replace. The developer will repair or replace the System during such [WARRANTY PERIOD] as soon as possible after the Customer informs the Developer of any breach of this warranty.

9.3. Exclusions. This warranty excludes any claims based on defects in the Software caused by Customer, other parties beyond the control of Developer, or the hardware.

9.4. No Other Warranties. There are no express or implied warranties, including the implied warranties of merchantability and fitness for a particular purpose, respecting this Agreement, the Software, or Services.

10. Acknowledgement-Relationship of the Parties

10.1. Independent Contractor. The developer is an independent contractor and is not an employee or agent of the Customer.

10.2. No Partnership. Nothing in this Agreement creates a partnership or joint venture between the parties.

11. Escrow of Source Code

11.1. Delivery of Object Code. The customer agrees that the Software developed under this Agreement shall be delivered to the Customer in object code form only.

11.2. Escrow of Source Code. Developer agrees that one copy of the source code version of the Software and associated documentation shall be deposited with an escrow agent specializing in software escrows to be mutually agreed upon in writing by Developer and Customer after good-faith negotiation.

11.3. Delivery and Update of Source Code. The source code shall be delivered to the escrow agent within [NUMBER OF DAYS] days after delivery of the object code to the Customer. Thereafter, the source code version of all updates, enhancements, and modifications of the Software created by Developer on Customer's behalf, as well as associated documentation, shall be deposited by Developer with the escrow agent. The customer shall pay all fees necessary to establish and maintain the escrow.

11.4. Contingent License. Developer hereby grants to Customer a contingent license to receive the source code from the escrow agent and to use the source code to support its use of the Software in the machine-readable form if one or more of the following conditions occurs:

(a) Developer, whether directly or through a successor or affiliate, ceases to be in the software business.

(b) Developer fails to fulfill its obligations to maintain the Software as provided in this Agreement.

(c) Developer becomes insolvent or admits insolvency or a general inability to pay its debts as they become due.

(d) Developer files a petition for protection under the U.S. Bankruptcy Code, or an involuntary petition is filed against it and is not dismissed within 60 days.

(e) Developer comes under the control of a competitor of Customer.

12. Confidentiality.

During the term of this Agreement and for [RESTRICTED PERIOD] afterward, Developer [will keep the Confidential Information confidential OR will use reasonable care to prevent the unauthorized use or dissemination of the Confidential Information].

13. Indemnification.

If any third party brings a lawsuit or proceeding against Customer based upon a claim that the Software breaches the third party's patent, copyright or trade secrets rights, and it is determined that such infringement has occurred, then Developer shall hold Customer harmless against any loss, damage, expense or cost, including reasonable attorney fees, arising from the claim.

14. Limitation of Liability.

Neither party shall be liable for any special, indirect, incidental, or consequential damages (including damages for loss of business, profits, or any other loss) incurred or suffered in connection with the Software [or services performed in connection with this agreement].

15. Term and Termination.

15.1. Termination for Cause. This Agreement may be terminated by either party upon written notice to the other, if:

(a) the other party breaches any material obligation; and

(b) the breaching party fails to cure such breach within [NOTICE PERIOD] of receipt of the notice.

15.2. Effect of Termination

(a) Payment of Outstanding Fees. Customer shall pay Developer for all services rendered and work performed up to the date oftermination[, subject to Customer's right to pay only fair value if Customer terminates for cause].

(b) Return or Destruction. Within [PERIOD FOR RETURN OR DESTRUCTION] after the termination or expiration of this Agreement, Developer shall return, or at the option of Customer, Developer shall destroy all copies of Confidential Information and shall deliver written certification by an officer of Customer that Customer has complied with these requirements.

16. General Provisions.

16.1. Dispute Resolution. Any controversy or claim arising out of or relating to this contract shall be settled by arbitration per the Commercial Arbitration Rules of the American Arbitration Association, and judgment upon the award rendered by the arbitrator(s) may be entered in any court having jurisdiction.

16.2. Notices. Any notice required by this Agreement or given in connection with it shall be in writing and shall be given to the appropriate party by personal delivery or recognized overnight delivery service such as FedEx.

If to Developer: [DEVELOPER ADDRESS]

If to Customer: [CUSTOMER ADDRESS]

16.3. Entire Agreement. This Agreement contains the entire agreement between the parties and supersedes all understandings and agreements whether written or oral.

16.4. Amendment. No amendment or modification of this Agreement is valid unless in writing, signed by the parties.

16.5. Governing Law. This Agreement is governed by the laws of [GOVERNING LAW STATE], without regard to any conflict of law principles.

16.6. Force Majeure. Except about payment obligations, either party shall be excused from delays in performing or from failing to perform its obligations under this Agreement to the extent the delays or failures result from causes beyond the reasonable control of the party.

16.7. No Waiver. The waiver or failure of either party to exercise any right provided in this agreement shall not be deemed a waiver of any other right or remedy to which the party may be entitled.

16.8. Severability. If any provision of this Agreement is invalid, illegal, or unenforceable, the remainder of this Agreement will remain in full force and effect.

In Witness whereof, the parties have executed this Agreement as of the date first written above.