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Service Management

PART II: Preventive Maintenance & Contracts

Session 6B: Proposal Generation

Course Code: SVC-06B
Goal: Generate customized, professional service proposals using CUBE tools—incorporating labor, material, PM tasks, and contract terms for client review and approval.

Session Overview

Duration: 1 Hour
Format: Instructor-led (via Microsoft Teams or in-person)
Level: Intermediate (Ideal for service estimators, contract managers, and sales support)
Resources Provided:

  • Proposal Configuration Guide
  • Labor & Material Setup Sheet
  • PM Task Summary Sample
  • Editable Proposal Template with Legal Language
  • Proposal Checklist for Final Review

Learning Objectives

By the end of this session, participants will be able to:

  • Access and configure utility data for labor and materials relevant to proposals
  • Assign appropriate labor based on system types and preventive maintenance tasks
  • Use PM Utility to insert predefined, reusable task templates into proposals
  • Generate proposal documents that include scope, terms, and schedules
  • Customize and store legal language blocks for future use
  • Export a full service proposal package including PM summaries and supporting data

Session Agenda

6B.1 Accessing the Utility Configuration for Labor/Material Setup
  • Navigating to proposal utilities within the Service Module
  • Configuring base labor rates and roles (technician, electrician, manager, etc.)
  • Adding default material groupings used in PM (e.g., filters, batteries, inspection tools)
  • Mapping utility items to system categories and service types
6B.2 Assigning Labor Based on System Types and PM Tasks
  • Aligning PM task templates to predefined labor assignments
  • Using system type categories to estimate hours and coverage by technician role
  • Applying dynamic labor values based on service frequency or volume
  • Editing labor entries at the contract level for client-specific adjustments
6B.3 Using the PM Utility for Predefined Task Templates
  • Selecting PM task templates based on system type or asset class
  • Inserting recurring tasks with description, labor, and materials prefilled
  • Modifying task frequency and duration as needed for each client/site
  • Ensuring task data is included in proposal documents for transparency
6B.4 Generating Editable Proposal Documents with Legal Terms
  • Opening the proposal generation interface
  • Selecting content blocks to include:
    • Introduction
    • Scope of Work
    • Task Summary
    • Terms and Conditions
  • Inserting pre-approved legal language templates
  • Saving and exporting editable documents for internal or client review
6B.5 Customizing and Saving Default Legal Language
  • Navigating to proposal settings > legal content
  • Editing terms based on customer type or service model
  • Storing reusable blocks (payment terms, liability, exclusions, etc.)
  • Linking legal terms to proposal templates for consistent use
6B.6 Exporting Full Proposal Packages Including PM Task Summaries
  • Compiling the proposal packet:
    • Cover Page
    • Detailed Scope
    • PM Task Summary
    • Pricing Page
    • Signature Fields
  • Exporting to PDF or Word formats
  • Saving proposal packages within the contract record for future access
6B.7 Exercise – Configure Utility Data & Generate a Proposal

Participants will:

  • Configure labor and material utility settings
  • Assign labor using system types and insert PM task templates
  • Generate a complete proposal package from a previously built service contract
  • Customize legal content and export the proposal as a finalized PDF
Post-Session Action Items

To reinforce the training, participants are encouraged to:

  • Review current legal language templates and standardize proposal terms
  • Build a proposal template library by vertical (e.g., commercial, education, government)
  • Assign reusable PM task templates to top 5 service contract types
  • Work with finance or legal to align proposal terms with billing expectations
  • Submit a test proposal internally for formatting and content review

Note: When scheduling, make sure to include this session code: SVC-06B.

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