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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