Ops consulting proposal template

Prepared for [Client Company] by [Your Name], [Date].

Thank you for considering me to fix [Client Company]'s operations. This proposal covers turning the processes that live in people's heads into systems that live in [Notion / Airtable / your stack]: documented, automated where it pays, and usable by the next person you hire.

[Client Company] has grown past the point where [describe: everything routes through the founder, onboarding a hire takes weeks, work falls through cracks between tools].

Success means your core processes ([list: client onboarding, project delivery, hiring, reporting]) run from a system anyone can follow, and a new hire can find how things work without asking.

1. Phase 1, Process audit. I shadow how work actually flows (not how the org chart says it flows), map your core processes, and rank the gaps by what they cost you in time and dropped balls.
2. Phase 2, System design. I design the workspace structure and each workflow on paper first: databases, statuses, owners, and handoffs, reviewed with you before anything is built.
3. Phase 3, Build and migrate. I build in your [Notion / Airtable] workspace, migrate live work in without stopping the business, and wire the automations that remove real toil ([intake, reminders, handoffs]).
4. Phase 4, SOPs and training. Every process ships with a short SOP, your team gets trained on the system doing their real work, and I stay on call for [30] days of adjustments.

• A process map of how work actually flows today, with gaps ranked by cost
• A designed and built workspace in [Notion / Airtable], in your account
• [Number] core workflows migrated with live work in them
• Automations for [intake, reminders, handoffs] via [native features / Zapier / Make]
• A written SOP for every process, in plain language
• Team training (recorded) and [30] days of post-launch adjustments

• Platform subscription fees ([Notion / Airtable / Zapier] plans stay in your name)
• Custom software development beyond no-code automation
• Ongoing administration of the system (available as a retainer)

Prices are placeholders. Set your own before sending.

• I map how work actually happens before designing how it should, so the system fits your team instead of fighting it
• Everything is built in your workspace from day one: fire me and you lose nothing
• SOPs ship with the system, because a tool without instructions becomes the old chaos with better fonts

This proposal is valid for [30] days. A deposit of [amount or %] is due to begin, with the balance due [on delivery / per the schedule]. Work outside the scope above is quoted separately before it starts.

The workspace, SOPs, and everything built inside your accounts are yours throughout; my underlying frameworks and templates remain mine to reuse. Automations depend on third-party platforms whose features and APIs change outside anyone's control; I build them resilient, document them, and fix breakages at [retainer / hourly] terms after the support window.

To move forward, approve this proposal in writing and I will send the agreement and the deposit invoice. We can begin as soon as the deposit is received.

Accepted by: ______________________________ Date: ____________