Estimation Process Manual
Estimation is only for engagement under 5k, for anything above please use Proposal Process Policy. Estimation is meant to be a quick and effective way to issue an estimate to clients or potential clients
Roles
Account Executive
Director
Senior Programmer
Senior Designer
Account Executive received written request from client for an estimate of an engagement
Request must be written, if verbal Account Executive should write back in email to confirm
Account Executive should not provide estimate on the spot, instead defer to the agency policy
Account Executive understands the scope and expectation
Walked through the request with client either virtually or in person
100% understanding of each item and ready to answer below question
What exactly does it need to change?
Why does the client want to change it?
When does it need to be done?
Account Executive create required document for estimation
Fill out Estimated Form (Date – Project Name – Estimation Form)
Created corresponding Google Doc (Date – Project Name – Estimation Doc) to explain each items
Attach screenshot or video
Provide further explanation
Create an Asana task for a Senior staff (programmer or designer depending on the project)
Explain overall purpose of the engagement
Attach all related documents
Senior staff provide estimation
Review Estimation Form and Estimation Doc to understand each item
Ask questions if needed
Estimate is aim to be the best educated guess
Director reviews the estimate
Director reviews for discrepancy and looking for any new business opportunities
Director creates an official estimate PDF after approval
Account Executive send estimate to clients
Final review for typo or mislabeling
Schedule a call to walk through the estimate with the client if needed
If estimate is accepted, Account Executive will delegate task via Asana
Create Asana task with detail information from the estimation document
If estimated is rejected notify Director
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