Closing
Goal: Send proposal, negotiate terms, and get signed contract.
Overview
Why Contracts Matter
No one should ever access our product without having signed a contract first. Not even for demonstration purposes.
Contracts protect both parties and define:
- Privacy clauses under GDPR
- Payment method and prices
- Confidentiality
- Responsibilities of each party
- Intellectual property
Steps to Close
1. Gather Client Information
Before creating a contract, collect:
About the company:
- Legal company name (as incorporated)
- VAT number or applicable government ID
- Full address
About the signing person:
- Position that makes them a legally authorized representative
- Full name (first and last)
- Government ID number (DNI, passport)
2. Create Contract from Template
- Go to our template gallery
- Select the appropriate contract type
- Create a copy inside the client's folder in Drive
- Fill in the client information
3. Complete the Variables
In the Google Sheets contract template:
- Fill the Variables for Contract tab with client info
- Verify the Contract tab populates correctly
- Fill the Variables for Order Sheet tab with deal specifics
- Verify the Order Sheet tab populates correctly
- Variables tabs = Internal use only (don't send to client)
- Content tabs = What you send to the client
4. Send for Review
- Export the contract content tabs to PDF
- Send to client for internal review
- Allow time for questions and modifications
5. Handle Contract Negotiations
If the client requests changes:
- Minor adjustments: Make the change, document it
- Major changes: Escalate to your manager
- Using their template: Try to avoid - complicates everything
6. Get Signatures
- Send final PDF for client signature
- Receive signed copy
- Send to CEO for countersignature
- Return fully executed copy to client
- Save signed PDF in client's Drive folder
Types of Contracts
| What We're Selling | Contract Type |
|---|---|
| Access to platform (SaaS) | License of Use + Order Sheet |
| Custom development | Service Provision Contract |
| Something else | Ask your manager |
License of Use + Order Sheet
Template location: Template gallery (Google Sheets)
Mandatory annexes: Order Sheet
Optional annexes: Addendum
This is our standard contract for platform access. The Order Sheet specifies:
- Pricing model (per image, subscription)
- Volume commitments
- Additional services (integration, setup)
- Timeline
Service Provision Contract
Template: No standard template yet
For custom development work, find a similar past deal and adapt that contract. Ask your manager for guidance.
Pricing Discussion
During the Closing Call
Gather these inputs before sending a proposal:
| Input | Why It Matters |
|---|---|
| Expected monthly volume | Determines pricing tier |
| Platforms they use | Affects integration scope |
| Per-image vs subscription preference | Pricing model |
| Existing budget | Anchor for negotiation |
| Timeline to decision | Urgency |
Common Pricing Objections
| Objection | Response |
|---|---|
| "Too expensive" | "Let's break down the ROI - what's your current cost per photoshoot?" |
| "Need to see results first" | "That's why we offer a free POC - let's prove the value first." |
| "Competitor is cheaper" | "What are you comparing? Our value is in brand accuracy and enterprise workflow." |
| "No budget this quarter" | "When does your next budget cycle start? Let's plan for that." |
Closing Timeline
Typical closing process:
| Day | Action |
|---|---|
| 0 | Send proposal after demo |
| 3 | Follow up on proposal |
| 7 | Address questions, send contract |
| 10 | Follow up on contract |
| 14 | Push for signature |
| 21 | Escalate or reset expectations |
Post-Signature Checklist
- Save signed contract to client's Drive folder
- Update deal to "Closed Won" in HubSpot
- Notify implementation team
- Send welcome email to client
- Schedule kickoff call
Signature meaning
The signatures for the approval process of this document can be found in the verified commits at the repository for the QMS. As a reference, the team members who are expected to participate in this document and their roles in the approval process, as defined in Annex I Responsibility Matrix of the GP-001, are:
- Author: Team members involved
- Reviewer: JD-003, JD-004
- Approver: JD-001