Sales Proposal Review Standard Operating Procedure for Compliance in Technology Sales

Scope

Included

This SOP applies to Technology teams carrying out Sales Proposal Review within the Compliance process area and Sales department. It covers preparation, required inputs, execution, control checks, evidence, exceptions, approval or review where required, communication and closure.

The procedure should be adapted to the organisation's own systems, job titles, approval limits and record locations before operational use. Tasks outside the stated process, specialist decisions or circumstances requiring a different controlled procedure should be referred to the appropriate owner rather than forced through this workflow.

Outside this SOP

This SOP does not replace organisation-specific approval limits, specialist professional judgement, local legal requirements or site-specific controls.

Responsible roles

Primary owner: sales administrator or account manager. Supporting role: document controller or compliance reviewer. The primary owner coordinates and completes the operational record, the supporting role provides subject-specific input where required, and any designated reviewer or approver confirms that the control result and evidence are sufficient before closure.

Required information and systems

Primary working system or record location: the CRM or client-management system, controlled document location and approval or handover record. Required working information: current proposal draft, client requirements, scope, deliverables, pricing, cost or margin information where used, assumptions, exclusions, timeline, terms, approval thresholds and proposal deadline. Evidence retained at completion: proposal drafts, review comments, pricing or margin approval where applicable, commercial or legal approvals, final approved proposal and issue record. Use the current approved forms, system records and controlled documents used by the organisation for this procedure.

Procedure overview

Sales Proposal Review starts when the relevant request, event or scheduled activity is ready to be processed. The sales administrator or account manager first verifies the required inputs and scope, then completes the three core actions defined for this procedure: compare the proposal with the qualified opportunity and client requirements and confirm scope, deliverables, assumptions, exclusions and responsibilities are clear. review pricing, commercial terms, delivery capacity, dates, claims and any non-standard commitment and obtain the required commercial, technical or legal approval. incorporate approved changes, complete the final proof and version check and release only the approved proposal to the client.

Before closure, the record must pass the principal control check: confirm scope, pricing, terms, commitments and final version have the required approval before the proposal is issued externally. Failed checks or unresolved exceptions remain open with a named owner. The procedure is complete only when the result, evidence, approvals where applicable, communications and follow-up actions accurately describe the final operational position.

How this SOP helps

This document gives the responsible team a consistent way to complete Sales Proposal Review, verify the result and retain evidence that the required process was followed.

Before using this procedure

Confirm that role names, systems, approval routes, record locations and escalation contacts match the organisation using this SOP. Adapt any local legal, contractual, privacy, safety or regulatory requirement before operational use.