Follow-up Templates & Per-App Intake Documents

Hi {{first_name}}, Thanks for requesting installation of {{app_name}}. Your reference number is {{ticket_id}}. Here's what happens next: 1. Within {{sla_window}}, one of our solutions consultants will email you to schedule a 20-minute discovery call. 2. On the call we'll confirm scope, deployment preferences (cloud vs on-prem), data migration needs, and timeline. 3. You'll receive a fixed-price quote and Statement of Work within 24 to 48 hours after the call. Want to skip the back-and-forth? Pick a slot directly on my calendar: 👉 {{calendly_link}} A few quick things to gather while we connect (more detailed list will follow): • Your preferred deployment: cloud (managed by us), your cloud account (AWS/GCP/Azure), or on-premise • Approximate number of users / seats you'll need • Whether you're migrating from another tool (and which one) • Any compliance requirements (GDPR, HIPAA, SOC 2, India DPDP, GST, etc.) If you have any documents or screenshots that describe your current setup, feel free to reply to this email and attach them, it'll save us time on the call. Talk soon, {{rep_name}} {{rep_title}} {{company_name}} {{rep_email}} · {{rep_phone}}

Hi {{first_name}}, I'm {{rep_name}}, I'll be helping you get {{app_name}} up and running. Before I send a quote, I'd love a quick 20 minutes to understand: • How your team works today and what you're hoping {{app_name}} will fix • Whether you're migrating data from another tool • Your deployment preference (we install on our cloud, your cloud, or on-prem) • Timeline, when do you need it live? Three slots that work for me this week, or grab any open time here: 👉 {{calendly_link}} If you'd rather just trade emails, reply to this with answers and I'll send a quote within 24 hours. {{rep_name}}

Hi {{first_name}}, Great chat earlier, really helpful to understand your setup. As discussed, here's the exact list of details I need to prepare your install and configuration. Once I receive these, we'll be able to lock the start date. Please reply to this email with the answers (or upload to the secure form: {{intake_form_link}}). ──────────────────────── A. Company & users ──────────────────────── 1. Legal company name & billing address (for invoice / GST) 2. Number of users / seats needed at launch (and 12-month projection) 3. Primary admin contact (name, email, phone, role) 4. Backup admin contact 5. Roles & access levels you'd like (e.g. Admin, Manager, Read-only) ──────────────────────── B. Deployment ──────────────────────── 6. Preferred deployment: ☐ Our cloud ☐ Your AWS / GCP / Azure ☐ On-premise 7. If your cloud, region, instance size preference, VPC details 8. If on-prem, server OS, RAM, disk, network topology 9. Domain name where the app will live (e.g. crm.yourcompany.com) 10. SSL cert: ☐ Let's Encrypt (free) ☐ Provide your own ☐ We procure ──────────────────────── C. Data migration ──────────────────────── 11. Source tool you're migrating from (if any) 12. Approximate data volume: records, MB/GB, attachments 13. Export availability: ☐ CSV ☐ API access ☐ DB dump ☐ Other 14. Cleanup needed before migration? (duplicates, formatting, etc.) 15. Cut-over date / window (when can we freeze old system?) ──────────────────────── D. Integrations ──────────────────────── 16. Email / calendar (Gmail / Outlook / other) 17. Identity provider (Google SSO / Microsoft / Okta / SAML / none) 18. Payment gateways (Stripe / Razorpay / PayPal / other) 19. Accounting (QuickBooks / Tally / Zoho Books / other) 20. Any custom APIs or internal tools to connect ──────────────────────── E. Compliance & security ──────────────────────── 21. Compliance requirements: ☐ GDPR ☐ India DPDP ☐ HIPAA ☐ SOC 2 ☐ PCI-DSS ☐ ISO 27001 ☐ GST e-invoicing ☐ Other 22. Data residency requirement (which country must data stay in?) 23. Backup & DR expectations (RPO / RTO targets) 24. MFA mandatory for all users? ☐ Yes ☐ No ──────────────────────── F. Training & support ──────────────────────── 25. Training format: ☐ Live online ☐ On-site ☐ Recorded videos ☐ Self-serve docs 26. Number of training sessions and audience (admin vs end-user) 27. Ongoing support tier: ☐ Email only ☐ Email + chat ☐ 24×7 phone ──────────────────────── G. Specific to {{app_name}} ──────────────────────── {{app_specific_questions}} (see section 5 of this doc, paste the relevant per-app checklist here) Send this back at your pace, even partial answers help us start. Anything you don't know yet, just write "TBD" and we'll work it out together on the next call. Thanks {{first_name}}, {{rep_name}}

Hi {{first_name}}, Quote and Statement of Work attached, and live at the link below: 👉 {{quote_link}} Quick summary: • App: {{app_name}} • Deployment: {{deployment_type}} • Seats / users: {{user_count}} • Migration scope: {{migration_scope}} • Total: {{quote_amount}} (incl. all taxes; payment milestones inside SoW) • Timeline: {{timeline_weeks}} weeks from kick-off • Quote validity: 30 days To accept, just hit the "Accept & Sign" button on the quote page, it's a one-click DocuSign flow. The link is secure to your email, no login needed. Two questions you might have: • Why this number? We've broken down the line items on page 3 of the SoW. • What if scope changes? We use a no-surprise change-order process, any change > 10% triggers a written addendum before work begins. If you'd like to tweak anything (scope, payment terms, kick-off date), just reply and I'll revise within a few hours. {{rep_name}}

Hi {{first_name}}, Quote signed, thanks! We're booked in. Your kick-off date: {{kickoff_date}} Here's everything that happens between now and go-live: Week 1, Setup • Provision environment, configure domain & SSL, set up admin accounts • Daily 15-min stand-ups on Slack/Teams (you'll get an invite tomorrow) Week 2, Data & integrations • Migrate data from {{source_tool}} • Wire up email, SSO, payments, accounting • You validate sample records Week 3, Training & UAT • Admin training (2× 90-min sessions) • End-user training session (recorded) • User Acceptance Testing, you sign off on each scenario Week 4, Go-live & support • Cut-over from old system • 1 week of intensive hyper-care (sub-1-hour response) • Handover to ongoing support Your dedicated Slack channel: {{slack_channel}} Project board (you can watch progress in real time): {{project_board}} If anything urgent comes up: {{rep_phone}} (WhatsApp ok) or page our 24×7 line on {{oncall_phone}}. Excited to get started! , {{rep_name}} & team

Hi {{first_name}}, 🎉 {{app_name}} is live in production. Your handover pack: 📄 Runbook, how to admin the app day-to-day: {{runbook_link}} 🎥 Training recordings, all 4 sessions: {{training_link}} 🔐 Credentials vault, admin passwords, API keys, certs: {{vault_link}} 📊 Architecture diagram, what's running where: {{arch_link}} 🛠 Maintenance schedule, when we patch & back up: {{maint_link}} Two things to do this week: 1. Sign the final acceptance form: {{acceptance_link}} 2. Schedule your 30-day check-in: {{calendly_link}} You're now under your support tier ({{support_tier}}). For tickets: {{support_email}} or the in-app helpdesk. It's been genuinely a pleasure working with you and the team. If you'd be open to a short testimonial or case study, I'd love to set that up. {{rep_name}}

Hi {{first_name}}, It's been about a month since we went live with {{app_name}}. I wanted to check in. A few specific things on my mind: 1. Adoption: Looking at usage, you're at {{adoption_pct}}% of seats active. Want me to run a quick refresher session for the team that's lagging? 2. Migration cleanup: We left {{cleanup_items}} low-priority items on the backlog. Worth knocking these out now? 3. Upcoming features: {{app_name}} shipped {{new_features}} last month, happy to demo if useful. 4. What's the next problem you're trying to solve? Once {{app_name}} is humming, most teams find their next bottleneck. Tell me what it is and I'll suggest options. Reply when you can, no rush. And if there's anything broken or annoying, please don't be polite about it. Tell me. {{rep_name}}

Hi {{first_name}}, I haven't heard back since I sent the intake list, which is totally fine. I know how these things get deprioritized. Quick three options so I'm not nagging you: 1. Yes, still interested, let's pick it up: grab a slot here: {{calendly_link}} 2. Timing's off, circle back later: reply "circle back Q3" (or whenever) and I'll go quiet until then. 3. Not happening, close the ticket: reply "no" and I'll mark it closed. No hard feelings. Whatever's right for you. {{rep_name}}