Scoping-Call Agenda — Template
The 60-minute “final call before the engagement” (Call 3 of the 4-call close: Discovery → Strategy → Scoping → Contract). Sent to the client the day before. Modeled on a real closed deal; all parties genericized. The goal is to walk out with four things locked: final scope, final price, agreed success criteria, and an onboarding call on the calendar.
SCOPING CALL AGENDA [CLIENT COMPANY] × [COMPANY] · [DATE/TIME] · 60 minutes
What we’ll cover
By the end of this call you will have:
- A final price, locked in — no more ranges.
- A clear picture of what’s being built, in detail, by department/workflow.
- Defined success criteria so we both know what “done” looks like.
- An onboarding call booked for next week.
Before the call
Access we’ll review live: [System A], [System B], [accounting system] — so we can map integrations cleanly.
Things to think about beforehand:
- Who runs each department day-to-day, and who else touches a project at each stage.
- Roughly how many vendors/partners you work with regularly.
- What “success” looks like 90 days after launch — in numbers if possible.
- Any features in [incumbent system] you’d be hesitant to lose (we’ll evaluate live: replace cleanly vs. keep integrated).
If you can’t get something ready, that’s fine — this is a wishlist, not a requirement.
Department workflows (confirm live)
Pre-write your current understanding of each department’s workflow from the discovery and demo calls — 5–7 steps each, with current tools and handoffs. The client confirms or corrects each step live; this becomes the audit blueprint. Include any correction from prior calls prominently — e.g. “[Department A] and [Department B] run in PARALLEL, not sequentially” — repeating it back builds enormous trust.
- [Department 1] — owns [X] from [start] through [handoff]. Steps: […]. Currently using: […].
- [Department 2] — owns […]. Steps: […]. Currently using: […].
- Cross-cutting: [e.g. Accounting] — current manual workflow vs. proposed automated workflow, step by step. Flag any “decide live” items (e.g., does the full automation land in Engagement One or Two?).
Current tech stack (confirm live)
| Tool | Proposed action | Monthly cost |
|---|---|---|
| [Tool 1] | Replace | $[X]/mo |
| [Tool 2] | Decide live (keep unless anything big changes) | $[X]/mo |
| [Tool 3] | Keep + integrate | — |
“If there are other tools we should know about — document signing, comms, marketing — flag them on the call.”
People we’ll need to meet
| Role | Who |
|---|---|
| Owner / Executive | [NAME] |
| [Department] lead | [NAMES] |
| … | … |
Each stakeholder needs 1–2 hours during the audit phase; total stakeholder count drives the audit timeline. Lock the list on this call.
The 60 minutes
| Block | Time | Content |
|---|---|---|
| 1 | 5 min | Open & confirm the agenda; confirm which tools we’ll look at live |
| 2 | 10 min | Stakeholders & audit scoping — who runs what, time commitments |
| 3 | 15 min | Tech stack & integration review — live walkthrough; lock replace/integrate/keep |
| 4 | 15 min | Workflow walkthrough — each department step by step; client confirms or corrects |
| 5 | 15 min | KPIs & success criteria (“90 days after launch, what’s specifically different?” → 3 KPIs with baselines) · final scope read-back · final price (locked number from the pre-quoted range) · maintenance range + prepay discounts · book the onboarding call |
After the call (within 24 hours)
- Engagement letter with final scope, price, KPIs, and onboarding date in writing.
- Invoice for the [50%] deposit, payable on signature.
- Calendar invite for the kickoff.
- Workspace access for the project-tracking system used throughout the build.
Close warm and personal: “Looking forward to it, [NAME]. If anything comes up before the call, message me and I’ll get right back to you.”