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IT project statements of work, priced by milestone

Migrations, network refreshes and cloud projects scoped milestone by milestone, with a project plan, assumptions in writing and signatures online.

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A QuoteCloud statement of work prices each project milestone as its own price-table section with a subtotal, sets out assumptions and exclusions, shows the plan as a Gantt chart on the Business plan and is signed online by every signer. A share of the price can be paid on signing; later milestones are invoiced by you.

A sample statement of work from a fictional MSP, Quillfield IT, for Thornbury & Webb: a Microsoft 365 migration and Northgate network refresh, $30,838.50 including tax, signed by both partners. The project runs through four milestones, each accepted in turn: discovery and design ($4,200 ex tax, weeks 1–2), the Northgate network ($10,130, weeks 3–4), the Microsoft 365 migration ($9,005, weeks 4–7) and cut-over and hypercare ($3,500, weeks 7–8). The payment schedule shows 30% paid on signing through Stripe, then 30%, 30% and 10% invoiced by Quillfield IT as each milestone is signed off.

A statement of work, read milestone by milestone

The Thornbury & Webb project SOW from cover to signatures. Each part is a QuoteCloud block from Quillfield's own SOW template; tick an option and the totals and the payment on signing follow.

  1. Rep edits

    The project in one paragraph

    Who it's for, what changes and how it's delivered, on a cover the partners read first. The rep writes this part for each project.

    Quillfield ITStatement of work QF-P-0417 Sample · fictional business
    A technician using a screwdriver on network equipment in a rack

    Statement of work

    Microsoft 365 migration & Northgate network refresh

    Prepared for Thornbury & Webb · 18 November · Valid 30 days

    Move both offices onto one secured Microsoft 365 tenant, replace the Northgate firewall, switching and Wi-Fi, and cut over in one weekend, in four milestones you sign off one by one.

  2. Client chooses

    Each milestone, its own priced section

    Discovery, the Northgate network, the migration and the cut-over are price-table sections with their own subtotals, so the client sees what each milestone costs. Training, an intranet and archiving are optional rows they can tick.

    Price tables with sections and optional rows: Essentials and up

    Project price, by milestone

    ItemQtyRateAmount
    Milestone 1 · Discovery & design$4,200
    Discovery workshops & current-state auditBoth offices, every system and licence
    		1 lot $2,400 $2,400.00
    Migration & network designWritten design you approve before any change
    		1 lot $1,800 $1,800.00
    Milestone 2 · Network refresh, Northgate$10,130
    Managed firewall applianceInstalled, configured and documented
    		1 each $2,350 $2,350.00
    24-port PoE switchStacked pair
    		2 each $1,450 $2,900.00
    Wi-Fi 6 access pointCeiling mounted, cloud managed
    		4 each $420 $1,680.00
    Installation & configurationAfter hours, no downtime in trading hours
    		1 lot $3,200 $3,200.00
    Milestone 3 · Microsoft 365 migration$9,005
    Tenant set-up & security baselineMFA, conditional access, admin roles
    		1 lot $2,800 $2,800.00
    Mailbox & file migrationPer user, mail and files
    		46 user $85 $3,910.00
    Device enrolment & policiesPer device
    		51 device $45 $2,295.00
    Milestone 4 · Cut-over & hypercare$3,500
    Weekend cut-overSaturday start, tested by Monday 8am
    		1 lot $1,900 $1,900.00
    Two weeks of hypercareFloor-walking and priority fixes
    		1 lot $1,600 $1,600.00
    Options Tick to add
    		 1 lot $1,200 $1,200.00
    		1 lot $3,400 $3,400.00
    		1 lot $950 $950.00
    Subtotal
    $28,035.00
    Tax (10%)
    $2,803.50
    Total
    $30,838.50
    Payment on signing (30%)
    $9,251.55
  3. Locked block

    Assumptions and exclusions, in writing

    Who signs off, what the migration covers, how long hardware prices hold and how changes are handled. Keep the standard wording as a locked block, and answer the client's questions in comments where both partners will see them.

    Content locking: Business plan

    Assumptions & exclusions

    • Thornbury & Webb names one contact for sign-offs at each milestone.
    • Migration covers mail, OneDrive, SharePoint and the S: drive; the practice software vendor moves its own database.
    • Hardware prices hold for 30 days; lead times are confirmed when the SOW is signed.
    • Work outside this scope is quoted as a change request before it starts.

    Martin ThornburyCan the cut-over avoid the last week of the quarter?

    Tariq, Quillfield ITYes: the plan now cuts over the weekend after the quarter closes, and hypercare runs through the following fortnight.

  4. The plan the milestones hang on

    A Gantt chart from discovery to hypercare, with the signing date and the weekend cut-over as milestones. It moves with the client's comment: the cut-over now lands after the quarter closes.

    Gantt charts: Business plan

    Project plan

    StageW1W2W3W4W5W6W7W8
    SOW signed Week 1
    Discovery & design Week 1 to 2
    Hardware lead time Week 2 to 3
    Northgate network install Week 4 to 5
    Tenant set-up & pilot Week 4 to 5
    Mailbox & file migration Week 5 to 7
    Weekend cut-over Week 7
    Hypercare Week 7 to 8

  5. Milestone payments, set out up front

    30% on signing, then a share at each milestone sign-off, as part of the SOW. Only the first is paid in QuoteCloud; the rest are your own invoices.

    PSA, CRM & accounting integrations

    Payment schedule By milestone, inc. tax

    StageShareAmountHow it's paid
    On signingSOW accepted 30% $9,251.55 Paid on signing via Stripe
    Milestone 2Northgate network accepted 30% $9,251.55 Invoiced by Quillfield at milestone sign-off
    Milestone 3Migration complete 30% $9,251.55 Invoiced by Quillfield at milestone sign-off
    Milestone 4Hypercare ends 10% $3,083.85 Invoiced by Quillfield at milestone sign-off
    Project price100%$30,838.50

    Only the payment on signing is taken online. Each later milestone is invoiced by Quillfield IT once you sign off the milestone acceptance.

  6. Client signs

    Both partners sign, 30% is paid

    Each partner signs in their own browser. The payment on signing goes through Stripe, and your team sees the SOW opened, the option kept, both signatures and the payment as they happen.

    Payments: Essentials and up · eSignatures: every plan

    Accept the SOW and pay 30% on signing

    2 of 2 signed

    • Martin ThornburyManaging partner, Thornbury & Webb Signed20 Nov, 10:24 am
    • Rebecca WebbPractice manager, Thornbury & Webb Signed20 Nov, 11:02 am

    Payment on signing (30%)

    $9,251.55

    Paid via StripePay with card or PayPal

    Certificate of authenticity and audit trail attached

    Activity

    1. SOW openedMartin Thornbury
    2. Training sessions kept+$1,200.00
    3. Signed by both partnersCertificate of authenticity attached
    4. 30% paid on signing$9,251.55 via Stripe
    5. Project created in your PSAZapier or the API, from Essentials

Who collects each milestone payment

QuoteCloud takes the payment due on signing. Every later milestone is your own invoice, raised once the client signs that milestone off.

  1. 30%

    Paid in QuoteCloud

    On signing

    $9,251.55

    SOW accepted

    Paid on signing via Stripe

    By card straight after both partners sign; the SOW is marked Paid.

  2. 30%

    Your milestone invoices

    Milestone 2

    $9,251.55

    Northgate network accepted

    Invoiced by Quillfield at milestone sign-off

    Invoiced once the Northgate network acceptance is signed.

  3. 30%

    Your milestone invoices

    Milestone 3

    $9,251.55

    Migration complete

    Invoiced by Quillfield at milestone sign-off

    Invoiced once the migration acceptance is signed.

  4. 10%

    Your milestone invoices

    Milestone 4

    $3,083.85

    Hypercare ends

    Invoiced by Quillfield at milestone sign-off

    The final 10%, when hypercare ends.

Paid in QuoteCloud
$9,251.55 30%
Project price
$30,838.50
Your milestone invoices
$21,586.95 70%

QuoteCloud never schedules, sends or collects the later milestones: there are no instalments, milestone billing or reminders. The schedule is part of the SOW both partners signed.

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Milestone sign-off is a signed document, not an email

When a milestone is done, send a short acceptance document built from the Project Customer Acceptance Form template: the milestone, the acceptance criteria from the SOW, open items and a signature block.

The practice manager signs it online and the certificate of authenticity is attached. That signature is your trigger to invoice the milestone, and the record you point to if the scope is questioned later.

  • Acceptance criteria copied from the SOW, marked met or open
  • Signed online with no account, on any device
  • Certificate of authenticity and audit trail on every signed document

eSignatures: every plan

Project Customer Acceptance Form template
Quillfield ITMilestone acceptance QF-P-0417-A2 Sample · fictional business

Acceptance criteria As agreed in the statement of work

Milestone 2 of 4
  • Firewall, two switches and four access points installed and labelledMet
  • Staff at Northgate connect on Wi-Fi and at every wired deskMet
  • Network diagram and configuration added to your documentationMet
  • No outage in trading hours during the changeMet

4 of 4 criteria met

Open items: none. Anything found later is fixed in hypercare (milestone 4).

NextQuillfield IT invoices milestone 2 (30%, $9,251.55 inc. tax) once this is signed.

Accept milestone 2

Rebecca Webb · Practice manager, Thornbury & Webb

Signed online · 16 Dec, 2:05 pm

Sign-off summary

Milestone
2 of 4
Criteria
4 of 4 met
Next
Migration

Certificate of authenticity and audit trail attached

When the scope changes

Scope creep starts with a change nobody wrote down. Here is how a change request is handled before and after the SOW is signed.

  1. Before signing: revise

    Use Revise Last Version on the sent SOW. The client sees the new version, and the earlier one stays in document history.

  2. After signing: a change order

    Write the change as its own document from your change-request template, naming the SOW it changes.

  3. Price only the change

    Added work as price-table rows, alternatives as optional rows, the effect on the plan in a line or a Gantt.

  4. Check it internally

    On Business, a change over your value threshold or discount limit goes In Review before it can be sent.

  5. Signed, then delivered

    The client signs the change order online, with a payment on signing if you ask for one, before the extra work starts.

What your implementation sets up for project work

Done once, so every engineer and account manager sends the same SOW, and every milestone ends in a signature.

  • Your SOW template, converted

    Your current Word or PDF SOW rebuilt as a QuoteCloud template: one free conversion during the trial on Essentials, Business and Enterprise.

  • Milestones as sections

    A price-table layout with one section per milestone and your usual options, ready to fill from the price book.

  • Locked assumptions

    Assumptions, exclusions and change-control wording as locked company blocks that every SOW reuses (Business).

  • A plan to start from

    A Gantt chart with your usual phases and milestones, adjusted for each project (Business).

  • Acceptance and change forms

    The milestone acceptance and change-request documents as templates, so sign-off never waits on an email.

  • Project into your PSA

    A signed SOW can create a project or ticket through Zapier or Make where your PSA has a connector, or the API, from Essentials.

    PSA, CRM & accounting integrations

Project templates to start from

Real QuoteCloud templates for network projects, implementations, consulting work and milestone sign-off.

All technology templates Templates for it services

Statement of work questions

What should an IT project statement of work include?

The objectives, scope and deliverables, the milestones and how each is accepted, assumptions and exclusions, how changes are handled, the timeline, the price and the payment terms. In QuoteCloud each is a block in your SOW template: text for scope and assumptions, a price table per milestone, a Gantt chart for the plan and signature blocks for every signer.

Can I price a statement of work by milestone?

Yes. Give each milestone its own price-table section with a subtotal, add optional rows such as training or archiving that the client can tick, and the subtotal, tax and total recalculate. Ask for a percentage or a fixed amount on signing through Stripe or PayPal. Price tables and payments are on Essentials and above.

Does QuoteCloud invoice each milestone?

No. QuoteCloud takes the payment due on signing. The later milestone payments are written into the SOW as its payment schedule and invoiced by you from your PSA or accounting software once each milestone is signed off. QuoteCloud does not schedule instalments, send milestone invoices or send payment reminders.

How do clients sign off a completed milestone?

Send a short acceptance document, for example from the Project Customer Acceptance Form template, listing the milestone, its acceptance criteria and any open items. The client signs it online with no account needed, and a certificate of authenticity and audit trail are attached to the signed document.

What happens when the project scope changes?

Before the SOW is signed, use Revise Last Version: the client sees the new version and the earlier one stays in document history. After signing, send the change as its own change order that names the SOW, priced in its own table and signed before the extra work starts.

Can a signed SOW create a project in my PSA?

Not natively: QuoteCloud has no built-in PSA integration. A signed SOW can create a project or ticket through Zapier or Make where your PSA has a connector, or through the QuoteCloud API, from Essentials. Per-document fees apply to documents created through the API or Zapier.

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