Implementation SOWs with milestones and a plan
Discovery, migration, set-up, training and go-live support as milestones, the plan on a Gantt chart, and half the fee paid on signing.
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QuoteCloud lets a software vendor send an implementation statement of work as one document: milestones as price-table lines with an optional extra, the plan as a Gantt chart on the Business plan, acceptance terms, both signatures and a deposit paid through Stripe or PayPal on signing. Each milestone can be signed off with an acceptance form.
Last reviewed by the QuoteCloud team
A sample statement of work for a fictional software vendor, Plinthwork: Implementation for Tidemark Property Services, PW-S-0412, implementation fee $15,950.00 including tax, signed by Lena Albright and Rosa Lindqvist. Its payment schedule is a ladder of two stages: 50% on signing, $7,975.00, lit as paid via Stripe; and 50% at go-live in week 8 after acceptance, marked as invoiced by Plinthwork at go-live. A receipt chip reads $7,975.00 paid via Stripe on signing, the rest invoiced by you at go-live.
Tidemark's SOW, part by part
The statement of work that sits beside Tidemark's order form: what Plinthwork will do, when, on what terms, and who signed it.
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Written for their go-live
The cover and intro come from Plinthwork's SOW template. Rosa changes the customer, the dates and one paragraph about Tidemark's asset register.
PlinthworkStatement of work PW-S-0412 Sample · fictional businessStatement of work
Implementation for Tidemark Property Services
Eight weeks from kick-off to go-live: your asset register moved across, single sign-on set up, and every property manager trained before the first planned-maintenance cycle.
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The plan, not a separate file
Eight weeks as a Gantt chart inside the document: discovery, configuration, migration, single sign-on, training, then the go-live milestone and two weeks of support.
Gantt charts: Business plan
Implementation plan
StageW1W2W3W4W5W6W7W8Kick-off & discovery Week 1 to 2Configuration Week 2 to 4Asset register migration Week 3 to 5Single sign-on Week 5 to 5Training Week 6 to 7Go-live Week 7Go-live support Week 7 to 8 -
Rep edits
Assumptions in plain words
What Tidemark has to provide and what's outside the fixed fee. Anything extra becomes a change request, priced before work starts.
Assumptions
- Your asset register arrives as one spreadsheet per region, in the template we send at kick-off.
- Training is online; an on-site session can be added as a change request.
- Go-live is planned for the week of 21 December; support runs into January.
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Locked block
Acceptance terms that don't drift
How each milestone is accepted, how changes are handled and when fees fall due, saved once in the content library and locked so every SOW says the same thing.
Content locking: Business plan
Acceptance
StartsKick-off 16 Nov 2026ExpiresGo-live 25 Dec 2026- MilestonesEach milestone is accepted by Tidemark's project lead in a short acceptance form.
- ChangesWork outside this scope is quoted as a change request before it starts.
- Fees50% on signing; the balance invoiced by Plinthwork at go-live.
- Your teamA project lead and an identity administrator available for the workshops.
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Two signers
Customer and vendor both sign
Lena signs for Tidemark and Rosa for Plinthwork. The signed copy carries a certificate of authenticity and an audit trail.
Accept, sign and pay
2 of 2 signed
- Lena AlbrightChief operating officer, Tidemark Property Services Signed5 Nov, 4:15 pm
- Rosa LindqvistImplementation lead, Plinthwork Signed5 Nov, 4:40 pm
Payment on signing (50%)
$7,975.00
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Half on signing, the rest invoiced by you
The five milestones are fixed-fee lines; the sandbox set-up is an option Tidemark can tick. The payment on signing is 50% of whatever they choose, so ticking the sandbox moves the deposit with it. Try it.
QuoteCloud takes that first payment through Stripe or PayPal when the SOW is signed. The balance at go-live is Plinthwork's own invoice: QuoteCloud doesn't bill milestones, send reminders or collect later payments.
- Milestones as fixed-fee price-table lines
- Optional extras the customer ticks
- A deposit as a percentage or fixed amount, on signing
- Balance invoiced from your own accounting or billing system
Price tables and payments: Essentials and up
Taking payments on signingMilestones
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Implementation, fixed fee | $14,500 | ||
Discovery & configurationWorkshops, sites, asset types and workflows
|
1 fixed | $4,500 | $4,500.00 |
Asset register migration12,400 records from your current spreadsheets
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1 fixed | $5,200 | $5,200.00 |
Single sign-on set-upWith your identity team, tested before training
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1 fixed | $1,600 | $1,600.00 |
Admin and team trainingThree live sessions, recorded
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1 fixed | $2,400 | $2,400.00 |
Go-live supportTwo weeks of daily check-ins
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1 fixed | $800 | $800.00 |
| Options Tick to add | |||
| 1 fixed | $900 | $900.00 | |
- Subtotal
- $14,500.00
- Tax (10%)
- $1,450.00
- Total
- $15,950.00
- Plus, monthly
- $0.00/mo
- Payment on signing (50%)
- $7,975.00
Accept, sign and pay
Lena Albright · Chief operating officer, Tidemark Property Services
Signed online · 5 Nov, 4:15 pm
Payment on signing (50%)
$7,975.00
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Send your next SOW with the order form
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Tidemark · PW-S-0412
The deposit is in before kick-off
Lena signed the SOW minutes after the order form and paid half the implementation fee in the same step, so Rosa could book the discovery workshops that afternoon. Sample figures for a fictional vendor.
What a services team sets up once
The parts of an implementation SOW that change from deal to deal, and the parts that shouldn't.
Milestones from the price book
Discovery, migration, training and go-live support as products with fixed fees, so every SOW starts from the same prices.
Product catalogueA plan inside the SOW
Phases, overlaps and the go-live milestone on a Gantt chart the customer reads before they sign (Business plan).
Project plansMilestone acceptance
Send a short acceptance form at each milestone from the Project Customer Acceptance Form template, signed online.
Locked acceptance terms
Acceptance, change and fee clauses saved as content library blocks and locked on the Business plan.
Files that belong with it
Attach the migration template, the data map or a sample report as files, on Essentials and up.
Discounts that need a yes
A discounted SOW or a very large one waits In Review for an approver before it can be sent (Business plan).
Discount approvals
A change request in five steps
Tidemark asks for an on-site training day halfway through. Here's how it stays on paper.
Start from the SOW
Revise the last version of the signed SOW, or start a short change request from your template.
Price the change
Add the training day as a line from your price book, with a note on travel and dates.
Show the effect
Move the bars on the Gantt chart if the plan changes, so the new go-live date is in writing.
Approve if needed
A discount over your limit waits In Review for the right approver before it can be sent (Business).
Sign and pay
Tidemark signs the change and can pay for it on signing; version history keeps both versions (Business).
Templates for implementation work
Real QuoteCloud templates to start your SOW, milestone acceptance, services quotes and service levels from.
- Proposal template CRM Implementation Proposal A starting point for an implementation proposal: phases, scope and fees. View template
- Form template Project Customer Acceptance Form A sign-off for each implementation milestone, with eSignature. View template
- Quote template Software Services Quote An itemised quote for software work, with clear sections for scope and pricing. View template
- Agreement template Service Level Agreement Uptime, response times and support obligations, ready for your own service levels. View template
All QuoteCloud templates Templates for software & SaaS sales
Implementation SOW questions
Can an implementation SOW include a project plan?
Yes. On the Business plan you can add a Gantt chart to the statement of work, with phases, overlaps and milestones such as go-live. The customer reads the plan in the same document as the milestones, assumptions and acceptance terms, and signs it all at once, so there's no separate project file to keep in step.
Can the customer pay a deposit when they sign the SOW?
Yes. Set a payment on signing as a percentage or a fixed amount, and the customer pays through Stripe or PayPal in the same step as signing. Payments are on Essentials and up. QuoteCloud takes that first payment only: later milestone payments are invoiced from your own accounting or billing system.
Does QuoteCloud invoice each milestone as it's accepted?
No. QuoteCloud doesn't bill milestones, send payment reminders or collect instalments. Many teams send a short acceptance form at each milestone, signed online, then invoice from their own accounting system. Xero and QuickBooks Online connect natively on the Business plan, otherwise through Zapier.
How do we handle change requests after the SOW is signed?
Revise the last version of the signed SOW, or send a short change request from a template, with the extra work priced as lines and the plan updated if dates move. The customer signs the change separately. On the Business plan, version history keeps every version and approval rules still apply to discounts.
Can both the customer and our implementation lead sign?
Yes. A document can have several signers, such as the customer's executive and your implementation lead. Each signs online without needing an account, optionally with a one-time passcode by email, and the signed copy carries a certificate of authenticity and an audit trail.
From the order form to go-live
The other documents and set-up around an implementation.
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Seat-based order formsSeats, plan and term the customer can adjust on the price lines before signing, with the totals following.Explore
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QuoteCloud implementation for software vendorsYour price book, order form and renewal templates, approval rules and integrations set up with your team.Explore
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Software & SaaS templatesReal QuoteCloud templates for SaaS proposals, software quotes, SLAs and acceptance forms.Explore
- Plan tiers & add-onsStarter, Growth or Scale as a single choice in the order form, with add-ons the customer ticks.
- Ramp, usage & ROI calculatorsSeats × tier price × term, ramped by year, in a spreadsheet block whose cells set the price lines.
- Renewal quotes from usage dataSeats used against seats licensed, turned into a renewal order form before the agreement's expiry date.
- QBR reports with expansion quotesUsage, adoption and recommendations in one report, with the expansion lines the customer can tick and sign.
- Renewals & QBRs drafted by your AI assistantAn assistant connected through QuoteCloud's MCP service drafts from your CRM and usage data; your account executive reviews and sends.
- Discount approvals & deal deskDiscounts over your limit and large deals wait In Review for the right approver before the customer sees them.
- Security reviews & DPAsYour security answers, data processing terms and policies as locked blocks and attachments in the agreement.
- CRM, billing & data integrationsHubSpot, Salesforce, Pipedrive, Xero, QuickBooks and your own systems, connected the way each one really connects.
- FAQAnswers to the questions software vendors, account executives and customer success teams ask most.
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