Quote-to-Cash Handoff Protocol (Handoff)

Quote-to-Cash Handoff Protocol (Handoff)

1. 01

   Freeze the accepted quote as the single source of truth before any downstream team touches it

   Lock the signed document version, line items, and discount approvals so delivery, finance, and account management all read from one record rather than re-keying figures from an email thread.

2. 02

   Map every accepted line item to a delivery owner and a start date within one business day

   A quote that names a scope but no owner stalls in the gap between sales and delivery. Assign each service line to a named person and confirm the kickoff window in writing.

3. 03

   Reconcile payment terms against the signed document and push the invoice trigger

   Platforms such as PandaDoc and Qwilr embed payment collection directly in the accepted document, so confirm the deposit percentage, net terms, and billing cadence match what the client actually signed.

4. 04

   Transfer engagement analytics to the account lead as context, not as a scorecard

   Page-level time and click data from Proposify or GetAccept shows which sections the buyer lingered on. Pass those signals to the delivery lead so the kickoff addresses the client's real concerns.

5. 05

   Log the win/loss reason and template version used in the pipeline record

   Tagging which template variant closed the deal lets the team retire weak sections over time instead of guessing which language works.

6. 06

   Schedule the 30-day scope check before the first invoice lands

   A short review at day 30 catches scope drift while the signed quote is still fresh in the client's mind, reducing the odds of a disputed second invoice.

7. 07

   Confirm the client has portal access and knows who to contact for changes

   Hand the client a single named contact and a documented change-request path so mid-project scope additions route through a quote amendment rather than an informal yes.