Proposal template
Pilot Proposal Template
A pilot isn't a small proposal. It's an experiment two companies agree to run, and it stands or falls on three things a normal proposal doesn't have: success criteria written down before anyone starts, what's deliberately out of scope, and what happens on the last day in both directions. Without those, week six ends in an argument about whether it worked. This template has all three; the live sample is below.
A six-week pilot with Granite Peak Construction
One team, one workflow, and a decision at the end based on numbers rather than opinions.
Why a pilot
Granite Peak Construction has a question that a demo cannot answer: whether this works on your data, with your team, at your volume.
A pilot answers it in six weeks for a fraction of the annual cost, with criteria we agree before we start and a decision on a date that is already in the calendar.
What we're testing
The three things that have to be true for this to be worth rolling out.
It works on your data
Your real records, your edge cases, not a sandbox.
Your team will use it
Adoption measured on the pilot team, not predicted.
It moves the number
The metric you already report on, measured before and after.
Success criteria
Agreed before we start. At the end, each one is met or it is not.
| Criterion | How it's measured | Target |
|---|---|---|
| Daily reports on time | Reports submitted by 6pm, from your project tracker | 90% or more |
| Adoption | Weekly active users on the pilot team | 12 of 14 |
| Effort | Hours a week on the workflow, before and after | Under 3 per superintendent |
| Integration | Photos and reports syncing to your project management system | Live by week 2 |
Both sides sign off on this table before kickoff. Nothing is added to it after week one.
Scope
In scope
The Riverside Medical Center project: 14 superintendents and foremen.
Daily field reports, from site photos to the owner's update.
Your project management system, for photos and reports.
Kickoff, two sessions, and a shared channel throughout.
Not in scope
They join at rollout, not during the pilot.
Configuration only. Anything bespoke is quoted separately.
The pilot runs on new records from day one.
Completed before kickoff, not during.
The six weeks
Kickoff
Criteria signed off, accounts created, integration connected, baseline measured.
Live
The team works in it every day. Daily check-ins for the first week.
Tune
Adjust what the first fortnight exposed. Mid-pilot review against the criteria.
Readout
Results against each criterion, presented to whoever decides.
What happens at the end
Both answers, written down now, so week six is a decision rather than a negotiation.
If the criteria are met
The pilot fee is credited in full against the first year of a subscription, and the pilot team stays live through rollout with no re-implementation.
If they are not
The pilot ends. You keep the written readout and an export of everything created during it. There is no auto-renewal and nothing further to cancel.
If it's close
We extend once, by up to four weeks, at no additional cost, against the same criteria.
Who owns the data
You do, throughout and afterwards. Export is available at any point, in a documented format.
Investment
One fee for the six weeks, credited in full if you go ahead.
Six-week pilot
Everything above, for the pilot team.
Invoiced at kickoff. Credited in full against year one if the pilot converts within 30 days of the readout.
To start
Agree the criteria
A 45-minute session to fill in the table above together.
Name the team
Five to fifteen people, and whoever decides at the end.
Kickoff
Within five business days of both of those.
Questions? Reach Tara Singh at tara@siteloop.example.
Terms
This pilot proposal is valid for 30 days. The pilot fee is invoiced at kickoff and is non-refundable; it is credited in full against the first year of a subscription entered into within 30 days of the readout. The pilot ends on the readout date unless both parties agree an extension in writing. Either party may end the pilot early with 10 days' written notice. Customer data remains the customer's property and is exported or deleted on request. Full terms of service apply.
A live render of this template with a sample deal, not a mockup. Your version uses your brand, pricing, and proof.
Who this template is for
- Paid pilots and proofs of concept (POCs) in larger deals
- Buyers who say 'we need to see it on our data first'
- Turning an open-ended evaluation into something with a date on it
Veew drafts the pilot from your deal and call notes: the hypotheses from what the buyer doubts, the team and workflow named from the conversation, and the criteria in the customer's own metric names. Where the notes don't contain a target, the AI leaves it for you to agree with the customer, because an invented pass mark defeats the point of a pilot.
What's inside
The sections, and the job each one does
Why a pilot
The question a demo can't answer, and how six weeks answers it, with the decision date already in the calendar.
What we're testing
Three hypotheses that could each turn out false: it works on your data, your team uses it, it moves the number.
Success criteria
The table both sides sign before kickoff: criterion, how it's measured, target. Nothing gets added after week one.
Scope
In scope and not in scope, side by side. The out-of-scope column is at least as long, because pilots fail on assumptions.
The six weeks & the end
Kickoff, live, tune, readout. Then all four outcomes written down now, including the one where it doesn't work.
Investment & terms
One pilot fee, credited in full against year one if they go ahead, and plain terms for ending early.
FAQ
What should a pilot proposal include?
Why a pilot (the question it answers), success criteria with targets, scope in and out, a timeline, what happens at the end whether it succeeds or not, the fee and how it's credited, and who owns the data. The success criteria are the part most pilots skip and most regret.
Should a pilot be paid or free?
Paid, in most B2B deals. A fee, even a modest one credited against the first year, means the buyer commits people and attention, and a pilot nobody has time for proves nothing. Free pilots tend to drift.
What's the difference between a pilot and a proof of concept?
Usage varies, but a proof of concept usually tests whether something can work technically, often in a sandbox, while a pilot tests whether it works in practice, with real users and real data. This template is written for a pilot and adapts to a POC by narrowing the criteria to the technical ones.
Templates are the start, not the point
Your deal writes the rest.
Start free and Veew will draft this template for one of your real deals: your brand, your pricing, your proof.
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