Resources

Every template, document and link from this playbook, in one place.

Documents

Sample proposal One page: what you found, what you recommend, the price See in Sell it › Propose and sign
Sample engagement letter Have your attorney or insurer review before use See in Sell it › Propose and sign
Pay run and close checklist The routine for every client See in Workflow › Every pay run or close, for every client

Email templates

Follow-up after a client signal Right after a client mentions a hire, a handoff or a recurring correction See in Sell it › Follow-up emails
Questions for the first conversation Use in the first meeting See in Sell it › Follow-up emails
Results and proposal email After the workforce operations review See in Sell it › Propose and sign
Kickoff email After they sign See in Workflow › Emails for this stage
First payroll and close review After the first cycle See in Workflow › Emails for this stage
Quarterly review Ahead of each quarterly review See in Workflow › Emails for this stage

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Sample proposal
[Firm name] · [Date] Workforce operations proposal for [Client company]
WHAT WE HEARD [The client signal, and the workflow behind it.]
WHAT WE FOUND [Rework, ownership gaps and delayed decisions.]
WHAT WE RECOMMEND
  • [Process changes]
  • [Advisory cadence]
  • [Any platform evaluation]
WHO DOES WHAT Client, our firm, any platform and specialists, only where each is involved.
FEES
Workforce operations review $[amount], one time
Recurring review $[amount] a month
Software and partner disclosures [as applicable]
TIMELINE Data access by [date], implementation decisions by [date], kickoff on [date].
Sample template. Fill in the brackets.
Sample engagement letter
[Firm name] · [Date] Engagement letter: workforce advisory
Scope The client entities, processes, products, deliverables, period and review frequency.
Not included Legal advice, tax opinions, employment decisions, benefits brokerage and security assurance, unless separately engaged.
Your part Timely data, owners, decisions and approvals, and notice of new entities or locations.
Authority Who enters, approves, submits or changes payroll and spend policies, including backups.
Technology Who licenses each product, what access is needed, data retention, and access removal.
Fees, risk and exit Setup and recurring fees, added services, referral or reseller terms, errors, late inputs, transition and termination.
Have your legal, risk, independence and insurance teams review the language and any partner arrangement before use. Independence requirements differ by client and service.
Pay run and close checklist
  • Review exceptions and reconciliations
  • Confirm approvals
  • Track open items with owners and dates
  • Note the next deadlines, and capture decisions and follow-ups
Follow-up after a client signal
Right after a client mentions a hire, a handoff or a recurring correction
Subject: The payroll handoff we discussed Hi [Client first name], You mentioned [specific handoff or recurring correction]. We see its effect in [close or reporting consequence]. We can map where the change starts, who approves it, and what happens before it reaches payroll and the books. Then we'll recommend what to keep and what to fix. Can we review the workflow with [relevant owners] on [day]? [Your name]
Questions for the first conversation
Use in the first meeting
1. What happens from an approved hire or pay change to payroll and close? 2. Which systems hold employee, payroll, access and spend data? 3. Who approves payroll, GL mapping, cards and role changes? 4. Where do corrections come from? 5. Which leadership reports take manual work? 6. Which decisions need specialists?
Results and proposal email
After the workforce operations review
Subject: Workforce operations review and next steps Hi [Client first name], We mapped [specific process] and found [specific handoff or correction]. The attached proposal covers [assessment or operating scope], [recurring review], and the owners and approvals needed on your side. It also separates our advisory work from any software and specialist work. If the scope looks right, let's review responsibilities together on [day] before kickoff. [Your name]
Kickoff email
After they sign
Subject: Workforce advisory kickoff: owners and first steps Hi [Client first name], We're ready to start with [process in scope]. At kickoff we'll confirm the owners and approvals, review the payroll and close calendar, and agree on data and access. Please bring [client roles] and [specific records]. We'll leave with an issue list and a date for the first review. [Your name]
First payroll and close review
After the first cycle
Subject: First payroll and close review: [period] Hi [Client first name], For [period], [approved process] ran as planned. We found [exception], assigned [owner], and agreed on [next action and date]. We'll review [open item] before the next [pay run or close]. [Your name]
Quarterly review
Ahead of each quarterly review
Subject: Workforce and spend review for [quarter] Hi [Client first name], Ahead of our review, we'll bring headcount and payroll changes, spend exceptions, and open decisions from this quarter. Please tell us about planned hires, new locations, or policy changes so we can include them. Can [client sponsor and process owners] join on [day]? [Your name]
Playbooks are educational and not tax or legal advice.