From ab4f7e76b44465d879a4bf8407fc9ce5de8a5f98 Mon Sep 17 00:00:00 2001 From: Sam Pfluger <108141731+Sampfluger88@users.noreply.github.com> Date: Thu, 29 May 2025 04:01:05 -0500 Subject: [PATCH] Update Review an order form (#29572) --- handbook/digital-experience/README.md | 14 ++++++++------ 1 file changed, 8 insertions(+), 6 deletions(-) diff --git a/handbook/digital-experience/README.md b/handbook/digital-experience/README.md index 38cf23232c..22e2f0d9fd 100644 --- a/handbook/digital-experience/README.md +++ b/handbook/digital-experience/README.md @@ -585,12 +585,14 @@ When reviewing contracts from a vendor, Fleet is concerned about the following: ### Review an order form -- We should always check order forms for additional terms that go beyond the scope of the order form (caps on price increases, for example). -- Be sure the order form includes contact information + billing address and information so that Fleet knows how and who to invoice for payment. -- Verify that the payment terms are correct and matches what's in the agreement. This is a frequent common mistake as companies usually have default payment terms and overlook changing them to match atypical payment terms. -- Make sure the effective term of the order matches what was agreed upon (usually a one year term) and that the order form includes the correct number of hosts and whether or not it should contain professional services (usually, it does not). -- Check that the amount on the order form reflects what Fleet agreed to, as this is the amount that the customer will expect to be invoiced for. -- Lastly, double check one more time to make sure there are no sneaky, unusual terms snuck in at the bottom of an order form or stashed away in fine print. Common things that are included in order forms and not always communicated to Fleet are caps on price increases upon renewal, new SLAs, or a product roadmap or milestones we may not have agreed upon. Any clauses on an order form that appear beyond the scope of simply elaborating on the services being provided, the purchase cost, the contract that the purchase is being made under, how Fleet will bill and how the customer will pay deserves a careful look. Reach out to Nathanael Holliday in Digital Experience with concerns. +Using the this [order form review](https://fleetdm.zoom.us/clips/share/M79m0GZUS_GmF1R7go5T7A) and the [TEMPLATE - Subscription order form (confidential document)](https://docs.google.com/document/d/1X4fh2LsuFtAVyQDnU1ZGBggqg-Ec00vYHACyckEooqA/edit?tab=t.0) as an examples, check the document for correct format, pricing info, terms, "Fast-track deployment services" info, or any other missing details. +1. Be sure the order form includes a quality logo that matches the customer company and is correctly sized. +2. Navigate to the future customer's opportunity in Salesforce and verify the contact information + billing address and information so that Fleet knows how and who to invoice for payment. +3. Verify. There is a good quality and decently sized customer logo in the top right corner of the order form a good way to pull this is off of Linkedin. If you're having trouble finding it. +4. Next, as you're going down the page, you're going to verify the customer information and terms. Verify the customer name and address, the billing contact. And you'll be verifying these against the same information that should be in Salesforce. The billing contact (or an economic buyer) in salesforce should be the same person as your billing contact on the order form. +5. Verify the effective dates and total term match that in salesforce. E.g. If your effective dates are January 1st to December 31st of the same year, your total term is 12 months . If your effective dates are January 1st of 2025 to December 31st of 2028, your total term is 36 months. It's very important that the breakdown table, effective dates, and the total term all match. Otherwise the math won't come out correct. +6. Verify that the math in this table is correct. You can do that by going to the "Template gallery" in Google sheets and pull up the order form calculator. Copy the number of host and the unit price from the order form to the order form calculator and compare the order form to the order form calculator. Using the order form caluculator as the source of truth, if needed, adjust the values in the table to be correct. +7. Lastly, double check one more time to make sure there are no sneaky, unusual terms snuck in at the bottom of an order form or stashed away in fine print. Common things that are included in order forms and not always communicated to Fleet are caps on price increases upon renewal, new SLAs, or a product roadmap or milestones we may not have agreed upon. Any clauses on an order form that appear beyond the scope of simply elaborating on the services being provided, the purchase cost, the contract that the purchase is being made under, how Fleet will bill and how the customer will pay deserves a careful look. Reach out to Nathanael Holliday in Digital Experience with concerns. ### Review a non-standard subscription agreement