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Statement of Work: Create Editable SOW Drafts

Overview​

Statement of Work turns selected Spotto recommendations into a draft delivery document, either an external proposal or an internal business case. The draft is a starting point: pricing, legal terms, dates and customer approval still need human review.

Where to find it​

Open a company and go to Generate → Documents → Statement of Work. For parent/child structures, choose the client company first so recommendations load from the right customer.

How a draft is built​

Three steps. 1 Select Recommendations: Team board lanes (work already on the Kanban Board) and Highest-impact priorities (each system track's active work plus up to five untouched candidates). Selected work is grouped into workstreams by swim lane (the default), status, category or none. 2 Output Format: audience Business (outcomes, business value and savings) or Technical (changes, remediation, validation and effort); layout Spotto Standard Layout or the company template set in Brand Templates; optional management and coordination roles priced as a percentage of delivery hours. 3 Preview & Export: Generate Draft builds the document from the selected recommendations and their affected resources; edit the preview and accept AI Coach suggestions; Export Word downloads the .docx for pricing, legal and customer review. In the Spotto Standard Layout both versions start with Document Information and Contents. Business version: Executive Summary, Engagement at a Glance, Customer & Environment, Background, Objectives, Scope, Deliverables, Engineering Appendix, Acceptance Criteria, Fees, Commercial & Delivery Guardrails, Acceptance. Technical version: Technical Overview, Engagement at a Glance, Technical Deliverables, Engineering Appendix, Validation & Acceptance Criteria, Fees, Delivery Requirements, Acceptance. Example fees: delivery work 120 hours (effort hours of the selected recommendations) at the company rate of $180 an hour is $21,600; Project Management at 15% of delivery hours is 18 hours, $3,240; Project Coordination at 10% with a custom $120 rate is 12 hours, $1,440; total 150 hours, $26,280. With no company hourly rate, hours still show and fees read To be confirmed.Three steps. 1 Select Recommendations: Team board lanes (work already on the Kanban Board) and Highest-impact priorities (each system track's active work plus up to five untouched candidates). Selected work is grouped into workstreams by swim lane (the default), status, category or none. 2 Output Format: audience Business (outcomes, business value and savings) or Technical (changes, remediation, validation and effort); layout Spotto Standard Layout or the company template set in Brand Templates; optional management and coordination roles priced as a percentage of delivery hours. 3 Preview & Export: Generate Draft builds the document from the selected recommendations and their affected resources; edit the preview and accept AI Coach suggestions; Export Word downloads the .docx for pricing, legal and customer review. In the Spotto Standard Layout both versions start with Document Information and Contents. Business version: Executive Summary, Engagement at a Glance, Customer & Environment, Background, Objectives, Scope, Deliverables, Engineering Appendix, Acceptance Criteria, Fees, Commercial & Delivery Guardrails, Acceptance. Technical version: Technical Overview, Engagement at a Glance, Technical Deliverables, Engineering Appendix, Validation & Acceptance Criteria, Fees, Delivery Requirements, Acceptance. Example fees: delivery work 120 hours (effort hours of the selected recommendations) at the company rate of $180 an hour is $21,600; Project Management at 15% of delivery hours is 18 hours, $3,240; Project Coordination at 10% with a custom $120 rate is 12 hours, $1,440; total 150 hours, $26,280. With no company hourly rate, hours still show and fees read To be confirmed.

The company hourly rate comes from the company's details. The role presets start at Project Coordination 10%, Project Management 15% and Program Management 20%; change the percentage, set a custom rate, or add a custom role. A company template keeps its own structure and places SOW content where its placeholders sit, so review placement before sending.

Selecting recommendations​

Subscription selection controls which recommendation scopes load; it doesn't add subscription metrics to the document. Only the recommendations you select are included.

Team board lanes stay usable while generated priority data is loading or unavailable. Export to SOW on a Team board lane or system track opens this step with that row's eligible cards selected.

Selections follow the work, not the card's rank:

  • Recommendation-level and resource-level cards keep their own scope. Cards that share recommendation wording but name different resources are separate selections.
  • Refreshing generated priorities doesn't move a selection to a different card or duplicate it.

The selector uses the Kanban Board's eligibility rules. Dismissed candidates, Completed work, work already on a durable card, and exact matching external tickets are not offered again as untouched candidates, and the next eligible candidate can fill the five-card window. When Highest-impact priorities is disabled, only Team board work is selectable.

Troubleshooting​

No prioritized recommendations are available​

What you're seeing: The page shows no recommendations for the selected subscriptions.

Likely cause: The company or subscriptions have no Team board work or system-track candidates, or the recommendation query failed.

How to fix: Confirm the company and subscription scope, widen the selection, then retry loading recommendations.

Team work appears but system groups do not​

What you're seeing: Team board lanes are available, but one or all Highest-impact priority groups are missing.

Likely causes:

  • Generated priority data is still loading, incomplete, or unavailable for a selected subscription.
  • No untouched candidates are left for that track after dismissal, Completed work, durable cards and external tickets are applied.
  • Highest-impact priorities is not enabled.

How to fix: Continue with Team board work if it covers the engagement. If you need generated candidates, confirm the scope and retry after the latest scan completes. Use Recommendations for broader discovery and the Kanban Board to review ownership.

The SOW includes fewer items than expected​

What you're seeing: The draft scope is smaller than the visible backlog.

Likely causes:

  • Only selected recommendations are included.
  • Each system track offers the same top-five untouched candidates as the Kanban Board, not the larger generated buffer.
  • A dismissed, completed, durably owned or externally ticketed scope is not repeated, and another card may have taken its place.

How to fix: Return to Select Recommendations, expand the lane or track, clear filters, select the missing items and generate again. If priorities refreshed while you were selecting, check the recommendation or resource scope rather than its position in the group.

Template output needs cleanup​

What you're seeing: Content is in the right document but needs wording or placement changes.

Likely cause: Uploaded templates vary, so Spotto uses placement suggestions instead of assuming a fixed structure.

How to fix: Accept useful AI Coach suggestions, edit the preview directly, then export the reviewed .docx.