Sample proposal
What you receive after the discovery call, for a fictional organisation, "Example Federation". Real proposals are written for your organisation.
1. Summary
A membership system for Example Federation and its affiliated clubs: member registry, online registration and renewal with guardian consent for minors, branded certificates, rankings and results, online payments, member email from the federation's own domain, a public website, and an installable member portal in two languages. It runs in a cloud account owned by the federation.
2. Scope
- Member registry with statuses, renewals and history
- Online registration and renewal, with consent and guardian approval
- Branded certificates with a unique member number
- Rankings and results published from the registry
- Online payments through the federation's own payment provider account
- Public website with news, events, a public member directory and rankings pages, fed from the registry
- Two languages and an installable member portal
- Import of existing member data from spreadsheets
- Training for the federation's team and written documentation
3. Plan
The timeline is agreed in each proposal and depends on scope. An example plan for this size of project:
| Phase | What happens |
|---|---|
| Discovery | Membership types, fees, approvals and events are written down and confirmed. |
| Build | The system is configured in the federation's own account. |
| Migration and testing | Existing members are imported and the team tests with real cases. |
| Training and launch | The team is trained, documentation is handed over, and registration opens. |
4. Price
| Item | Amount |
|---|---|
| Setup, fixed (Standard package) | €6,500 |
| Monthly retainer: updates, backups, monitoring, support | €300 per month |
| Year one total | €10,100 |
Prices exclude VAT. Setup is paid 50% on signing and 50% at go-live. The retainer is month to month with 30 days' notice.
5. Not included
- Cloud hosting and licences in the federation's own account, paid directly to the provider
- Payment provider fees, with no markup from FedCrest
- The domain name
6. Terms
- The federation owns its data and its accounts from day one.
- No per-transaction fees and no revenue share.
- Exit handover is included at no charge.
- Support by email within two working days. No 24/7 line.
- A data processing agreement is signed before work starts.
7. Next step
Book a 30-minute discovery call. We reply within two working days, and send a written proposal like this one for your organisation.