02 / SYSTEMCONVERT

The Client Conversion System

Understand the need. Make the scope exact. Make the decision easy.

An operating system for turning a qualified opportunity into a committed engagement, so that the client decides on an exact scope, with agreed acceptance criteria, and commits in writing.

$149 USD, one-time purchase

Get the System (opens in a new tab)

One-time purchase. Delivered as a digital download. All sales final. Digital product policy

70-page System Guide · 7 tools · 12 files · Digital download

The Client Conversion System System Guide, a dark cover with an ochre arch closed by a gold keystone, standing on a warm studio surface.

Opportunities drift, and vague scope comes back later.

Most opportunities that do not become clients are not lost to a competitor. They drift. And when an opportunity does convert, a vague scope often returns as a disputed invoice or a disagreement about what was included. Both problems start in the same place: the decision and the scope were never made exact.

  • Discovery covers what the client wants, but not how or by whom the decision will be made.
  • The scope describes activities rather than deliverables, and leaves out what is excluded.
  • Acceptance criteria are missing, or as vague as "to the client's satisfaction".
  • The proposal offers too many options, or none, and buries the recommendation.
  • The commitment is a "go ahead" in an email, with no record of what was agreed.

What the research shows

  • PMI defines scope creep as the uncontrolled expansion of scope without adjustments to time, cost and resources. Agreeing the scope exactly before commitment is the way to prevent it.
  • A study of 127 projects found that project success has several dimensions, and impact on the customer is one of them, distinct from time and budget.

Sources: PMI Lexicon of Project Management Terms; Shenhar et al.; Fagan. The guide makes no claim about win rates.

An opportunity is converted only when the client has decided on an exact scope, with agreed acceptance criteria, and committed in writing. The firm's job is to make that decision easy, not to press for it.

The operating process: DISCOVER → SCOPE → PROPOSE → DECIDE → COMMIT

  1. DISCOVER

    Understand the need, the client's measure of success, and how and by whom the decision will be made.

    Output Discovery Record

  2. SCOPE

    Write an exact scope: deliverables, exclusions, assumptions, responsibilities and acceptance criteria.

    Output Scope Statement

  3. PROPOSE

    Present one clear recommendation, built on the scope, that the decision makers can act on.

    Output Proposal

  4. DECIDE

    Support the client's decision: answer open questions, involve the right people, agree a decision date.

    Output Decision Plan; recorded decision

  5. COMMIT

    Record the commitment in writing and hand the engagement to onboarding.

    Output Signed agreement; Commercial Handover Record

Every stage defines the same seven things: OWNER · INPUT · ACTION · OUTPUT · EVIDENCE · HANDOFF · CHECK.

The tools

  • Flagship

    Scope Statement Builder

    Write an exact scope, including acceptance criteria to the series standard.

  • Flagship

    Decision Plan

    Record who decides, how and by when, and what must be resolved first.

  • Discovery Record. Capture the need, the client's success measures and the decision context.
  • Proposal Structure Guide. Check the proposal is clear, complete and built on the scope.
  • Commitment Checklist. Check the commitment is complete before handing over.
  • Commercial Handover Record. Hand the engagement to 03 / ONBOARD with evidence.
  • Conversion Audit. Find what to fix first, before rollout and at each review.
The tool pages of The Client Conversion System laid out together.

What’s included

Guide pages
70
Customer files
12
Tools
7
  • System Guide, 70 pages, with 265 fillable fields
  • Seven fillable tool PDFs, including both flagship tools
  • Conversion Operations Workbook (Excel): Opportunity Register with decision-date flags, plus running records
  • Client Templates (Word): 8 editable messages
  • Internal Records (Word): printable register and editable tools
  • A one-page Start Here guide

Formats: PDF (fillable), Excel and Word. Delivered as a digital download; no physical product is shipped. Photography shows the guide printed, as a visualization.

The Client Conversion System System Guide with pages from its fillable tools laid beside it.
The Client Conversion System System Guide shown at a three-quarter angle.
The Client Conversion System System Guide cover.

Who it is for

Service businesses of any size, from a single consultant to a multi-person firm.

  • Consultants and advisors
  • Agencies and studios
  • Bookkeeping and accounting practices
  • Coaches and specialists
  • Professional service firms

It is designed for whoever leads a new engagement from first conversation to signed agreement.

How to implement it

  1. Run the Conversion Audit to find what to fix first.
  2. Use the Scope Statement Builder on your next proposal.
  3. Track every open opportunity in the Opportunity Register.
  4. Hand each signed engagement over with the Commercial Handover Record.
  5. Follow the guide's first-30-days plan.

The guide includes a rollout chapter, a worked example, guidance for running it in the tools you already use, and a first-30-days plan.

Use a System with the tools you already have.

  • Your existing tools

    Use the operating method without changing your software.

  • AvariHQ Platform

    Implement the System inside AvariHQ.

    Explore Platform

  • AvariHQ Services

    Get help configuring or implementing it.

    Explore Services

Questions

Is this software?

No. The Client Conversion System is an operating method: stages, ownership, records and checks, with the tools to run them. It runs in the tools you already use.

Do I need AvariHQ or the other Systems?

No. Each System can be used on its own, with any software. Where the series connects, the guide shows the handoff, and if you use AvariHQ the guide shows which features can hold each part.

What formats are the files?

The System Guide and the tools are PDFs with fillable fields, and they print cleanly. The operations workbook is an Excel spreadsheet. The client templates and internal records are editable Word documents.

Is this a printed book?

No. It is a digital download. The photography shows the System Guide printed, as a visualization; you receive the files and can print them yourself if you prefer.

Can I use it with my team and clients?

Yes, within one business. The license covers internal team use and use of the client-facing materials with your own clients. Resale, redistribution and sublicensing are not permitted.

What does it not cover?

It is an operating guide. It does not provide: sales training, persuasion or closing technique; legal advice, including contract wording or enforceability; pricing strategy; software.

One system. One business license.

Every AvariHQ System is licensed for use inside one business, including your team and your own clients.

Permitted

  • Use inside one business/entity
  • Internal employee and team use
  • Use client-facing materials with your own clients
  • Unlimited engagements with your own clients

Not permitted

  • Resale
  • Redistribution
  • Sublicensing
  • Sharing with unrelated businesses
  • Derivative template resale
  • Upload to public repositories

All digital product sales are final, subject to applicable consumer rights.

Systems are delivered as digital downloads, so we do not offer refunds for a change of mind. Please read what is included before you buy.

If you cannot access your files, a file is defective, or the product materially differs from its description, email support@avarihq.com and we will restore access, replace the file or provide the remedy the law requires. This does not affect your statutory rights.

Read the full refund policy

Start learning the method for free

  • Cornerstone guide

    A practical conversion process, from qualified opportunity to signed client

    Most stalled proposals are not lost to a competitor. They stall because the scope was vague, the decision makers were unclear or the next step was never agreed. Here is a process that fixes each of those.

    Read the guide

  • Free tool

    Service Scope Definition Worksheet

    After discovery and before you write the proposal.

    Download free

  • Self-assessment

    The Client Operations Assessment

    Score all seven stages and see where to start. About ten minutes.

    Take the assessment

Each System can be used on its own. These are the stages it hands records to and receives them from.

  1. 01ACQUIREClient Acquisition System
  2. 02CONVERTClient Conversion System
  3. 03ONBOARDClient Onboarding System
  4. 04DELIVERProject Delivery System
  5. 05BILLClient Billing System
  6. 06SUPPORTClient Support System
  7. 07GROWClient Growth System

Also available in

02 / SYSTEM · CONVERT

Understand the need. Make the scope exact. Make the decision easy.

$149 USD, one-time purchase

Get the System (opens in a new tab)

One-time purchase. Delivered as a digital download. All sales final. Digital product policy