How to Automate Scope of Work Generation in Google Docs

• Define a stable scope structure (sections that repeat across projects).
• Define scope variables — the inputs that change from project to project.
• Encode rules for which sections to include/exclude and how to calculate hours/pricing.
• Assemble the first draft automatically, then review and customise what's unique.
• RuleDox does this inside Google Docs using a rules engine.

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Most agencies write scopes manually — copying from previous docs, editing sections in and out, recalculating pricing by hand. This works when one person owns all the scoping. It breaks when:

• Multiple people need to write scopes. Everyone makes different decisions about what to include.
• Project types vary. A Shopify migration scope is different from a new store build. Manually editing a template for each type is slow and error-prone.
• Hours and pricing need to be consistent. Without rules, estimates drift between team members.
• Speed matters. Assembling a 10-page scope shouldn't take half a day.

Automation doesn't replace human judgement. It removes the mechanical, rules-based work so the human can focus on what's genuinely unique about each project.

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Start with the sections that appear in most of your scopes. For a digital agency, this might be:

1. Project overview
2. In-scope deliverables
3. Out-of-scope exclusions
4. Assumptions and client responsibilities
5. Timeline and phases
6. Hours and pricing breakdown
7. Acceptance and sign-off criteria
8. Change request policy

The structure is your template backbone. It should be stable — the same sections in the same order, across projects.

Scope variables are the questions you ask before writing a scope. They are the inputs that determine what the scope should contain.

Examples of scope variables:

• Project type (new build, migration, retainer, optimisation)
• Platform (Shopify, WordPress, custom)
• Store complexity (SKU count, number of markets, languages)
• Required integrations (ERP, POS, loyalty, email marketing)
• Design approach (custom theme, existing theme customisation)
• Content migration (yes/no, volume)
• Training required (yes/no)

Each variable has a set of possible values. The combination of values determines the scope.

Not every section belongs in every scope. Use conditional rules to include or exclude content:

• If project type is "migration", include the data migration section.
• If integrations include "POS", include the point-of-sale setup section.
• If training is "no", exclude the training and handover section.
• If store complexity is "enterprise" (500+ SKUs), include the performance optimisation section.

These rules should be explicit and written down — not carried in someone's head.

Hours and pricing should be calculated from variables, not estimated from memory:

• Base hours for a new Shopify store build: 120 hours.
• Add 20 hours if the store has multiple markets.
• Add 15 hours per custom integration.
• Add 30 hours if a custom theme is required (vs theme customisation).
• Multiply total hours by your hourly rate.

These rules ensure every team member produces the same estimate for the same inputs.

With structure, variables, conditional rules, and calculation rules defined, the scope can be assembled:

1. Someone answers the scope variables (a form or checklist).
2. The system applies conditional rules to include/exclude sections.
3. The system calculates hours and pricing.
4. A draft scope is generated in Google Docs — ready for human review.

The assembled draft is a strong starting point, not the final scope. Review it for:

• Project-specific context that no rule can capture
• Client-specific language or requirements
• Anything that needs rewording for this particular relationship

This review should take minutes, not hours — because the structure, inclusions, and calculations are already correct.

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RuleDox automates steps 3-5 above. It is a rules-based scope assembly tool that works inside Google Docs.

How RuleDox works:

1. You define your scope variables (inputs) in RuleDox.
2. You define rules for conditional sections and calculations.
3. When someone creates a new scope, they fill in the variables.
4. RuleDox assembles the scope — right sections, right calculations — directly into a Google Doc in your Drive.
5. You review and customise in Google Docs as normal.

What makes RuleDox different:

• Google Docs-first. The scope is a real Google Doc. You own it, share it, and edit it like any other doc.
• Rules, not templates. Conditional logic determines what appears. Calculations are automatic.
• Variables drive everything. Change an input, and the scope updates accordingly.
• Safe delegation. Anyone who can answer the variables can produce a consistent scope.

Try the interactive demo to see scope assembly in action

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Approach	Conditional Logic	Hours Calculation	Google Docs	Consistency
Manual (copy from old scope)	Manual	Manual	Yes	Low
Google Docs template	Manual	Manual	Yes	Medium
Spreadsheet + template	Manual	Spreadsheet formulas	Partial	Medium
Proposal tool (PandaDoc, Proposify)	No	Manual pricing table	No	Medium
RuleDox	Rules-based	Automatic	Yes	High

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Can I automate scope generation without a tool? Partially. You can use Google Docs templates and spreadsheets for calculations. But conditional logic (include/exclude sections) and integrated calculations require either a custom script or a tool like RuleDox.

Does this only work for Shopify agencies? No. Any team with repeatable, variable scopes can benefit. Shopify agencies are a common use case because their project types (store builds, migrations, retainers) are well-suited to rules-based assembly.

How is this different from using AI to write a scope? AI (like ChatGPT) can draft scope language, but it doesn't know your specific rules, pricing, or inclusion/exclusion logic. RuleDox applies your rules to generate your scope structure. The two can complement each other — use RuleDox for structure and calculations, and AI for drafting unique narrative sections.

Does the generated scope need editing? Usually, yes. The assembled scope handles the rules-based parts (structure, inclusions, calculations). You still review for project-specific context and client-specific language. The point is that review takes minutes, not hours.