SOW Generator (ConnectWise Manage)
Documentation for the SOW Generator Custom GPT - automate Scope of Work drafting and ConnectWise Manage opportunity creation for vCIOs, account managers, and sales professionals.
Introduction
Section titled “Introduction”The SOW Generator (ConnectWise Manage) customGPT assists vCIOs, Account Managers, or anyone in a sales role in creating Scopes of Work (SOWs) and seamlessly generating opportunities in ConnectWise Manage - all from within a ThreoAI conversation.
Purpose: Streamline the SOW drafting process, reduce manual errors, and ensure opportunities are created with accurate, data-driven inputs pulled directly from ConnectWise Manage.
Target Users: vCIOs, Account Managers, Sales Professionals
This Custom GPT combines document-based SOW generation with live ConnectWise Manage integration. Instead of manually gathering contact details, company information, and member IDs from ConnectWise Manage and then separately drafting a SOW in a word processor, you provide a few key details in a conversation and the GPT handles the rest.
How It Works
Section titled “How It Works”The SOW Generator follows a structured workflow that combines your uploaded templates with live data from ConnectWise Manage:
- Template-based drafting: The GPT uses your user-uploaded templates (
sow_template.docxandLOEMD.docx) to build SOW drafts. These templates define the structure, language, and sections of your SOW, ensuring consistency across all documents. - Contact and company lookup: The GPT requires the Point of Contact (POC) first and last name, the company name, and your ConnectWise Manage email address. It uses the POC details to pull company data, location, and contact ID from ConnectWise Manage via API calls.
- Sales rep mapping: The GPT uses your ConnectWise Manage email to look up your memberID, which is then mapped as the primarySalesRep on the opportunity. This ensures the opportunity is attributed to the correct sales representative.
- Opportunity creation: Once you review and approve the draft SOW, the GPT creates and posts an opportunity in ConnectWise Manage using the gathered data.
- Email confirmation: After posting, the GPT sends an email notification confirming whether the opportunity was created successfully or if an error occurred.
Setup Instructions
Section titled “Setup Instructions”Before you can use the SOW Generator, your organization must complete the following setup steps. These are typically handled by your ConnectWise Manage administrator and your Synthreo contact.
Provide API Credentials
Section titled “Provide API Credentials”Your organization must share ConnectWise Manage API credentials with Synthreo so that the GPT can communicate with your ConnectWise Manage instance. The API credentials require the following minimum permissions:
| API Area | Required Permission | Purpose |
|---|---|---|
| Contacts API | Read | Look up POC details and contact IDs |
| Members API | Read | Look up your memberID to map as primarySalesRep |
| Opportunities API | Read & Write | Create new opportunities in ConnectWise Manage |
Contact your ConnectWise Manage administrator to generate API credentials with these permissions. Then share them securely with your Synthreo representative to complete the integration setup.
Upload Required Templates
Section titled “Upload Required Templates”End users must upload their own sow_template.docx and LOEMD.docx as Training Documents when setting up or using the GPT. These files define the structure and content of the SOW that the GPT generates.
sow_template.docx- Your organization’s standard Scope of Work template, including section headings, boilerplate language, and formatting.LOEMD.docx- Your Level of Effort / Milestone Definition document, which provides the framework for scoping project deliverables.
Without these files, the GPT cannot generate SOWs. Make sure both files are current and reflect your organization’s latest standards before uploading.
User Requirements (During the GPT Conversation)
Section titled “User Requirements (During the GPT Conversation)”Each time you use the SOW Generator, you need to provide the following information during the conversation:
- Correct first and last name of the POC - The Point of Contact at the client company. This must match the contact record in ConnectWise Manage exactly (including spelling).
- Company name - The name of the client company. This must match the company record associated with the POC in ConnectWise Manage.
- Your ConnectWise Manage email address - The email address you use to log in to ConnectWise Manage. This is used to fetch your memberID, which maps you as the primarySalesRep on the opportunity.
Usage Example (Workflow)
Section titled “Usage Example (Workflow)”The following walkthrough illustrates a typical session with the SOW Generator.
Scenario: A vCIO needs to create an SOW for a new client project and post an opportunity in ConnectWise Manage.
Step 1: Start a Conversation
Section titled “Step 1: Start a Conversation”Open the SOW Generator Custom GPT from your My GPTs list or the ThreoAI Marketplace sidebar. If you have not already done so, upload your sow_template.docx and LOEMD.docx files as Training Documents.
Step 2: Provide Required Information
Section titled “Step 2: Provide Required Information”During the conversation, provide the GPT with:
- The POC name (e.g., “Jane Smith”)
- The company name (e.g., “Acme Corp”)
- Your ConnectWise Manage email address (e.g., “jdoe@yourmsp.com”)
Step 3: Review the Draft SOW
Section titled “Step 3: Review the Draft SOW”The GPT generates a draft SOW using your uploaded templates and the data it retrieved from ConnectWise Manage (POC details, company verification, and your memberID). Review the draft carefully for accuracy, completeness, and alignment with the project scope.
Step 4: Approve and Post
Section titled “Step 4: Approve and Post”Once you are satisfied with the draft, tell the GPT to post the opportunity. Use a clear command such as: “Post the opportunity”
The GPT creates the opportunity in ConnectWise Manage using the collected data.
Step 5: Check the Email Notification
Section titled “Step 5: Check the Email Notification”After the posting attempt, you receive an email notification with one of two outcomes:
- Success - The opportunity was posted successfully. The email includes a confirmation with details.
- Failure - Something went wrong during posting. Forward the failure email to help@synthreo.ai for support and troubleshooting.
ConnectWise Manage Integration Details
Section titled “ConnectWise Manage Integration Details”The SOW Generator uses Synthreo Builder Actions to communicate with ConnectWise Manage. Understanding how this integration works can help you troubleshoot issues and set expectations.
Data Flow
Section titled “Data Flow”- Contact lookup: When you provide the POC name and company name, the GPT calls the ConnectWise Manage Contacts API to find the matching contact record. It retrieves the contact ID, associated company data, and location information.
- Member lookup: When you provide your ConnectWise Manage email, the GPT calls the Members API to find your member record and retrieve your memberID.
- Opportunity creation: When you approve the SOW and request posting, the GPT calls the Opportunities API to create a new opportunity record. The opportunity is populated with the contact ID, company data, your memberID as primarySalesRep, and details from the SOW draft.
- Email notification: After the opportunity creation API call completes (whether successful or not), the GPT triggers an email notification to inform you of the result.
What the Integration Cannot Do
Section titled “What the Integration Cannot Do”- Update existing opportunities. The GPT only creates new opportunities. If you need to modify an existing opportunity, do so directly in ConnectWise Manage.
- Delete opportunities. Once posted, an opportunity cannot be removed through the GPT.
- Look up records by partial names. The POC name and company name must match the ConnectWise Manage records closely. Partial matches or nicknames may not return results.
Troubleshooting
Section titled “Troubleshooting”POC and company don’t match
Section titled “POC and company don’t match”The GPT cannot find the contact because the POC name does not match a contact associated with the specified company in ConnectWise Manage.
- Verify the spelling of both the first name and last name exactly as they appear in ConnectWise Manage.
- Confirm the POC is actually associated with the company you specified. A contact may exist in ConnectWise Manage under a different company.
- Check for common issues like middle names, suffixes (Jr., Sr.), or hyphenated last names.
Email not found / memberID missing
Section titled “Email not found / memberID missing”The GPT cannot find your member record in ConnectWise Manage.
- Confirm you are providing your ConnectWise Manage login email - not a personal email or a different work email.
- Check with your ConnectWise Manage administrator to verify your member record is active and your email address is correct in the system.
Insufficient permissions
Section titled “Insufficient permissions”The API calls are being rejected due to missing permissions.
- Contact your ConnectWise Manage administrator and confirm the API credentials shared with Synthreo include:
- Read access to Contacts and Members
- Read/Write access to Opportunities
- If permissions were recently changed, the update may take a few minutes to propagate.
Missing templates
Section titled “Missing templates”The GPT cannot generate a SOW because the required template files are not uploaded.
- Ensure you have uploaded both
sow_template.docxandLOEMD.docxas Training Documents for the GPT. - If you are editing the GPT, check the Training Documents tab to verify both files are listed.
- If the files were deleted or need updating, upload new versions.
Posting fails
Section titled “Posting fails”The opportunity creation in ConnectWise Manage did not succeed.
- Check the failure email notification for specific error details.
- Verify that all required fields were populated correctly (POC name, company name, your CW Manage email).
- Forward the failure email to help@synthreo.ai for Synthreo support assistance.
Q: Can I update an existing opportunity? A: No. The GPT only creates new opportunities. Updates to existing opportunities must be handled manually in ConnectWise Manage.
Q: Can I use my personal email instead of my CW Manage email? A: No. The email must match your ConnectWise Manage account so the GPT can look up your memberID. If you provide an email that is not registered in ConnectWise Manage, the member lookup will fail and the opportunity cannot be attributed to you as the sales representative.
Q: Do I need to upload the SOW/LOEMD template each time? A: You only need to upload the templates once per GPT configuration. They are stored as Training Documents and persist across conversations. However, if your templates change, you should edit the GPT and upload the updated versions.
Q: How do I confirm if the opportunity was created successfully? A: You will receive an email notification after the posting attempt. A success email confirms the opportunity was created. A failure email provides error details. You can also check ConnectWise Manage directly to verify the opportunity appears in your pipeline.
Q: What if my templates need to be updated? A: Edit the SOW Generator Custom GPT, go to the Training Documents tab, remove the outdated files, and upload the new versions. The GPT will use the updated templates for all future SOW generation.
Q: Can multiple people in my organization use this GPT? A: Yes, if the GPT is set to Shared and your administrator has configured the appropriate access rules in Tenant Management. Each user provides their own ConnectWise Manage email during the conversation, so opportunities are attributed to the correct sales representative.
Related
Section titled “Related”- Creating Custom GPTs - how to create and configure Custom GPTs in ThreoAI
- ThreoAI Marketplace - discover and launch Custom GPTs from the marketplace