Sales Workflow

Welcome to the Sales Workflow SOP Template Library for Roof Inspection roofing projects. Access free, expertly crafted Standard Operating Procedures designed to streamline your sales process for Roof Inspection projects. Our templates cover every step from lead generation to contract signing, ensuring a seamless and effective sales cycle. Download our templates today to enhance your sales process and increase your project acquisition success.

Make initial contact with potential client (phone call or email)

Step 1: Gather Client Information

Obtain the client’s name contact information (phone number and email) and initial project details Confirm the source of the lead and record any pertinent referral details in the CRM

Step 2: Prepare Introduction

Draft a professional and friendly script or email template to introduce yourself and your company highlighting key services related to residential roof replacement
Ensure the message sets expectations for the initial communication

Step 3: Verify Contact Method

Check whether the client has a preferred contact method (phone call text or email) and adjust your communication approach accordingly
Make note of the client’s preferred contact time if mentioned

Step 4: Make Contact

Call or email the client using the prepared script or template Confirm that the client is interested in proceeding with an initial consultation or discovery meeting If leaving a voicemail state your name company and reason for calling clearly

Step 5: Schedule Follow-Up

If the client does not respond within 48 hours plan to follow up with another call or email
For follow-up use a slightly revised script or message expressing a willingness to answer any questions they might have

Step 6: Record Contact Outcome

Update your CRM with the details of the attempted contact including the time date and method used
Make a note of any specific requests or concerns expressed by the client during the conversation

Step 7: Send Confirmation

If the client confirms interest send an email summarizing the conversation including any agreed follow-up actions and the next steps for the project

Qualify client based on inspection needs and urgency

Step 1: Review Initial Contact Information and Client Needs

Review the initial contact information and the clients expressed needs, focusing on key details such as their roofing concerns, project goals, and urgency
Confirm that all relevant details are documented in the CRM

Step 2: Determine the Urgency of the Clients Roofing Needs

Determine the urgency of the clients roofing needs based on factors such as damage severity, project deadlines, or upcoming weather conditions
Use this information to prioritize scheduling and resource allocation

Step 3: Assess the Scope and Complexity of the Potential Project

Assess the scope and complexity of the potential project by asking follow-up questions or reviewing photos, inspection reports, or previous work history
Confirm that your company has the capacity and expertise to meet the clients needs

Step 4: Confirm the Clients Budget Expectations and Feasibility

Confirm the clients budget expectations and the feasibility of meeting their project goals within that budget
Offer general guidance or a preliminary range based on past projects or industry standards

Step 5: Evaluate the Clients Decision-Making Timeline and Authority

Evaluate the clients decision-making timeline and authority, confirming whether they are ready to proceed with a consultation or if additional stakeholders are involved
Adjust your follow-up strategy accordingly to align with their decision-making process

Step 6: Prioritize the Client for Follow-Up Based on Urgency and Fit

Prioritize the client for follow-up based on their urgency, project scope, and fit with your companys services
Confirm the next steps, such as scheduling an inspection or providing additional information

Step 7: Document the Qualification Process and Client Priority in CRM

Document the qualification process and client priority in the CRM, linking it to the clients file for easy reference during follow-up and consultation planning

Record client information and project details in CRM

Step 1: Access CRM System

Log into your company’s CRM system using your authorized credentials

Step 2: Create New Client Record

Navigate to the section for creating a new client record
Select the appropriate project type Roof Replacement – Residential

Step 3: Input Project Details

Enter the clients basic information including name contact details and project scope
Include additional notes gathered during initial contact or the discovery meeting

Step 4: Review and Verify Information

Double-check all entered information for accuracy
Cross-reference with any physical documents or email confirmations from the client

Step 5: Save and Update Status

Save the client and project records in the CRM
Update the project status to In Progress or a similar status based on company policies

Step 6: Notify Team Members

Inform relevant team members that the client information is now available in the CRM
Assign any necessary follow-up tasks or schedule internal meetings if needed

Step 7: Regularly Update CRM

Set up reminders to regularly update the CRM with new client communications and project progress
Ensure that all team members have access to the most recent information

Provide client with price estimate for the inspection

Step 1: Review Clients Inspection Requirements and Scope

Review the clients inspection requirements and scope based on the initial contact and project information logged in the CRM
Confirm the specific areas of focus, such as damage assessment, roof condition, or warranty eligibility

Step 2: Prepare a Price Estimate for the Inspection

Prepare a price estimate for the inspection, considering factors such as travel time, inspection duration, and the complexity of the assessment
Use standard pricing guidelines or past project data to ensure consistency and accuracy

Step 3: Draft a Clear and Detailed Estimate Document

Draft a clear and detailed estimate document that outlines the inspection scope, expected deliverables (e.g., inspection report or photos), and the total cost
Include any terms and conditions, such as payment methods, cancellation policies, or additional service fees

Step 4: Send the Estimate to the Client for Review

Send the estimate to the client for review via their preferred communication method, such as email or an online client portal
Confirm receipt of the estimate and invite the client to ask questions or seek clarifications

Step 5: Follow Up with the Client to Confirm Acceptance of the Estimate

Follow up with the client to confirm their acceptance of the estimate, offering additional support or information if needed
Record the clients acceptance and any specific conditions or agreements in the CRM

Step 6: Notify Key Team Members of the Clients Acceptance

Notify key team members, such as the project manager or inspection coordinator, of the clients acceptance and provide access to the estimate document for planning purposes

Step 7: Document the Price Estimate and Client Acceptance in CRM

Document the price estimate and client acceptance in the CRM, linking them to the clients file for reference during inspection scheduling and service delivery

Schedule roof inspection with the client upon acceptance of price

Step 1: Review Clients Availability and Scheduling Preferences

Review the clients availability and scheduling preferences based on previous communications and CRM notes
Confirm any preferred days, times, or specific scheduling requirements expressed by the client

Step 2: Propose Inspection Dates and Times to the Client

Propose multiple inspection dates and times to the client, offering flexibility to accommodate their schedule
Clearly communicate the proposed options and confirm the clients preferred date and time

Step 3: Confirm the Inspection Date and Time with the Client

Confirm the inspection date and time with the client, providing a summary of what they can expect during the inspection
Send a calendar invitation or written confirmation to the client for their records

Step 4: Log the Inspection Appointment in CRM

Log the inspection appointment in the CRM, linking it to the clients file and updating the project timeline to reflect the scheduled inspection
Assign the inspection task to the designated team member(s)

Step 5: Communicate the Scheduled Inspection to Key Team Members

Communicate the scheduled inspection to key team members, such as the inspector, project manager, and sales representative
Confirm that all relevant personnel are aware of the inspection date, time, and scope

Step 6: Prepare a Confirmation Reminder for the Client

Prepare a confirmation reminder for the client, scheduling it to be sent 24 hours before the inspection
Use the CRM or automated tools to streamline the reminder process

Step 7: Document the Inspection Scheduling Process in Project Records

Document the inspection scheduling process in project records and CRM, linking it to the clients file for reference during follow-up and service delivery

Confirm inspection appointment with the client

Step 1: Send a Confirmation Reminder to the Client

Send a confirmation reminder to the client 24 hours before the scheduled inspection, using their preferred communication method (e.g., email, text, or phone call)
Include key details such as the inspection date, time, and point of contact

Step 2: Invite the Client to Confirm Their Availability

Invite the client to confirm their availability for the scheduled inspection, offering a simple method to reschedule if needed
Record the clients confirmation or request for changes in the CRM

Step 3: Verify the Inspection Scope and Expectations with the Client

Verify the inspection scope and expectations with the client, ensuring that they understand what will be covered during the inspection and what deliverables they can expect
Address any last-minute questions or concerns they may have

Step 4: Confirm the Inspectors Contact Information with the Client

Confirm the inspectors contact information with the client, providing them with a direct phone number or email address in case they need to reach out on the day of the inspection

Step 5: Notify Key Team Members of the Clients Confirmation

Notify key team members, such as the inspector and project manager, of the clients confirmation and any specific instructions or requests
Update the inspection task in the CRM to reflect the clients confirmation

Step 6: Send a Final Reminder on the Day of the Inspection

Send a final reminder to the client on the day of the inspection, confirming that the inspector is on their way and providing an estimated arrival time
Use automated reminders if available in the CRM system

Step 7: Document the Confirmation Process in CRM

Document the confirmation process in the CRM, linking it to the clients file for reference during the inspection and follow-up actions

Prepare necessary documentation and tools for the inspection

Step 1: Review the Clients Inspection Scope and Objectives

Review the clients inspection scope and objectives based on previous communications and CRM notes
Confirm the specific areas of focus, such as damage assessment, warranty validation, or general roof condition

Step 2: Prepare Inspection Documentation and Checklists

Prepare all necessary inspection documentation and checklists, ensuring that they align with the clients expressed needs and project requirements
Include sections for key areas such as roof penetrations, flashing, drainage, and structural integrity

Step 3: Gather Inspection Tools and Safety Equipment

Gather all required inspection tools and safety equipment, such as ladders, measuring tapes, moisture meters, cameras, and personal protective equipment (PPE)
Verify that all tools are in good working condition and meet safety standards

Step 4: Confirm the Availability of Specialized Equipment (if needed)

Confirm the availability of specialized equipment if needed, such as drones, infrared cameras, or moisture detection devices
Schedule the use of such equipment in advance to avoid delays on the inspection day

Step 5: Organize Documentation and Tools for Easy Access

Organize documentation and tools for easy access during the inspection, using a designated bag or case to keep everything in order
Ensure that all documents are clearly labeled and easily accessible

Step 6: Brief the Inspection Team on Key Tasks and Safety Protocols

Brief the inspection team on key tasks and safety protocols, confirming that all team members understand their roles and responsibilities
Emphasize the importance of following safety guidelines and quality standards

Step 7: Document the Preparation Process in Project Records

Document the preparation process in project records and CRM, linking it to the clients file for reference during the inspection and quality control checks

Assign inspection team and communicate project details

Step 1: Identify Qualified Team Members for the Inspection

Identify qualified team members for the inspection based on their experience, certifications, and familiarity with the specific type of roofing work required
Confirm availability of each team member for the scheduled inspection date

Step 2: Assign Roles and Responsibilities to Team Members

Assign specific roles and responsibilities to each team member, such as lead inspector, assistant, and safety officer
Communicate the expectations and key tasks for each role during the inspection

Step 3: Share Project Details and Client Information with the Team

Share project details and client information with the inspection team, including the clients expressed needs, scope of the inspection, and any special considerations
Provide access to the clients file in the CRM or project management system for reference

Step 4: Review Inspection Objectives and Key Focus Areas

Review the inspection objectives and key focus areas with the team, highlighting critical areas such as roof penetrations, flashing, and drainage systems
Discuss any known challenges or risks that the team should be aware of

Step 5: Distribute Inspection Checklists and Documentation to Team Members

Distribute inspection checklists and necessary documentation to all team members, ensuring that everyone is equipped with the appropriate forms and guidelines
Confirm that all team members understand the inspection protocol and deliverables

Step 6: Establish Communication Protocols and Points of Contact

Establish communication protocols and points of contact for the inspection, specifying how team members should report findings or escalate issues
Provide team members with a contact list including the project manager and client representative (if applicable)

Step 7: Document the Assignment of Inspection Team and Roles in Project Records

Document the assignment of the inspection team and their roles in project records and CRM, linking it to the clients file for reference during follow-up and reporting

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