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: Review Client Information and Prepare a Contact Script
• Review the client’s information, such as their name, contact details, and project history (if any) to prepare for the initial contact
• Prepare a contact script or outline to guide the conversation and cover key points
Step 2: Initiate Contact with the Client via Phone or Email
• Initiate contact with the client via phone or email, introducing yourself and your company’s services
• Confirm that you have reached the correct person and offer to answer any initial questions
Step 3: Briefly Explain the Purpose of the Contact and Available Services
• Briefly explain the purpose of the contact, such as discussing a potential roofing project or offering a consultation
• Highlight your company’s expertise and the specific services relevant to the client’s needs
Step 4: Gather Initial Information About the Client’s Needs
• Gather initial information about the client’s needs, such as their roofing concerns, project goals, and preferred timeline
• Take notes on key details to use during the qualification process
Step 5: Offer to Schedule a Follow-Up Meeting or Inspection
• Offer to schedule a follow-up meeting or inspection based on the client’s availability and urgency of their roofing needs
• Confirm the client’s preferred date and time for the follow-up
Step 6: Provide Contact Information and Invite Client to Reach Out
• Provide your contact information and invite the client to reach out if they have additional questions or need further assistance
• Reiterate your willingness to help and provide a brief summary of the next steps
Step 7: Document the Initial Contact and Client Details in CRM
• Document the initial contact and client details in the CRM, noting key information such as the date of contact, client preferences, and agreed follow-up actions
Qualify client based on inspection needs and urgency
Step 1: Review Initial Contact Information and Client Needs
• Review the initial contact information and the client’s 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 Client’s Roofing Needs
• Determine the urgency of the client’s 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 client’s needs
Step 4: Confirm the Client’s Budget Expectations and Feasibility
• Confirm the client’s 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 Client’s Decision-Making Timeline and Authority
• Evaluate the client’s 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 company’s 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 client’s file for easy reference during follow-up and consultation planning
Record client information and project details in CRM
Step 1: Gather Client and Project Information from Initial Contact
• Gather client information and project details from the initial contact, including client name, contact details, property address, and the scope of the roofing project or inspection
• Verify the accuracy of the details collected and make any necessary corrections
Step 2: Log Client Information in CRM
• Log client information in the CRM, creating a new client record or updating an existing one
• Include key data such as the client’s preferences, project type, and any unique requirements or notes
Step 3: Record Project Scope and Requirements
• Record the project scope and requirements based on the client’s expressed needs, such as the type of roofing work required, budget considerations, and any specific goals or concerns
• Attach relevant documents, photos, or reports if available
Step 4: Assign Client and Project Information to the Appropriate Team Members
• Assign the client and project information to the appropriate team members, such as the project manager or sales representative, for follow-up actions and project planning
• Confirm that all assigned personnel have access to the client’s file and understand the project details
Step 5: Schedule Follow-Up Tasks and Reminders in CRM
• Schedule follow-up tasks and reminders in the CRM, such as confirming an inspection, preparing an estimate, or sending a follow-up email
• Ensure that all tasks are linked to the client’s record for easy tracking
Step 6: Review and Confirm Client Information Accuracy with Key Team Members
• Review and confirm client information accuracy with key team members, ensuring that all relevant details are documented and accessible for future reference
Step 7: Document the Information Logging Process in Project Records
• Document the information logging process in project records and CRM, linking it to the client’s file for reference during ongoing communications and project planning
Provide client with price estimate for the inspection
Step 1: Review Client’s Inspection Requirements and Scope
• Review the client’s 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 client’s acceptance and any specific conditions or agreements in the CRM
Step 6: Notify Key Team Members of the Client’s Acceptance
• Notify key team members, such as the project manager or inspection coordinator, of the client’s 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 client’s file for reference during inspection scheduling and service delivery
Schedule roof inspection with the client upon acceptance of price
Step 1: Review Client’s Availability and Scheduling Preferences
• Review the client’s 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 client’s 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 client’s 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 client’s 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 client’s 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 Inspector’s Contact Information with the Client
• Confirm the inspector’s 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 Client’s Confirmation
• Notify key team members, such as the inspector and project manager, of the client’s confirmation and any specific instructions or requests
• Update the inspection task in the CRM to reflect the client’s 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 client’s file for reference during the inspection and follow-up actions
Prepare necessary documentation and tools for the inspection
Step 1: Review the Client’s Inspection Scope and Objectives
• Review the client’s 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 client’s 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 client’s 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 client’s expressed needs, scope of the inspection, and any special considerations
• Provide access to the client’s 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 client’s file for reference during follow-up and reporting
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