Sales Workflow

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

Step 1: Propose Meeting Times

• Contact the GC via phone or email to suggest three potential dates and times for the meeting.
• Ensure the proposed times are within normal business hours.

Step 2: Confirm Availability

• Wait for the GC’s response and confirm a mutually convenient time.
• If the initial suggestions don’t work propose alternative dates.

Step 3: Send Confirmation

• Send a calendar invitation to the GC with the confirmed date time and location (or virtual meeting link).
• Include a brief agenda outlining the purpose of the meeting.

Step 4: Prepare Agenda

• Draft an agenda covering key discussion points such as project scope budget timeline and any specific requirements from the GC.
• Share the agenda with the GC ahead of the meeting.

Step 5: Gather Necessary Documents

• Collect any relevant materials or documents needed for the meeting (e.g. brochures past project examples note-taking tools).

Step 6: Prepare Internal Team

• Inform any team members who need to attend the meeting.
• Brief them on their roles and the key points to discuss.

Step 7: Confirm Meeting Details

• Follow up with the GC a day before the meeting to confirm attendance and address any last-minute changes.
• Ensure that the meeting room (if in-person) or virtual meeting setup is ready.

Step 8: Record in CRM

Step 1: Prepare for the Meeting

• Review any preliminary information gathered about the clients project requirements
• Bring any necessary forms checklists or documents to the meeting

Step 2: Start the Meeting

• Introduce yourself and any team members present
• Explain the purpose and structure of the meeting

Step 3: Gather Information

• Ask targeted questions to understand the client’s needs preferences and project scope
• Take detailed notes throughout the meeting

Step 4: Address Client Questions

• Allow the client to ask any questions they have regarding the project timeline materials or budget
• Provide clear concise answers and take note of any special requests

Step 5: Conclude the Meeting

• Summarize the key points discussed and the next steps
• Thank the client for their time and express enthusiasm for the project

Step 6: Document Meeting

• Record meeting notes in your CRM and share them with relevant team members
• Assign follow-up tasks as needed to address any questions or action items identified during the meeting

Step 7: Send Meeting Summary

• Send an email to the client summarizing the meeting discussion and agreed next steps
• Include any requested documents or additional information

Step 1: Review Client Information from Discovery Meeting

• Review the clients information recorded during the discovery meeting
• Focus on the project scope, budget, and timeline details provided by the client

Step 2: Assess Project Alignment with Company Capabilities

• Evaluate whether the clients project aligns with your companys capabilities, resources, and experience
• Consider whether your company can realistically meet the clients requirements

Step 3: Determine Financial Feasibility

• Assess the clients estimated budget against the projected costs for the project
• Identify any gaps or areas of concern related to financial feasibility

Step 4: Evaluate Timeline Requirements

• Determine if the clients preferred timeline aligns with your companys current workload and availability
• Consider potential scheduling conflicts or resource constraints

Step 5: Identify Potential Risks

• Identify any potential risks associated with the clients project, such as budget limitations, tight timelines, or complex requirements
• Document these risks for future reference

Step 6: Decide Whether to Proceed or Decline

• Based on the information gathered, decide whether to proceed with the client or decline the opportunity
• If declining, prepare a courteous explanation for the client

Step 7: Communicate Decision to Client

• If proceeding, communicate the decision to the client and outline the next steps
• If declining, thank the client for their interest and provide a clear explanation

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

Step 1: Confirm Client's Availability

• Contact the client via phone or email to suggest possible dates and times for the roof inspection Allow the client to choose their preferred slot

Step 2: Send Confirmation

• Send a confirmation email to the client including the agreed date time and any specific instructions or preparations needed for the inspection

Step 3: Assign Inspection Team

• Assign a qualified inspector or team to conduct the roof inspection
• Confirm that they have access to the necessary inspection tools and equipment
• Verify their knowledge of the client’s unique requirements or requests

Step 4: Review Client Concerns

• Review any pre-communicated concerns or questions the client may have shared before the inspection
• Ensure these points are included in the inspection checklist

Step 5: Prepare Inspection Checklist

• Create an inspection checklist based on the type and scope of the roof replacement
• Include sections for recording potential safety hazards or problem areas identified during the inspection

Step 6: Confirm Inspection Logistics

• Confirm the inspection logistics with the assigned team including the inspection date time and client location

Step 7: Document Scheduled Inspection

• Record the scheduled inspection date time and assigned team in your project management system to notify all relevant team members

Step 1: Review Clients Concerns and Project Details

• Review the clients concerns and project details before the inspection, noting any specific areas they want to be assessed for maintenance
• Confirm the inspection objectives with the client to align expectations

Step 2: Perform a Visual Inspection of the Roofs Exterior

• Perform a visual inspection of the roofs exterior, focusing on areas prone to wear, damage, or leaks, such as roof edges, valleys, and penetrations
• Look for visible signs of damage, aging, or material deterioration

Step 3: Inspect Key Roofing Components for Damage or Wear

• Inspect key roofing components such as shingles, flashing, gutters, and underlayment to identify any damaged or worn sections
• Confirm that all components are properly installed and functioning effectively

Step 4: Check for Signs of Water Damage and Potential Leaks

• Check for signs of water damage and potential leaks, using tools such as moisture meters or thermal imaging if necessary
• Focus on vulnerable areas such as roof valleys, joints, and around penetrations

Step 5: Document Any Identified Issues and Areas of Concern

• Document any identified issues and areas of concern, noting specific locations and the extent of the damage or wear
• Prepare a list of recommended maintenance actions based on your findings

Step 6: Communicate Findings to the Client and Provide Recommendations

• Communicate your findings to the client, highlighting key issues and recommended actions for maintenance
• Confirm that the client understands the identified problems and their implications

Step 7: Document the Inspection Results in Project Records

• Document the inspection results in the project records, including photos, notes, and a list of recommended maintenance actions

Step 1: Prepare Inspection Equipment

• Ensure that all inspection equipment, including cameras, tablets, and notebooks, is ready and functioning
• Confirm that you have enough storage and battery power

Step 2: Photograph Key Roof Components

• Take clear, detailed photos of key roof components, including shingles, flashing, gutters, and vents
• Focus on capturing areas with visible damage or wear

Step 3: Capture Close-Up and Wide-Angle Photos

• Take both close-up photos of specific issues and wide-angle photos of the entire roof
• Ensure that photos are well-lit and clearly show the condition of the roof

Step 4: Take Notes for Each Photo

• For each photo taken, write a corresponding note describing the identified issue or condition
• Include details such as the location, severity, and potential cause of the issue

Step 5: Organize Photos by Roof Section

• Organize the photos and notes by roof sections, such as the front, back, and sides
• Label each section clearly for easy reference in the report

Step 6: Record Measurements and Observations

• Record measurements of key roof components, such as the size of damaged areas or the slope of the roof
• Include any additional observations that may affect repair decisions

Step 7: Review and Save Photos and Notes

• Review all photos and notes to ensure accuracy and completeness
• Save the photos and notes in a secure location for integration into the inspection report

Step 1: Ask Open-Ended Questions

• Ask the client open-ended questions about their needs and expectations for the roof repair or maintenance
• Listen actively to their responses

Step 2: Clarify Client Priorities

• Clarify the clients top priorities, such as safety, aesthetics, or long-term durability
• Confirm their budget constraints and desired timeline for the work

Step 3: Address Client Preferences

• Ask the client about their preferences for materials, colors, and design
• Provide recommendations based on their needs and budget

Step 4: Explain Inspection Findings in Simple Terms

• Explain your inspection findings to the client in clear, simple terms
• Avoid technical jargon and use visuals to help them understand key points

Step 5: Confirm Client Expectations

• Confirm the clients expectations for the next steps, such as receiving a proposal or scheduling repairs
• Ensure both parties are clear on the agreed-upon actions

Step 6: Document Client Feedback

• Document the clients feedback on their needs, preferences, and expectations
• Record any special requests or considerations for future reference

Step 7: Prepare to Follow Up with the Client

• Prepare a summary of the discussion to include in the clients report
• Plan to follow up with the client based on the agreed-upon next steps

Step 1: Open the Floor for Questions

• Invite the client to ask any initial questions they may have after the inspection Encourage them to express any specific concerns about the project

Step 2: Provide Clear Responses

• Answer each question thoroughly and ensure the client understands your responses Avoid technical jargon and use simple language when possible

Step 3: Take Notes on Client Concerns

• Record any additional concerns raised by the client that were not previously identified
• Add these to the project file for future reference

Step 4: Confirm Understanding

• Ask the client if they have any remaining questions or if they need clarification on any points Reiterate key takeaways from the discussion

Step 5: Follow-Up with Written Summary

• Send a brief written summary of the Q&A session to the client
• Include links to any resources or documents that may help answer further questions

Step 6: Verify Client Satisfaction

• Ask the client if they feel comfortable with the information provided and address any last-minute concerns
• Confirm next steps with the client

Step 7: Update Client File

• Update the clients file with notes from the Q&A session and any follow-up actions required

Step 1: Review Inspection Findings and Client Feedback

• Review the inspection findings and client feedback gathered during the initial consultation to identify key requirements for the preliminary maintenance proposal
• Confirm that all client preferences and priorities are clearly understood

Step 2: Define the Scope of Maintenance Work and Key Deliverables

• Define the scope of maintenance work based on the clients needs and inspection findings, outlining key deliverables such as repairs, upgrades, and preventative measures
• Include specific details such as material choices, repair methods, and any special features

Step 3: Estimate Maintenance Costs and Develop a Budget Outline

• Estimate maintenance costs based on the defined scope of work, including materials, labor, equipment, and contingencies
• Develop a budget outline that aligns with the clients financial expectations and funding availability

Step 4: Prepare a Preliminary Maintenance Timeline

• Prepare a preliminary maintenance timeline that outlines key milestones and estimated completion dates for each phase of the work
• Consider factors such as material lead times, crew availability, and external dependencies

Step 5: Draft a Preliminary Proposal Document

• Draft a preliminary proposal document that includes an overview of the maintenance scope, budget outline, timeline, and key terms
• Use clear and professional formatting to make the proposal easy to read and understand

Step 6: Review the Preliminary Proposal with Internal Team Members

• Review the preliminary proposal with key internal team members, such as the project manager, estimator, and quality control personnel
• Confirm that all estimates, timelines, and deliverables are accurate and feasible

Step 7: Save the Preliminary Proposal in Project Records for Client Review

• Save the preliminary proposal in the project records and CRM, linking it to the clients file for easy reference during the next client meeting or presentation

Step 1: Break Down Maintenance Scope into Specific Tasks and Phases

• Break down the maintenance scope into specific tasks and phases, identifying key activities, materials, and labor requirements
• Confirm that each task is clearly defined and aligned with the clients expectations

Step 2: Estimate Material Costs Based on Current Market Rates

• Estimate material costs based on current market rates and supplier quotes, considering factors such as bulk discounts, seasonal pricing, and supply chain constraints
• Include allowances for potential waste or unforeseen material needs

Step 3: Calculate Labor Costs Based on Estimated Time Requirements

• Calculate labor costs based on estimated time requirements for each task, considering factors such as crew size, skill level, and hourly rates
• Verify that labor estimates align with project timelines and client preferences

Step 4: Include Costs for Equipment, Permits, and Additional Services

• Include costs for equipment rentals, permits, subcontractor services, and any additional expenses related to the maintenance scope
• Confirm that all necessary costs are accounted for and aligned with the clients budget

Step 5: Develop Contingency Allowances for Potential Risks

• Develop contingency allowances for potential risks, such as weather delays, material shortages, or unforeseen issues during maintenance
• Ensure that the allowances are reasonable and reflect the projects complexity and uncertainties

Step 6: Prepare a Detailed Budget Breakdown and Cost Summary

• Prepare a detailed budget breakdown and cost summary that outlines key expenses, such as materials, labor, equipment, and contingencies
• Use clear tables or charts to present financial information in an easy-to-understand format

Step 7: Save the Rough Estimate in Project Records for Client Review

• Save the rough estimate in the project records and CRM, linking it to the clients file for reference during the proposal presentation or review

Step 1: Schedule Review Meeting

• Organize a meeting with key team members involved in the project.
• Ensure all relevant participants are available and informed about the purpose of the meeting.

Step 2: Distribute Proposal in Advance

• Send the preliminary proposal to all team members ahead of the meeting.
• Allow sufficient time for them to review the document individually.

Step 3: Prepare for the Meeting

• Highlight key sections of the proposal that require particular attention.
• Prepare any supporting documents or data that may be needed during the review.

Step 4: Conduct the Review Meeting

• Begin the meeting by outlining the agenda and goals.
• Go through the proposal section by section checking for accuracy in project scope cost estimates timelines and deliverables.

Step 5: Identify Errors and Omissions

• Encourage team members to point out any inaccuracies missing information or inconsistencies.
• Take detailed notes on all identified issues for correction.

Step 6: Gather Feedback

• Collect feedback on the proposal’s clarity comprehensiveness and alignment with project goals.
• Note any suggestions for improvement or additional information needed.

Step 7: Assign Corrections

• Delegate specific tasks for correcting identified issues to appropriate team members.
• Set deadlines for making the necessary revisions.

Step 1: Confirm Clients Availability

• Contact the client to confirm their availability for a proposal presentation meeting offering multiple date and time options

Step 2: Send Meeting Confirmation

• Send a confirmation email to the client including the agreed date time and meeting agenda

Step 3: Prepare Meeting Materials

• Organize and print copies of the preliminary proposal and any supporting documents
• Prepare a presentation outline to guide the discussion with the client

Step 4: Set Up Meeting Location

• Confirm the meeting location or virtual meeting setup
• Test any necessary equipment or presentation software in advance

Step 5: Review Proposal with Internal Team

• Hold a brief internal meeting to review key points of the proposal and client expectations
• Assign roles for the meeting such as who will present and who will address specific questions

Step 6: Communicate Meeting Details to Client

• Send a reminder email to the client a day before the meeting
• Include any pre-meeting instructions or documents the client should review

Step 7: Update Project Management System

• Record the scheduled meeting details in the project management system and assign follow-up tasks if necessary

Step 1: Start with a Brief Introduction

• Introduce yourself and any team members present at the meeting
• Briefly explain the purpose of the meeting and the agenda

Step 2: Outline Key Sections of the Proposal

• Present key sections of the proposal such as project scope timeline and estimated costs
• Use clear language and avoid technical jargon where possible

Step 3: Highlight Unique Client Requirements

• Emphasize sections of the proposal that reflect the clients unique requirements or preferences
• Offer explanations or context for key decisions in the proposal

Step 4: Address Client Questions

• Allow the client to ask questions after each section of the presentation
• Take notes on any areas of concern or additional requests

Step 5: Discuss Potential Adjustments

• Discuss potential adjustments to the proposal based on the clients feedback
• Offer alternative solutions or approaches where needed

Step 6: Confirm Next Steps

• Confirm the next steps with the client including any follow-up meetings or proposal revisions
• Set a tentative timeline for finalizing the proposal

Step 7: Document Meeting Outcome

• Record the outcome of the meeting in your project management system
• Include key points of discussion client feedback and agreed next steps

Step 1: Review Proposal and Key Discussion Points with the Team

• Review the project proposal and key discussion points with the internal team before meeting with the client
• Confirm that all team members are prepared to address specific aspects of the scope, budget, and timeline

Step 2: Schedule and Confirm a Client Meeting

• Schedule a meeting with the client to discuss the project scope, budget, and timeline in detail
• Confirm the date, time, and location with the client, and send a calendar invitation

Step 3: Begin the Meeting with Introductions and Agenda Review

• Begin the meeting with introductions, and review the meeting agenda with the client
• Establish a professional tone and set clear expectations for the discussion

Step 4: Present the Detailed Project Scope

• Present the detailed project scope to the client, highlighting the key deliverables, milestones, and critical activities
• Use visuals or diagrams if needed to illustrate key aspects

Step 5: Discuss the Preliminary Budget and Cost Breakdown

• Discuss the preliminary budget and provide a breakdown of key costs, including labor, materials, and any additional expenses
• Emphasize any cost-saving measures or options available

Step 6: Review and Explain the Proposed Timeline

• Review and explain the proposed timeline, including key milestones and expected completion dates
• Address any potential scheduling conflicts or risks identified during planning

Step 7: Encourage Client to Ask Questions and Provide Feedback

• Encourage the client to ask questions or provide feedback about the project scope, budget, or timeline
• Take notes on any client concerns or requests for adjustments

Step 1: Listen Actively to Client Feedback

• Listen actively to the clients feedback, noting their concerns, preferences, and questions
• Show empathy and understanding for their perspective

Step 2: Clarify and Address Any Specific Client Concerns

• Clarify and address any specific concerns raised by the client regarding the scope, budget, or timeline
• Provide detailed explanations or solutions as needed

Step 3: Discuss Potential Adjustments with Client

• Discuss potential adjustments to the proposal based on the clients feedback
• Offer options or alternatives that align with the clients goals and constraints

Step 4: Confirm Clients Priorities and Preferences

• Confirm the clients priorities and preferences for the project, such as specific materials, features, or completion deadlines
• Take detailed notes to ensure accurate adjustments

Step 5: Reiterate Next Steps for Refining the Proposal

• Reiterate the next steps for refining the proposal, explaining any actions you will take to address the clients feedback
• Confirm the timeline for presenting the revised proposal

Step 6: Thank the Client for Their Input

• Thank the client for their input and reassure them that their feedback is valued
• Confirm that all concerns and questions have been addressed to their satisfaction

Step 7: Document Client Feedback and Adjustments in CRM

• Document the clients feedback and any agreed-upon adjustments in the CRM
• Update the project status to reflect the feedback and revision phase

Step 1: Review Client Feedback and Meeting Notes

• Review the clients feedback and meeting notes, focusing on the key adjustments requested
• Confirm that all client concerns and preferences are clearly understood

Step 2: Identify Specific Changes to Project Scope or Details

• Identify specific changes needed to the project scope, budget, timeline, or other proposal details
• Determine how these changes impact the overall project plan

Step 3: Revise Project Scope and Key Deliverables

• Revise the project scope and key deliverables based on the clients feedback
• Ensure that the revised scope aligns with the clients expectations and priorities

Step 4: Update Budget and Cost Estimates

• Update the budget and cost estimates to reflect any changes made to the project scope, materials, or labor requirements
• Confirm that the revised estimates remain within the clients budget constraints

Step 5: Adjust Project Timeline and Milestones

• Adjust the project timeline and milestones as needed to accommodate any changes in scope or resources
• Communicate any scheduling changes to the project team

Step 6: Review the Revised Proposal for Accuracy

• Review the revised proposal for accuracy and completeness, ensuring that all changes are correctly implemented
• Double-check calculations and timelines to avoid discrepancies

Step 7: Prepare the Revised Proposal Document

• Prepare the revised proposal document, clearly highlighting the changes made based on the clients feedback
• Include a summary of adjustments for easy reference

Step 1: Evaluate Client Feedback

• Assess the feedback received during client discussions
• Identify key areas where refinement is needed

Step 2: Make Revisions to Key Sections

• Update key sections such as project scope budget and timeline based on the feedback
• Ensure that changes are aligned with client expectations

Step 3: Recalculate Costs and Timeline

• Recalculate the budget and timeline if changes impact project costs or duration
• Highlight any major deviations from the original proposal

Step 4: Review the Refined Proposal with Stakeholders

• Conduct an internal review with stakeholders to verify that all feedback has been addressed
• Make final adjustments as needed

Step 5: Communicate Changes to the Client

• Summarize the refinements made to the proposal in a follow-up meeting or email
• Highlight key changes and their implications

Step 6: Confirm Client Satisfaction

• Ask for final confirmation or approval from the client on the refined proposal
• Address any last-minute concerns or questions

Step 7: Finalize and Save the Refined Proposal

• Save the refined proposal in the project management system
• Share the updated version with the client and internal team

Step 1: Break Down the Maintenance Scope into Specific Tasks and Phases

• Break down the maintenance scope into specific tasks and phases, identifying key activities, materials, and labor requirements
• Confirm that each task is clearly defined and aligned with the clients expectations

Step 2: Estimate Material Costs Based on Current Market Rates

• Estimate material costs based on current market rates and supplier quotes, considering factors such as bulk discounts, seasonal pricing, and supply chain constraints
• Include allowances for potential waste or unforeseen material needs

Step 3: Calculate Labor Costs Based on Estimated Time Requirements

• Calculate labor costs based on estimated time requirements for each task, considering factors such as crew size, skill level, and hourly rates
• Verify that labor estimates align with the project timelines and client preferences

Step 4: Include Costs for Equipment, Permits, and Additional Services

• Include costs for equipment rentals, permits, subcontractor services, and any additional expenses related to the maintenance scope
• Confirm that all necessary costs are accounted for and aligned with the clients budget

Step 5: Develop Contingency Allowances for Potential Risks

• Develop contingency allowances for potential risks, such as weather delays, material shortages, or unforeseen issues during maintenance
• Ensure that the allowances are reasonable and reflect the projects complexity and uncertainties

Step 6: Prepare a Detailed Budget Breakdown and Cost Summary

• Prepare a detailed budget breakdown and cost summary that outlines key expenses, such as materials, labor, equipment, and contingencies
• Use clear tables or charts to present financial information in an easy-to-understand format

Step 7: Save the Detailed Estimate in Project Records for Client Review

• Save the detailed estimate in the project records and CRM, linking it to the clients file for easy reference during future communications and proposal presentations

Step 1: Identify Key Maintenance Phases and Milestones

• Identify key maintenance phases and milestones, such as site preparation, material procurement, repairs, inspections, and final sign-offs
• Confirm that each phase is clearly defined and aligned with the project scope and client expectations

Step 2: Break Down Each Phase into Specific Tasks and Dependencies

• Break down each maintenance phase into specific tasks and dependencies, identifying the order in which activities must be completed
• Assign responsibilities to key team members or subcontractors for each task

Step 3: Estimate Task Durations Based on Past Project Data

• Estimate the duration for each task based on past project data, industry standards, and the specific requirements of this project
• Consider factors such as resource availability, weather conditions, and task dependencies

Step 4: Establish Critical Paths and Buffer Times for Key Activities

• Establish critical paths and buffer times for key activities, focusing on tasks that have a significant impact on the overall project timeline
• Include contingency plans for potential risks or delays

Step 5: Create a Visual Project Timeline Using Project Management Software

• Create a visual project timeline using project management software, such as Gantt charts or task boards, to map out the sequence of tasks, milestones, and critical paths
• Ensure that the timeline is easy to understand and navigate

Step 6: Review the Timeline with the Project Team for Feasibility

• Review the comprehensive project timeline with the project team to confirm its feasibility and accuracy
• Adjust task durations or dependencies based on team feedback to ensure a realistic schedule

Step 7: Save the Comprehensive Schedule in Project Records and CRM

• Save the comprehensive schedule in the project records and CRM, linking it to the clients file for easy reference and updates during the project

Step 1: Gather Key Proposal Documents

• Collect all necessary documents including cost estimates project plans material lists and client correspondence
• Ensure that each document is up-to-date and approved

Step 2: Organize Documents by Sections

• Organize the proposal into clear sections such as project overview budget breakdown timeline and client-specific requirements
• Label each section for easy navigation

Step 3: Review and Verify Cost Estimates

• Cross-check cost estimates to ensure consistency with project requirements and client preferences
• Confirm that all calculations are accurate

Step 4: Create a Table of Contents

• Develop a table of contents to provide a quick overview of the proposal sections
• Include page numbers and hyperlinks for digital documents

Step 5: Review Proposal for Completeness

• Conduct a final review of the compiled proposal documents for accuracy and completeness
• Verify that all necessary materials such as sample images or product brochures are included

Step 6: Obtain Internal Approval

• Submit the compiled proposal to relevant stakeholders or supervisors for final approval
• Address any additional comments or changes

Step 7: Save and Secure Proposal Documents

• Save the proposal documents in a secure location such as a project management system or cloud storage
• Ensure that only authorized personnel have access

Step 1: Propose Meeting Times

• Contact the client to propose multiple date and time options for the follow-up meeting
• Ensure that the proposed times align with your teams availability

Step 2: Confirm Meeting Details

• Confirm the meeting date time and location (or virtual link) with the client
• Send a calendar invite and email confirmation with meeting details

Step 3: Prepare Presentation Materials

• Prepare copies of the detailed proposal and any supporting documents
• Create a brief presentation outline to guide the discussion with the client

Step 4: Set Up Meeting Room or Virtual Meeting

• If meeting in person ensure the meeting room is reserved and set up with necessary equipment
• For virtual meetings test the video conferencing software in advance

Step 5: Assign Presentation Roles

• Assign roles for the meeting such as who will present each section of the proposal and who will address specific questions
• Brief your team on the clients key concerns

Step 1: Start with Introductions

• Introduce yourself and any other team members present at the meeting
• Briefly restate the purpose of the meeting and outline the agenda

Step 2: Present Key Proposal Sections

• Present key sections of the detailed proposal such as the project scope budget timeline and client-specific requirements
• Use clear visuals or charts to aid understanding

Step 3: Explain Cost Estimates

• Break down the cost estimates for each section of the proposal
• Highlight any major cost items or unique pricing considerations

Step 4: Discuss Potential Adjustments

• Open the floor for discussion on potential adjustments or additional client requests
• Take detailed notes on the clients feedback

Step 5: Address Client Questions

• Allow the client to ask questions at the end of each section
• Provide clear and concise answers to address their concerns

Step 6: Summarize Key Takeaways

• Finalize the negotiation by confirming agreed changes to contract terms
• Document the agreed terms and set a timeline for contract finalization

Step 1: Review Proposal Terms Internally

• Meet with your internal team to review the proposed contract terms including scope pricing and timeline
• Identify key areas for negotiation flexibility

Step 2: Schedule Negotiation Meeting

• Schedule a negotiation meeting with the client offering a range of date and time options
• Confirm the meeting details and agenda with the client in advance

Step 3: Prepare Negotiation Strategy

• Develop a negotiation strategy focusing on client priorities and potential compromises
• Outline acceptable negotiation limits for each key term

Step 4: Start Negotiation with Key Terms

• Begin the negotiation by reviewing key contract terms such as scope and pricing
• Highlight any areas where changes are not feasible due to project constraints

Step 5: Discuss Clients Counterproposals

• Allow the client to present their counterproposals or requests for changes
• Take notes on their feedback and document areas of agreement

Step 6: Reach Agreement on Contract Terms

• Confirm that the client feels satisfied and comfortable with moving forward

Step 7: Review Final Contract Internally

Step 1: Schedule a Final Review Meeting

• Schedule a meeting or call with the client to review any remaining questions or concerns
• Confirm the meeting details and agenda with the client

Step 2: Open the Discussion for Questions

• Invite the client to express any final questions or concerns

Step 3: Provide Clear and Concise Answers

• Address each question or concern individually
• Use clear language and avoid technical jargon where possible

Step 4: Reiterate Key Project Details

• Highlight key project details such as scope timeline and budget to reassure the client

Step 5: Document Client Concerns

• Record the clients final questions and any decisions made in your project management system

Step 6: Confirm Clients Satisfaction

• Send a finalized version of the contract to the client for their review before the signing meeting

Step 1: Review Agreed Contract Terms

• Confirm that all previously agreed-upon contract terms including scope pricing and timeline are accurate

Step 2: Prepare Contract Documents

• Draft the contract documents using a standardized template ensuring that all terms are included

Step 3: Include Relevant Attachments

• Attach supporting documents like project plans payment schedules and any special conditions

Step 4: Conduct Internal Review of Contract

• Hold an internal review meeting to verify that all contract terms and attachments are accurate

Step 5: Make Edits Based on Feedback

• Make necessary edits to the contract documents based on feedback from the internal review

Step 6: Prepare Contract for Client Review

• Take detailed notes on any requested changes for later updates to the contract

Step 7: Verify Clients Understanding

Step 1: Schedule Contract Review Meeting

• Schedule a meeting with the client to review the contract documents

Step 2: Present the Contract in Sections

• Review each section of the contract with the client focusing on key terms like scope pricing and timeline
• Pause after each section to allow the client to ask questions

Step 3: Explain Key Contract Clauses

• Clearly explain important clauses such as payment terms and warranty conditions
• Use simple language to clarify any complex legal terms

Step 4: Address Client Questions

• Allow the client to ask questions about any section of the contract

Step 5: Confirm Client Understanding

• Ask the client to confirm that they understand and are comfortable with the contract terms

Step 6: Note Any Requested Changes

• Prepare copies of the signed contract for both the client and the companys records

Step 1: Review Final Changes with Client

• Review any final changes or adjustments made to the contract with the client

Step 2: Prepare Signature Pages

• Prepare signature pages for the contract verifying all documents are included

Step 3: Obtain Clients Digital or Physical Signature

• Meet with the client to obtain their signature on all necessary pages

Step 4: Verify Signatures from Company Representatives

• Verify that all designated company representatives have signed the contract

Step 5: Confirm Completion of Contract Signing

• Confirm with the client that the signing process is complete

Step 6: Prepare Copies for All Parties

Step 1: Prepare Client Copy of Contract

• Prepare a digital or printed copy of the fully signed contract for the client

Step 2: Review Client Copy for Accuracy

• Review the client copy to confirm all signatures and terms are accurate

Step 3: Send Contract to Client

• Send the signed contract to the client via their preferred method such as email or postal mail

Step 4: Confirm Client Receipt

• Follow up with the client to confirm they have received the signed contract

Step 5: Address Any Final Client Concerns

• Address any remaining questions the client may have about the signed contract

Step 1: Scan and Upload Signed Contract

• Scan the signed contract and save a digital copy in your CRM or project management system

Step 2: Update Project Status in CRM

• Update the project status in your CRM to reflect that the contract has been signed

Step 3: Record Contract Details

• Record key contract details such as contract number client contact and key dates

Step 4: Notify Team of Contract Completion

• Notify relevant team members that the contract has been signed and recorded

Step 5: Archive Physical Copy of Contract

• Archive a physical copy of the signed contract in a secure location