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: Meet with the Client On-Site

• Arrive at the clients location at the scheduled time
• Introduce yourself and your team to the client and provide a brief overview of the inspection process

Step 2: Walk the Perimeter of the Roof

• Begin the inspection by walking the perimeter of the roof to assess any visible exterior damage
• Look for issues such as missing shingles, gutter damage, or flashing issues

Step 3: Inspect Roof Structure and Components

• Inspect key roof components, including shingles, flashing, vents, and drainage systems
• Check for signs of damage, wear, or improper installation

Step 4: Identify Areas Requiring Repair

• Identify and document areas of the roof that require repair or maintenance
• Prioritize issues based on severity and potential risks

Step 5: Assess Roof Safety and Compliance

• Confirm that all safety measures and compliance standards are being met
• Identify any hazards that need immediate attention

Step 6: Engage the Client During Inspection

• Encourage the client to ask questions or share concerns as you conduct the inspection
• Provide real-time feedback on your findings

Step 7: Document Key Findings

• Document all key findings from the inspection in a detailed report
• Include notes, photos, and recommended actions for each identified issue

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 Client Requirements and Scope

• Review the clients requirements and project scope based on the information gathered during the discovery meeting and inspection
• Confirm any specific client preferences or constraints

Step 2: Assess Labor Requirements

• Determine the labor required to complete the project, considering the scope and complexity
• Estimate the number of hours needed and the types of workers involved

Step 3: Calculate Material Costs

• Identify all materials required for the project, including roofing materials, underlayment, flashing, and safety equipment
• Obtain current pricing from suppliers or the companys material database

Step 4: Include Additional Costs

• Account for additional costs such as permits, equipment rentals, disposal fees, and travel expenses
• Consider contingencies for unforeseen expenses

Step 5: Create a Detailed Cost Breakdown

• Create a detailed breakdown of all estimated costs, including labor, materials, and additional expenses
• Separate costs by categories for clarity and transparency

Step 6: Review and Adjust the Estimate

• Review the detailed estimate for accuracy and completeness
• Adjust the estimate based on current rates, potential discounts, or negotiated prices

Step 7: Document the Estimate in the Proposal

• Document the final estimate in the proposal, including the breakdown of costs
• Ensure that the estimate aligns with the clients budget and expectations

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

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

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