Sales Workflow

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

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

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

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

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

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

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

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.

Wait for the GC's response and confirm a mutually convenient time.

If the initial suggestions don't work propose alternative dates.

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.

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.

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

Inform any team members who need to attend the meeting.

Brief them on their roles and the key points to discuss.

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.

Update your CRM with the scheduled meeting details and any relevant notes.

Set reminders for the team members involved.

Review any preliminary information gathered about the client’s project requirements

Bring any necessary forms checklists or documents to the meeting

Introduce yourself and any team members present

Explain the purpose and structure of the meeting

Ask targeted questions to understand the client's needs preferences and project scope

Take detailed notes throughout the meeting

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

Summarize the key points discussed and the next steps

Thank the client for their time and express enthusiasm for the project

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

Send an email to the client summarizing the meeting discussion and agreed next steps

Include any requested documents or additional information

Review the client’s information recorded during the discovery meeting

Focus on the project scope, budget, and timeline details provided by the client

Evaluate whether the client’s project aligns with your company’s capabilities, resources, and experience

Consider whether your company can realistically meet the client’s requirements

Assess the client’s estimated budget against the projected costs for the project

Identify any gaps or areas of concern related to financial feasibility

Determine if the client’s preferred timeline aligns with your company’s current workload and availability

Consider potential scheduling conflicts or resource constraints

Identify any potential risks associated with the client’s project, such as budget limitations, tight timelines, or complex requirements

Document these risks for future reference

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

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

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

Navigate to the section for creating a new client record

Select the appropriate project type Roof Replacement – Residential

Enter the client’s basic information including name contact details and project scope

Include additional notes gathered during initial contact or the discovery meeting

Double-check all entered information for accuracy

Cross-reference with any physical documents or email confirmations from the client

Save the client and project records in the CRM

Update the project status to In Progress or a similar status based on company policies

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

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

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

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

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

Review any pre-communicated concerns or questions the client may have shared before the inspection

Ensure these points are included in the 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

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

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

Arrive at the client’s location at the scheduled time

Introduce yourself and your team to the client and provide a brief overview of the inspection process

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

Inspect key roof components, including shingles, flashing, vents, and drainage systems

Check for signs of damage, wear, or improper installation

Identify and document areas of the roof that require repair or maintenance

Prioritize issues based on severity and potential risks

Confirm that all safety measures and compliance standards are being met

Identify any hazards that need immediate attention

Encourage the client to ask questions or share concerns as you conduct the inspection

Provide real-time feedback on your findings

Document all key findings from the inspection in a detailed report

Include notes, photos, and recommended actions for each identified issue

Ensure that all inspection equipment, including cameras, tablets, and notebooks, is ready and functioning

Confirm that you have enough storage and battery power

Take clear, detailed photos of key roof components, including shingles, flashing, gutters, and vents

Focus on capturing areas with visible damage or wear

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

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

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

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

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

Ask the client open-ended questions about their needs and expectations for the roof repair or maintenance

Listen actively to their responses

Clarify the client’s top priorities, such as safety, aesthetics, or long-term durability

Confirm their budget constraints and desired timeline for the work

Ask the client about their preferences for materials, colors, and design

Provide recommendations based on their needs and budget

Explain your inspection findings to the client in clear, simple terms

Avoid technical jargon and use visuals to help them understand key points

Confirm the client’s expectations for the next steps, such as receiving a proposal or scheduling repairs

Ensure both parties are clear on the agreed-upon actions

Document the client’s feedback on their needs, preferences, and expectations

Record any special requests or considerations for future reference

Prepare a summary of the discussion to include in the client’s report

Plan to follow up with the client based on the agreed-upon next steps

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

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

Record any additional concerns raised by the client that were not previously identified

Add these to the project file for future reference

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

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

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

Confirm next steps with the client

Update the client’s file with notes from the Q&A session and any follow-up actions required

Review the client’s requirements and project scope based on the information gathered during the discovery meeting and inspection

Confirm any specific client preferences or constraints

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

Identify all materials required for the project, including roofing materials, underlayment, flashing, and safety equipment

Obtain current pricing from suppliers or the company’s material database

Account for additional costs such as permits, equipment rentals, disposal fees, and travel expenses

Consider contingencies for unforeseen expenses

Create a detailed breakdown of all estimated costs, including labor, materials, and additional expenses

Separate costs by categories for clarity and transparency

Review the detailed estimate for accuracy and completeness

Adjust the estimate based on current rates, potential discounts, or negotiated prices

Document the final estimate in the proposal, including the breakdown of costs

Ensure that the estimate aligns with the client’s budget and expectations

Collect all necessary documents including cost estimates project plans material lists and client correspondence

Ensure that each document is up-to-date and approved

Organize the proposal into clear sections such as project overview budget breakdown timeline and client-specific requirements

Label each section for easy navigation

Cross-check cost estimates to ensure consistency with project requirements and client preferences

Confirm that all calculations are accurate

Develop a table of contents to provide a quick overview of the proposal sections

Include page numbers and hyperlinks for digital documents

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

Submit the compiled proposal to relevant stakeholders or supervisors for final approval

Address any additional comments or changes

Save the proposal documents in a secure location such as a project management system or cloud storage

Ensure that only authorized personnel have access

Contact the client to propose multiple date and time options for the follow-up meeting

Ensure that the proposed times align with your team’s availability

Confirm the meeting date time and location (or virtual link) with the client

Send a calendar invite and email confirmation with meeting details

Prepare copies of the detailed proposal and any supporting documents

Create a brief presentation outline to guide the discussion with the client

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

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 client’s key concerns

Introduce yourself and any other team members present at the meeting

Briefly restate the purpose of the meeting and outline the agenda

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

Break down the cost estimates for each section of the proposal

Highlight any major cost items or unique pricing considerations

Open the floor for discussion on potential adjustments or additional client requests

Take detailed notes on the client’s feedback

Allow the client to ask questions at the end of each section

Provide clear and concise answers to address their concerns

Recap the main points of the proposal and any agreed-upon changes

Confirm the next steps and follow-up actions with the client

Schedule a meeting or call with the client to review any remaining questions or concerns

Confirm the meeting details and agenda with the client

Invite the client to express any final questions or concerns

Address each question or concern individually

Use clear language and avoid technical jargon where possible

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

Record the client’s final questions and any decisions made in your project management system

Confirm that the client feels satisfied and comfortable with moving forward

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

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

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

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

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

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

Follow up with the client to ensure they understand all terms

Schedule a meeting with the client to review the contract documents

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

Clearly explain important clauses such as payment terms and warranty conditions

Use simple language to clarify any complex legal terms

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

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

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

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

Prepare signature pages for the contract verifying all documents are included

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

Verify that all designated company representatives have signed the contract

Confirm with the client that the signing process is complete

Prepare copies of the signed contract for both the client and the company’s records

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

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

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

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

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

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

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

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

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

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