Sales Workflow
Welcome to the Sales Workflow SOP Template Library for Roof Replacement (Residential). Access free, expertly crafted Standard Operating Procedures designed to streamline your sales process for roof replacement projects. Our templates cover every step from lead generation to contract signing, ensuring a seamless and effective sales cycle. Download our templates today to enhance your sales process and increase your project acquisition success.
Make initial contact with potential client (phone call or email)
Step 1: Gather Client Information
Obtain the client’s name contact information (phone number and email) and initial project details Confirm the source of the lead and record any pertinent referral details in the CRM
Step 2: Prepare Introduction
• Draft a professional and friendly script or email template to introduce yourself and your company highlighting key services related to residential roof replacement
• Ensure the message sets expectations for the initial communication
Step 3: Verify Contact Method
• Check whether the client has a preferred contact method (phone call text or email) and adjust your communication approach accordingly
• Make note of the client’s preferred contact time if mentioned
Step 4: Make Contact
Call or email the client using the prepared script or template Confirm that the client is interested in proceeding with an initial consultation or discovery meeting If leaving a voicemail state your name company and reason for calling clearly
Step 5: Schedule Follow-Up
• If the client does not respond within 48 hours plan to follow up with another call or email
• For follow-up use a slightly revised script or message expressing a willingness to answer any questions they might have
Step 6: Record Contact Outcome
• Update your CRM with the details of the attempted contact including the time date and method used
• Make a note of any specific requests or concerns expressed by the client during the conversation
Step 7: Send Confirmation
If the client confirms interest send an email summarizing the conversation including any agreed follow-up actions and the next steps for the project
Schedule discovery meeting
Step 1: Propose Meeting Times
• Contact the client via their preferred communication channel to suggest three possible meeting times that align with your availability
• Present options that offer flexibility for the client’s schedule
Step 2: Confirm Meeting Availability
• Wait for the client’s response and upon agreement confirm the selected time
• Be prepared to adjust based on their preferences and communicate this in writing via email or calendar invite to avoid confusion
Step 3: Send Confirmation
Send a confirmation email to the client with the agreed meeting date time and location or virtual meeting link Include any pre-meeting instructions or documents the client should review
Step 4: Prepare for the Meeting
• Create a checklist of items to be discussed during the meeting based on the initial information gathered
• Gather any documents or reference materials needed for the discussion
Step 5: Record Meeting Details
• Update the meeting details in the CRM including the time date and location
• Set reminders in your calendar to ensure no last-minute scheduling conflicts
Conduct client discovery meeting
Step 1: Prepare for the Meeting
• Review any preliminary information gathered about the client’s 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
Qualify client based on project scope budget and timeline
Step 1: Review Meeting Notes
• Analyze the information gathered during the discovery meeting
• Compare the client’s project scope budget and timeline with your company’s capabilities
Step 2: Assess Alignment
• Determine if the client’s expectations align with your company’s expertise and resources
• Decide whether to proceed to the next steps or provide alternative suggestions to the client
Step 3: Internal Discussion
• Hold a meeting with relevant team members to discuss and finalize the qualification decision
• Prepare to communicate the outcome to the client in a timely manner
Step 4: Document the Decision
• Record the qualification decision and the rationale behind it in your CRM
• Update the client’s status and create notes on future follow-up actions
Step 5: Inform the Client
• Contact the client via their preferred communication channel to inform them of the decision
• Provide a clear explanation of the outcome and suggest alternative steps if applicable
Record client information and project details in CRM
Step 1: Access CRM System
Log into your company’s CRM system using your authorized credentials
Step 2: Create New Client Record
• Navigate to the section for creating a new client record
• Select the appropriate project type Roof Replacement – Residential
Step 3: Input Project Details
• Enter the client’s 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
Schedule roof inspection with the client
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
Conduct roof inspection to assess replacement needs
Step 1: Arrive at Client's Location
Arrive at the client’s location at the scheduled time with all necessary equipment Introduce yourself and briefly explain the inspection process to the client
Step 2: Conduct Safety Briefing
• Ensure the inspection team is equipped with personal protective equipment (PPE)
• Review any safety protocols with the team and client focusing on potential risks
Step 3: Begin Visual Assessment
• Walk the perimeter of the property to visually inspect the roof from the ground
• Look for visible signs of damage like sagging missing shingles or water stains
Step 4: Inspect Roofing Materials
• Access the roof safely using appropriate equipment and protective gear
• Check the condition of shingles underlayment and flashings for signs of wear or damage
• Pay attention to potential entry points for water or pests
Step 5: Assess Structural Integrity
• Examine key structural elements such as the roof deck joists and rafters
• Identify and document areas of weakness leaks or inadequate structural support
Step 6: Take Photographs and Notes
• Take clear photographs of any damaged areas and make detailed notes
• Ensure that the photographs are time-stamped for accurate documentation
Step 7: Communicate Findings to Client
• Provide a summary of your findings to the client explaining any major concerns
• Offer potential solutions or next steps based on the findings
Step 8: Update Project Management System
Record all inspection details in your project management system including photos notes and the client’s concerns
Take detailed notes and photos of the roof condition
Step 1: Use Standardized Note Format
Use a standardized format for recording inspection notes including sections for damage areas potential causes and recommended actions
Step 2: Capture Clear Photographs
• Take wide-angle photos to show the overall roof condition
• Focus on close-up shots of damaged areas or structural concerns
• Verify that each photograph is time-stamped
Step 3: Label Photos for Clarity
• Use labels or digital markers to indicate key issues in the photos such as cracks or loose shingles
• Match each photo to corresponding notes for easy reference
Step 4: Review and Organize Notes
• Review the notes and photos to ensure accuracy and completeness
• Organize the notes chronologically or by specific roof sections
Step 5: Discuss Findings with the Team
• Hold a brief meeting with the inspection team to discuss the key findings
• Confirm that all important areas have been documented
Step 6: Upload Documentation
Upload the notes and labeled photos to the project management system Make sure all information is accessible to relevant team members
Step 7: Notify Project Manager
Notify the project manager that the notes and photographs have been uploaded and are ready for review
Discuss client needs, preferences and expectations.
Step 1: Prepare Discussion Points
• Review the inspection findings and create a list of key discussion points based on potential client concerns
• Include budget timeline and material options in the agenda
Step 2: Schedule Client Meeting
Schedule a meeting with the client at a time that works for them either in-person or virtually Confirm the meeting details via email
Step 3: Review Client Requirements
• Verify any special requirements or preferences the client mentioned earlier
• Note any specific materials colors or features they expressed interest in
Step 4: Conduct the Discussion
• Discuss the client’s needs and expectations regarding the roof replacement project
• Use the findings from the inspection to guide the conversation
Step 5: Address Client Questions
• Allow the client to ask questions and clarify any misunderstandings
• Provide clear and concise answers to all their concerns
Step 6: Finalize Key Decisions
• Confirm the key decisions made during the discussion including the budget timeline and materials
• Ensure the client understands the agreed-upon actions
Step 7: Document Meeting Summary
Record the key points of the discussion in your project management system including agreed actions and follow-up tasks
Answer any initial questions from the client
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 client’s file with notes from the Q&A session and any follow-up actions required
Prepare preliminary project proposal based on initial client requirements
Step 1: Review Client Requirements
Gather and review all initial requirements and details provided by the client including budget project scope and specific preferences
Step 2: Outline Proposal Structure
• Create a basic outline for the proposal including key sections such as project scope timeline materials and estimated costs
• Include any unique requirements from the client
Step 3: Conduct Initial Feasibility Check
• Evaluate the feasibility of the client’s requirements in terms of budget resources and timeframe
• Identify any potential challenges or risks that could affect project delivery
Step 4: Draft Proposal Content
• Write the content for each section of the proposal focusing on clear and concise information
• Include high-level details such as the overall project goal objectives and benefits
Step 5: Estimate Project Timeline
• Develop an initial project timeline based on estimated tasks and resource availability
• Account for potential delays or dependencies
Step 6: Include Supporting Documents
Attach relevant documents or references such as project plans sample images or material specifications to support the proposal
Step 7: Review Draft with Key Team Members
Share the draft proposal with internal stakeholders or the project manager for feedback before finalizing it
Develop rough estimate of project costs and timeline
Step 1: Gather Cost Data
• Collect cost data for all required materials labor equipment and subcontractors
• Cross-check the latest prices with suppliers or industry standards
Step 2: Calculate Material Costs
• Calculate the total cost of materials based on client preferences and the project scope
• Include costs for additional supplies like fasteners sealants or disposal materials
Step 3: Estimate Labor Costs
• Calculate labor costs using the standard hourly rates of your crew or subcontractors
• Account for overtime or additional personnel needed to meet the project timeline
Step 4: Evaluate Potential Contingencies
• Add a contingency percentage to account for unexpected issues or variations in material costs
• Ensure that this is reflected in the final cost estimate
Step 5: Develop Preliminary Timeline
• Create a rough timeline for the project considering key tasks such as material delivery labor schedules and inspections
• Highlight any critical dependencies or risks that could impact the timeline
Step 6: Cross-Check Estimate
• Review the cost and timeline estimate with key team members to identify any missing elements
• Verify that the estimate aligns with the client’s budget and expectations
Step 7: Finalize Rough Estimate
• Finalize the rough estimate including costs and timeline for use in the preliminary proposal
• Ensure that all calculations are accurate and consistent
Review preliminary proposal with internal stakeholders
Step 1: Schedule Internal Review Meeting
• Coordinate with relevant stakeholders to schedule a review meeting
• Send an agenda and a draft of the preliminary proposal for review before the meeting
Step 2: Present Proposal Outline
• Present the outline of the proposal including key sections like project scope timeline and estimated costs
• Emphasize any areas where internal feedback is needed
Step 3: Gather Feedback from Stakeholders
• Allow each stakeholder to provide feedback on the proposal and raise concerns or suggestions
• Document key points of discussion and agreed changes
Step 4: Assess Feasibility and Risks
• Evaluate the feasibility of the proposal based on stakeholder feedback considering resource availability budget constraints and potential risks
• Identify any gaps or additional resources needed
Step 5: Make Adjustments to Proposal
• Make necessary changes to the proposal based on stakeholder feedback
• Update key sections such as cost estimates timeline and project scope
Step 6: Obtain Final Approval
• Obtain final approval from all stakeholders on the revised proposal
• Document any additional follow-up tasks or requirements for the final version
Step 7: Document Changes and Feedback
Record all changes made to the proposal and stakeholder feedback in the project management system for future reference
Schedule meeting with client to present preliminary proposal
Step 1: Confirm Client’s 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
Present preliminary project proposal to client
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 client’s 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 client’s 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
Discuss project scope, budget, and timeline
Step 1: Set the Meeting Agenda
• Outline key topics to cover: project scope budget considerations and timeline options
• Share the agenda with the client in advance
Step 2: Start with Project Scope
• Confirm the client’s understanding of the project scope
• Clarify any ambiguities or missing details
Step 3: Present Budget Breakdown
• Review the budget estimates focusing on materials labor and contingencies
• Explain major cost items clearly
Step 4: Propose Timeline Options
• Present the proposed project timeline including key start and end dates
• Highlight any scheduling constraints or dependencies
Step 5: Address Client Concerns
• Allow the client to ask questions about the scope budget or timeline
• Document their concerns and adjust if necessary
Step 6: Make Preliminary Adjustments
• Discuss possible adjustments based on feedback
• Ensure the client understands the impact of changes
Step 7: Summarize and Confirm Next Steps
• Recap the key points and changes discussed
• Confirm next steps for finalizing the project proposal
Gather feedback from client and address any concerns
Step 1: Invite Feedback from Client
• Send a follow-up email after the meeting inviting feedback on the proposal
• Ask for specific comments on the scope budget and timeline
Step 2: Schedule Feedback Discussion
• Schedule a meeting or call to discuss the client’s feedback in more detail
• Give the client time to review the proposal
Step 3: Address Major Concerns
• Start by addressing the client’s major concerns
• Provide explanations or alternatives for key decisions
Step 4: Document Client Feedback
• Take detailed notes on the client’s feedback
• Confirm that their concerns are clearly understood
Step 5: Prioritize Adjustments
• Identify the most important adjustments based on the client’s feedback
• Ensure the changes align with the project’s scope and budget
Step 6: Plan for Additional Adjustments
• Discuss other changes or revisions that the client may want
• Confirm that the adjustments are feasible
Step 7: Confirm Next Steps with Client
• Summarize the agreed changes and confirm the next steps for updating the proposal
• Set a revised timeline for delivery
Make adjustments to the proposal as needed
Step 1: Review Client Feedback
• Collect all feedback from the client and relevant internal stakeholders
• Prioritize key areas for adjustments
Step 2: Update Project Scope
• Revise the project scope to incorporate requested changes
• Ensure additional tasks or features are documented accurately
Step 3: Recalculate Costs
• Reassess material and labor costs based on the revised scope
• Update the proposal’s budget section with new estimates
Step 4: Revise Project Timeline
• Modify the project timeline based on changes to the scope
• Account for new dependencies or delays
Step 5: Review Adjusted Proposal with Team
• Conduct an internal review meeting to discuss the revised proposal
• Verify that the changes align with project goals
Step 6: Finalize Proposal Adjustments
• Implement final adjustments based on internal and client feedback
• Ensure all calculations are accurate
Step 7: Document the Adjusted Proposal
Record all changes and their rationale in the project management system
Refine project proposal based on client feedback
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
Develop detailed project estimate, including cost breakdown and timeline
Step 1: Collect Detailed Cost Data
• Gather detailed cost data for materials labor subcontractors and equipment
• Verify prices and availability with suppliers
Step 2: Calculate Material and Labor Costs
• Calculate the total cost of materials based on specifications and quantity
• Determine labor costs accounting for required personnel and estimated hours
Step 3: Include Contingency Costs
• Add a contingency percentage to the overall cost to cover potential unexpected issues
• Document the assumptions used for the contingency amount
Step 4: Develop a Detailed Timeline
• Break the project down into detailed tasks each with an estimated duration
• Include key milestones and deadlines to track progress
Step 5: Cross-Check Estimate with Internal Team
• Review the detailed estimate with relevant stakeholders for accuracy
• Confirm that all key cost elements and timeline assumptions are reasonable
Step 6: Prepare Cost Breakdown Report
• Create a detailed cost breakdown report showing costs by category and task
• Use clear language and concise formatting for client understanding
Step 7: Share the Estimate with Client
• Send the detailed estimate to the client along with a brief summary of key cost drivers and timeline
• Invite the client to review and provide feedback
Create a comprehensive project timeline
Step 1: Break Down Project Phases
• Divide the project into distinct phases such as planning material procurement installation and inspections
• Define the scope and objectives for each phase
Step 2: Identify Key Milestones
• Establish key milestones such as completion of design start of installation and final inspection
• Assign target dates to each milestone based on project goals
Step 3: Estimate Duration for Each Task
• Estimate the duration for each major task within the project phases
• Consider potential delays or dependencies between tasks
Step 4: Create a Detailed Gantt Chart
• Use project management software to create a Gantt chart illustrating the project timeline
• Ensure that each task is connected to its dependencies and milestones
Step 5: Review Timeline with Stakeholders
• Share the initial timeline draft with key stakeholders for feedback
• Adjust the timeline based on their input to ensure feasibility
Step 6: Set Contingency Buffers
• Include contingency time buffers to account for potential issues or delays
• Document the rationale for each buffer and its impact on the overall timeline
Step 7: Finalize and Communicate Timeline
• Finalize the timeline and communicate it to all relevant team members and stakeholders
• Provide a digital copy and ensure it is accessible for future reference
Compile all proposal documents, including scope of work, estimate, timeline, and terms and conditions
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
Schedule follow-up meeting with client to present detailed proposal
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 team’s 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 client’s key concerns
Present detailed project proposal to client
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 client’s 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
• Recap the main points of the proposal and any agreed-upon changes
• Confirm the next steps and follow-up actions with the client
Negotiate contract terms, including scope of work, payment schedule, and any contingencies
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 Client’s 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
• Finalize the negotiation by confirming agreed changes to contract terms
• Document the agreed terms and set a timeline for contract finalization
Step 7: Review Final Contract Internally
• Conduct a final review of the revised contract with your internal team
• Confirm that all agreed changes have been accurately incorporated
Address any final questions or concerns from the client
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 client’s final questions and any decisions made in your project management system
Step 6: Confirm Client’s Satisfaction
Confirm that the client feels satisfied and comfortable with moving forward
Finalize contract terms and prepare contract documents
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
Send a finalized version of the contract to the client for their review before the signing meeting
Step 7: Verify Client’s Understanding
Follow up with the client to ensure they understand all terms
Review contract documents with client, ensuring all terms are clear
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
Take detailed notes on any requested changes for later updates to the contract
Obtain client signatures on contract documents
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 Client’s 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
Prepare copies of the signed contract for both the client and the company’s records
Provide client with a copy of the signed contract
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
Record signed contract and update project status in CRM
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
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