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

Analyze the information gathered during the discovery meeting

Compare the client’s project scope budget and timeline with your company’s capabilities

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

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

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

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

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 with all necessary equipment Introduce yourself and briefly explain the inspection process to the client

Ensure the inspection team is equipped with personal protective equipment (PPE)

Review any safety protocols with the team and client focusing on potential risks

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

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

Examine key structural elements such as the roof deck joists and rafters

Identify and document areas of weakness leaks or inadequate structural support

Take clear photographs of any damaged areas and make detailed notes

Ensure that the photographs are time-stamped for accurate documentation

Provide a summary of your findings to the client explaining any major concerns

Offer potential solutions or next steps based on the findings

Record all inspection details in your project management system including photos notes and the client's concerns

Use a standardized format for recording inspection notes including sections for damage areas potential causes and recommended actions

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

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

Review the notes and photos to ensure accuracy and completeness

Organize the notes chronologically or by specific roof sections

Hold a brief meeting with the inspection team to discuss the key findings

Confirm that all important areas have been documented

Upload the notes and labeled photos to the project management system Make sure all information is accessible to relevant team members

Notify the project manager that the notes and photographs have been uploaded and are ready for review

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

Schedule a meeting with the client at a time that works for them either in-person or virtually Confirm the meeting details via email

Verify any special requirements or preferences the client mentioned earlier

Note any specific materials colors or features they expressed interest in

Discuss the client’s needs and expectations regarding the roof replacement project

Use the findings from the inspection to guide the conversation

Allow the client to ask questions and clarify any misunderstandings

Provide clear and concise answers to all their concerns

Confirm the key decisions made during the discussion including the budget timeline and materials

Ensure the client understands the agreed-upon actions

Record the key points of the discussion in your project management system including agreed actions and follow-up tasks

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

Gather and review all initial requirements and details provided by the client including budget project scope and specific preferences

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

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

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

Develop an initial project timeline based on estimated tasks and resource availability

Account for potential delays or dependencies

Attach relevant documents or references such as project plans sample images or material specifications to support the proposal

Share the draft proposal with internal stakeholders or the project manager for feedback before finalizing it

Review all initial project information including scope GC requirements and any preliminary notes from consultations.

Ensure you have a clear understanding of the project's main components and objectives.

Break down the project into key components and tasks.

List all major activities materials and resources required for the project.

Collect up-to-date cost data for all materials needed for the project.

Consult with suppliers and subcontractors to get current pricing for labor and services.

Calculate the labor costs based on the number of hours required for each task and the hourly rates of your team members.

Include any additional labor-related expenses such as overtime or specialized skills.

Sum the costs of all materials required for the project.

Include potential contingencies for price fluctuations or unforeseen material needs.

Estimate the costs for any equipment rental or usage required for the project.

Include overhead costs such as project management administrative expenses and utilities.

Outline a rough timeline for the project identifying key milestones and deadlines.

Estimate the duration of each task and ensure the timeline aligns with GC expectations.

Identify potential risks that could impact project costs or timelines.

Include contingency amounts in your cost estimate to account for these uncertainties.

Combine all cost components (labor materials equipment overhead) into a total project cost estimate.

Ensure the estimate is presented clearly with all assumptions and contingencies noted.

Review the rough estimate with key team members to validate accuracy and completeness.

Make any necessary adjustments based on feedback and additional information.

Coordinate with relevant stakeholders to schedule a review meeting

Send an agenda and a draft of the preliminary proposal for review before the meeting

Present the outline of the proposal including key sections like project scope timeline and estimated costs

Emphasize any areas where internal feedback is needed

Allow each stakeholder to provide feedback on the proposal and raise concerns or suggestions

Document key points of discussion and agreed changes

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

Make necessary changes to the proposal based on stakeholder feedback

Update key sections such as cost estimates timeline and project scope

Obtain final approval from all stakeholders on the revised proposal

Document any additional follow-up tasks or requirements for the final version

Record all changes made to the proposal and stakeholder feedback in the project management system for future reference

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

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

Organize and print copies of the preliminary proposal and any supporting documents

Prepare a presentation outline to guide the discussion with the client

Confirm the meeting location or virtual meeting setup

Test any necessary equipment or presentation software in advance

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

Send a reminder email to the client a day before the meeting

Include any pre-meeting instructions or documents the client should review

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

Introduce yourself and any team members present at the meeting

Briefly explain the purpose of the meeting and the agenda

Present key sections of the proposal such as project scope timeline and estimated costs

Use clear language and avoid technical jargon where possible

Emphasize sections of the proposal that reflect the client’s unique requirements or preferences

Offer explanations or context for key decisions in the proposal

Allow the client to ask questions after each section of the presentation

Take notes on any areas of concern or additional requests

Discuss potential adjustments to the proposal based on the client’s feedback

Offer alternative solutions or approaches where needed

Confirm the next steps with the client including any follow-up meetings or proposal revisions

Set a tentative timeline for finalizing the proposal

Record the outcome of the meeting in your project management system

Include key points of discussion client feedback and agreed next steps

Outline key topics to cover: project scope budget considerations and timeline options

Share the agenda with the client in advance

Confirm the client's understanding of the project scope

Clarify any ambiguities or missing details

Review the budget estimates focusing on materials labor and contingencies

Explain major cost items clearly

Present the proposed project timeline including key start and end dates

Highlight any scheduling constraints or dependencies

Allow the client to ask questions about the scope budget or timeline

Document their concerns and adjust if necessary

Discuss possible adjustments based on feedback

Ensure the client understands the impact of changes

Recap the key points and changes discussed

Confirm next steps for finalizing the project proposal

Send a follow-up email after the meeting inviting feedback on the proposal

Ask for specific comments on the scope budget and timeline

Schedule a meeting or call to discuss the client’s feedback in more detail

Give the client time to review the proposal

Start by addressing the client’s major concerns

Provide explanations or alternatives for key decisions

Take detailed notes on the client’s feedback

Confirm that their concerns are clearly understood

Identify the most important adjustments based on the client’s feedback

Ensure the changes align with the project’s scope and budget

Discuss other changes or revisions that the client may want

Confirm that the adjustments are feasible

Summarize the agreed changes and confirm the next steps for updating the proposal

Set a revised timeline for delivery

Collect all feedback from the client and relevant internal stakeholders

Prioritize key areas for adjustments

Revise the project scope to incorporate requested changes

Ensure additional tasks or features are documented accurately

Reassess material and labor costs based on the revised scope

Update the proposal’s budget section with new estimates

Modify the project timeline based on changes to the scope

Account for new dependencies or delays

Conduct an internal review meeting to discuss the revised proposal

Verify that the changes align with project goals

Implement final adjustments based on internal and client feedback

Ensure all calculations are accurate

Record all changes and their rationale in the project management system

Assess the feedback received during client discussions

Identify key areas where refinement is needed

Update key sections such as project scope budget and timeline based on the feedback

Ensure that changes are aligned with client expectations

Recalculate the budget and timeline if changes impact project costs or duration

Highlight any major deviations from the original proposal

Conduct an internal review with stakeholders to verify that all feedback has been addressed

Make final adjustments as needed

Summarize the refinements made to the proposal in a follow-up meeting or email

Highlight key changes and their implications

Ask for final confirmation or approval from the client on the refined proposal

Address any last-minute concerns or questions

Save the refined proposal in the project management system

Share the updated version with the client and internal team

Gather detailed cost data for materials labor subcontractors and equipment

Verify prices and availability with suppliers

Calculate the total cost of materials based on specifications and quantity

Determine labor costs accounting for required personnel and estimated hours

Add a contingency percentage to the overall cost to cover potential unexpected issues

Document the assumptions used for the contingency amount

Break the project down into detailed tasks each with an estimated duration

Include key milestones and deadlines to track progress

Review the detailed estimate with relevant stakeholders for accuracy

Confirm that all key cost elements and timeline assumptions are reasonable

Create a detailed cost breakdown report showing costs by category and task

Use clear language and concise formatting for client understanding

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

Examine the project scope deliverables and GC requirements.

Ensure you have a clear understanding of all tasks and milestones.

Break the project into key phases and milestones.

List all significant events deliverables and deadlines.

Detail all tasks required to complete each phase.

Identify dependencies between tasks and determine the sequence of activities.

Estimate the time required to complete each task.

Use past project data and team input to ensure accuracy.

Assign team members subcontractors and equipment to each task.

Ensure resources are available and properly allocated.

Create a draft timeline using project management software or tools.

Plot tasks durations and dependencies to visualize the project flow.

Share the draft timeline with the project team for feedback.

Adjust the timeline based on input and resolve any scheduling conflicts.

Add buffer time to account for potential delays or unforeseen issues.

Ensure the timeline remains realistic and achievable.

Review the finalized timeline with key stakeholders.

Ensure all parties agree on the schedule and responsibilities.

Document the comprehensive project timeline in a clear and accessible format.

Distribute the timeline to the GC and all relevant team members.

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

Meet with your internal team to review the proposed contract terms including scope pricing and timeline

Identify key areas for negotiation flexibility

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

Develop a negotiation strategy focusing on client priorities and potential compromises

Outline acceptable negotiation limits for each key term

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

Allow the client to present their counterproposals or requests for changes

Take notes on their feedback and document areas of agreement

Finalize the negotiation by confirming agreed changes to contract terms

Document the agreed terms and set a timeline for contract finalization

Conduct a final review of the revised contract with your internal team

Confirm that all agreed changes have been accurately incorporated

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