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

Review the client’s project scope and the inspection checklist to confirm key focus areas such as restoration needs, coating requirements, and overall roof condition

Ensure that the inspection team is aligned on the scope and objectives of the inspection

Perform a detailed visual inspection of the roof surface, focusing on key areas such as cracks, blisters, ponding water, and areas with visible wear and tear

Take note of any signs of damage or deterioration that may impact the roof’s performance

Assess the condition of roof coatings and protective layers, checking for peeling, cracking, or discoloration that may indicate the need for recoating or repairs

Confirm the type of existing coatings and their compatibility with recommended restoration options

Inspect roof penetrations and flashing for proper sealing, focusing on areas around vents, chimneys, and skylights

Look for gaps, corrosion, or other issues that could lead to leaks or water damage

Evaluate drainage systems such as gutters and downspouts for blockages, leaks, or water flow issues that could impact the roof’s drainage performance

Confirm that all drainage components are securely attached and functioning correctly

Document findings using detailed notes and photos, capturing key issues such as damaged materials, improperly applied coatings, or blocked drains

Include measurements or sketches if necessary to clarify specific problem areas

Record all inspection findings in project records and CRM, linking them to the client’s file for reference during follow-up and report preparation

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

Clearly outline the scope of the project including all tasks and deliverables.

Ensure the scope aligns with the GC's expectations and initial consultation details.

Prepare a rough estimate of the project costs including materials labor equipment and overheads.

Include potential contingencies and ensure the budget reflects realistic costs.

Create a preliminary project timeline that outlines key milestones and deadlines.

Ensure the timeline is feasible and aligns with the GC's required completion date.

List the key team members who will be involved in the project including their roles and responsibilities.

Highlight any relevant experience or expertise that adds value to the project.

Describe the approach and methodology that will be used to complete the project.

Include details on project management processes quality control measures and communication plans.

Emphasize the benefits and value your company brings to the project.

Include any unique selling points past successes or GC testimonials that support your proposal.

Gather any supporting documents such as preliminary drawings project plans or case studies.

Ensure these documents reinforce the information provided in the proposal.

Compile all the information into a preliminary project proposal document.

Ensure the document is well-organized professional and clearly communicates your understanding of the project.

Conduct an internal review of the proposal with key team members.

Revise the document based on feedback and ensure it is error-free and meets all GC requirements.

Prepare any additional materials needed for presenting the proposal to the GC such as visual aids or slide decks.

Ensure you are ready to address any questions or concerns the GC may have during the presentation.

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.

Organize a meeting with key team members involved in the project.

Ensure all relevant participants are available and informed about the purpose of the meeting.

Send the preliminary proposal to all team members ahead of the meeting.

Allow sufficient time for them to review the document individually.

Highlight key sections of the proposal that require particular attention.

Prepare any supporting documents or data that may be needed during the review.

Begin the meeting by outlining the agenda and goals.

Go through the proposal section by section checking for accuracy in project scope cost estimates timelines and deliverables.

Encourage team members to point out any inaccuracies missing information or inconsistencies.

Take detailed notes on all identified issues for correction.

Collect feedback on the proposal's clarity comprehensiveness and alignment with project goals.

Note any suggestions for improvement or additional information needed.

Delegate specific tasks for correcting identified issues to appropriate team members.

Set deadlines for making the necessary revisions.

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

Review the project proposal and key discussion points with the internal team before meeting with the client

Confirm that all team members are prepared to address specific aspects of the scope, budget, and timeline

Schedule a meeting with the client to discuss the project scope, budget, and timeline in detail

Confirm the date, time, and location with the client, and send a calendar invitation

Begin the meeting with introductions, and review the meeting agenda with the client

Establish a professional tone and set clear expectations for the discussion

Present the detailed project scope to the client, highlighting the key deliverables, milestones, and critical activities

Use visuals or diagrams if needed to illustrate key aspects

Discuss the preliminary budget and provide a breakdown of key costs, including labor, materials, and any additional expenses

Emphasize any cost-saving measures or options available

Review and explain the proposed timeline, including key milestones and expected completion dates

Address any potential scheduling conflicts or risks identified during planning

Encourage the client to ask questions or provide feedback about the project scope, budget, or timeline

Take notes on any client concerns or requests for adjustments

Listen actively to the client’s feedback, noting their concerns, preferences, and questions

Show empathy and understanding for their perspective

Clarify and address any specific concerns raised by the client regarding the scope, budget, or timeline

Provide detailed explanations or solutions as needed

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

Offer options or alternatives that align with the client’s goals and constraints

Confirm the client’s priorities and preferences for the project, such as specific materials, features, or completion deadlines

Take detailed notes to ensure accurate adjustments

Reiterate the next steps for refining the proposal, explaining any actions you will take to address the client’s feedback

Confirm the timeline for presenting the revised proposal

Thank the client for their input and reassure them that their feedback is valued

Confirm that all concerns and questions have been addressed to their satisfaction

Document the client’s feedback and any agreed-upon adjustments in the CRM

Update the project status to reflect the feedback and revision phase

Review the client’s feedback and meeting notes, focusing on the key adjustments requested

Confirm that all client concerns and preferences are clearly understood

Identify specific changes needed to the project scope, budget, timeline, or other proposal details

Determine how these changes impact the overall project plan

Revise the project scope and key deliverables based on the client’s feedback

Ensure that the revised scope aligns with the client’s expectations and priorities

Update the budget and cost estimates to reflect any changes made to the project scope, materials, or labor requirements

Confirm that the revised estimates remain within the client’s budget constraints

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

Communicate any scheduling changes to the project team

Review the revised proposal for accuracy and completeness, ensuring that all changes are correctly implemented

Double-check calculations and timelines to avoid discrepancies

Prepare the revised proposal document, clearly highlighting the changes made based on the client’s feedback

Include a summary of adjustments for easy reference

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

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

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