Sales Workflow

Welcome to the Sales Workflow SOP Template Library for Roof Restoration & Coating roofing projects. Access free, expertly crafted Standard Operating Procedures designed to streamline your sales process for Roof Restoration & Coating 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: Review Client Information and Prepare a Contact Script

• Review the client’s information, such as their name, contact details, and project history (if any) to prepare for the initial contact
• Prepare a contact script or outline to guide the conversation and cover key points

Step 2: Initiate Contact with the Client via Phone or Email

• Initiate contact with the client via phone or email, introducing yourself and your company’s services
• Confirm that you have reached the correct person and offer to answer any initial questions

Step 3: Briefly Explain the Purpose of the Contact and Available Services

• Briefly explain the purpose of the contact, such as discussing a potential roofing project or offering a consultation
• Highlight your company’s expertise and the specific services relevant to the client’s needs

Step 4: Gather Initial Information About the Client’s Needs

• Gather initial information about the client’s needs, such as their roofing concerns, project goals, and preferred timeline
• Take notes on key details to use during the qualification process

Step 5: Offer to Schedule a Follow-Up Meeting or Inspection

• Offer to schedule a follow-up meeting or inspection based on the client’s availability and urgency of their roofing needs
• Confirm the client’s preferred date and time for the follow-up

Step 6: Provide Contact Information and Invite Client to Reach Out

• Provide your contact information and invite the client to reach out if they have additional questions or need further assistance
• Reiterate your willingness to help and provide a brief summary of the next steps

Step 7: Document the Initial Contact and Client Details in CRM

• Document the initial contact and client details in the CRM, noting key information such as the date of contact, client preferences, and agreed follow-up actions

Schedule discovery meeting

Step 1: Review Client’s Availability and Scheduling Preferences

• Review the client’s availability and scheduling preferences based on previous communications and CRM notes
• Confirm any preferred days, times, or specific scheduling requirements expressed by the client

Step 2: Propose Multiple Discovery Meeting Dates and Times to the Client

• Propose multiple discovery meeting dates and times to the client, offering flexibility to accommodate their schedule
• Clearly communicate the proposed options and confirm the client’s preferred date and time

Step 3: Confirm the Discovery Meeting Details with the Client

• Confirm the discovery meeting details with the client, providing a summary of what will be discussed, such as project goals, budget, and timeline
• Send a calendar invitation or written confirmation to the client for their records

Step 4: Log the Discovery Meeting in CRM

• Log the discovery meeting in the CRM, linking it to the client’s file and updating the project timeline to reflect the scheduled meeting
• Assign the meeting task to the designated team member(s)

Step 5: Communicate the Scheduled Discovery Meeting to Key Team Members

• Communicate the scheduled discovery meeting to key team members, such as the project manager and sales representative, to ensure everyone is prepared for the discussion
• Confirm that all relevant personnel are aware of the meeting date, time, and scope

Step 6: Prepare a Confirmation Reminder for the Client

• Prepare a confirmation reminder for the client, scheduling it to be sent 24 hours before the discovery meeting
• Use the CRM or automated tools to streamline the reminder process

Step 7: Document the Discovery Meeting Scheduling Process in Project Records

• Document the discovery meeting scheduling process in project records and CRM, linking it to the client’s file for reference during follow-up and service delivery

Conduct client discovery meeting

Step 1: Prepare for the Discovery Meeting by Reviewing Client Information

• Prepare for the discovery meeting by reviewing the client’s information, previous communications, and any expressed project goals or concerns
• Ensure that all key team members are familiar with the client’s background and project details

Step 2: Welcome the Client and Set the Meeting Agenda

• Welcome the client and set the meeting agenda, briefly outlining the topics to be covered such as project goals, budget, timeline, and potential challenges
• Confirm that the client is comfortable with the agenda and make any adjustments if necessary

Step 3: Gather Detailed Information About the Client’s Project Goals and Expectations

• Gather detailed information about the client’s project goals and expectations, asking open-ended questions to encourage the client to share their vision and priorities
• Take notes on key details to use during the proposal development process

Step 4: Discuss the Client’s Budget and Timeline Considerations

• Discuss the client’s budget and timeline considerations, confirming their preferred spending range and any deadlines or milestones that need to be met
• Offer guidance on how their budget and timeline align with the project scope

Step 5: Identify Potential Challenges or Risks Based on the Client’s Goals

• Identify potential challenges or risks based on the client’s goals, such as weather-related delays, material availability, or structural concerns
• Discuss strategies for mitigating these risks and keeping the project on track

Step 6: Summarize Key Takeaways and Next Steps for the Client

• Summarize key takeaways from the meeting and outline the next steps, such as preparing a preliminary proposal or scheduling a follow-up call
• Confirm the client’s understanding and agreement on the discussed points

Step 7: Document the Discovery Meeting and Key Discussions in CRM

• Document the discovery meeting and key discussions in CRM, linking them to the client’s file for reference during proposal development and follow-up actions

Qualify client based on project scope, budget, and timeline

Step 1: Review Client Information and Discovery Meeting Notes

• Review the client’s information and notes from the discovery meeting, focusing on key details such as project goals, budget constraints, and preferred timeline
• Confirm that all relevant details are documented in the CRM

Step 2: Evaluate the Feasibility of Meeting the Client’s Project Goals

• Evaluate the feasibility of meeting the client’s project goals within their expressed budget and timeline, considering factors such as material costs, labor requirements, and potential risks
• Use past project data or industry benchmarks to guide the evaluation

Step 3: Confirm Alignment Between Client Expectations and Project Scope

• Confirm alignment between the client’s expectations and the proposed project scope, identifying any areas where adjustments may be needed
• Discuss potential modifications or options with the internal team if required

Step 4: Assess the Client’s Decision-Making Timeline and Authority

• Assess the client’s decision-making timeline and authority, confirming whether they are ready to proceed with the next steps or if additional stakeholders are involved
• Adjust your follow-up strategy accordingly to align with their decision-making process

Step 5: Prioritize the Client for Proposal Development Based on Fit and Urgency

• Prioritize the client for proposal development based on their fit with your company’s services, project complexity, and urgency of their needs
• Confirm the next steps, such as scheduling a site inspection or developing a detailed proposal

Step 6: Communicate Client Qualification and Next Steps to Key Team Members

• Communicate the client’s qualification and next steps to key team members, such as the project manager and sales representative, to align everyone on the project’s status and priorities

Step 7: Document the Client Qualification Process in CRM

• Document the client qualification process in CRM, linking it to the client’s file for easy reference during follow-up and proposal development

Record client information and project details in CRM

Step 1: Gather Client and Project Information from Initial Contact

• Gather client information and project details from the initial contact or discovery meeting, including client name, contact details, property address, and the scope of the roofing project or inspection
• Verify the accuracy of the details collected and make any necessary corrections

Step 2: Log Client Information in CRM

• Log client information in the CRM, creating a new client record or updating an existing one
• Include key data such as the client’s preferences, project type, and any unique requirements or notes

Step 3: Record Project Scope and Requirements

• Record the project scope and requirements based on the client’s expressed needs, such as the type of roofing work required, budget considerations, and any specific goals or concerns
• Attach relevant documents, photos, or reports if available

Step 4: Assign Client and Project Information to the Appropriate Team Members

• Assign the client and project information to the appropriate team members, such as the project manager or sales representative, for follow-up actions and project planning
• Confirm that all assigned personnel have access to the client’s file and understand the project details

Step 5: Schedule Follow-Up Tasks and Reminders in CRM

• Schedule follow-up tasks and reminders in the CRM, such as confirming an inspection, preparing an estimate, or sending a follow-up email
• Ensure that all tasks are linked to the client’s record for easy tracking

Step 6: Review and Confirm Client Information Accuracy with Key Team Members

• Review and confirm client information accuracy with key team members, ensuring that all relevant details are documented and accessible for future reference

Step 7: Document the Information Logging Process in Project Records

• Document the information logging process in project records and CRM, linking it to the client’s file for reference during ongoing communications and project planning

Schedule roof inspection with the client

Step 1: Review Client’s Availability and Scheduling Preferences

Step 2: Propose Inspection Dates and Times to the Client

• Propose multiple inspection dates and times to the client, offering flexibility to accommodate their schedule
• Clearly communicate the proposed options and confirm the client’s preferred date and time

Step 3: Confirm the Inspection Date and Time with the Client

• Confirm the inspection date and time with the client, providing a summary of what they can expect during the inspection
• Send a calendar invitation or written confirmation to the client for their records

Step 4: Log the Inspection Appointment in CRM

• Log the inspection appointment in the CRM, linking it to the client’s file and updating the project timeline to reflect the scheduled inspection
• Assign the inspection task to the designated team member(s)

Step 5: Communicate the Scheduled Inspection to Key Team Members

• Communicate the scheduled inspection to key team members, such as the inspector, project manager, and sales representative
• Confirm that all relevant personnel are aware of the inspection date, time, and scope

Step 6: Prepare a Confirmation Reminder for the Client

• Prepare a confirmation reminder for the client, scheduling it to be sent 24 hours before the inspection
• Use the CRM or automated tools to streamline the reminder process

Step 7: Document the Inspection Scheduling Process in Project Records

• Document the inspection scheduling process in project records and CRM, linking it to the client’s file for reference during follow-up and service delivery

Conduct roof inspection to assess restoration/coating needs

Step 1: Review the Client’s Project Scope and Inspection Checklist

• 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

Step 2: Perform a Detailed Visual Inspection of the Roof Surface

• 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

Step 3: Assess the Condition of Roof Coatings and Protective Layers

• 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

Step 4: Inspect Roof Penetrations and Flashing for Proper Sealing

• 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

Step 5: Evaluate Drainage Systems for Blockages and Water Flow Issues

• 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

Step 6: Document Findings Using Notes and Photos

• 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

Step 7: Record Inspection Findings in Project Records and CRM

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

Take detailed notes and photos of the roof

Step 1: Prepare Inspection Tools and Documentation Materials

• Prepare inspection tools and documentation materials, such as a camera, notepad, measuring tape, and digital inspection forms
• Confirm that all equipment is in good working condition and ready for use

Step 2: Document All Findings with Detailed Descriptions and Photos

• Document all findings with detailed descriptions and photos, clearly noting the location and nature of each issue identified during the inspection
• Use clear and concise language to describe the problem and its potential impact on the roof’s performance

Step 3: Capture Multiple Angles for Key Issues

• Capture multiple angles for key issues, such as cracks, leaks, or improperly applied coatings, to provide a comprehensive view of the problem
• Use close-up and wide-angle shots to show the context and details of each issue

Step 4: Organize Notes and Photos in a Logical Order

• Organize notes and photos in a logical order that aligns with the inspection checklist or roof layout
• Include reference points or labels in photos to indicate the exact location of each finding

Step 5: Cross-Reference Findings with the Inspection Checklist

• Cross-reference findings with the inspection checklist to ensure that all key areas have been thoroughly inspected and documented
• Verify that no critical elements have been overlooked or missed

Step 6: Review and Edit Notes for Clarity and Accuracy

• Review and edit notes for clarity and accuracy, ensuring that all descriptions are precise and easy to understand
• Correct any typos or inconsistencies to maintain a professional standard

Step 7: Save Notes and Photos in Project Records and CRM

• Save notes and photos in project records and CRM, linking them to the client’s file for reference during follow-up meetings and report preparation

Discuss client needs, preferences, and expectations during inspection

Step 1: Engage the Client in a Discussion About Their Needs

• Engage the client in a discussion about their needs, asking open-ended questions to encourage them to share their vision and priorities for the roof restoration or coating project
• Take detailed notes on the client’s preferences and concerns

Step 2: Clarify the Client’s Expectations for Roof Performance and Aesthetics

• Clarify the client’s expectations for roof performance and aesthetics, such as durability, energy efficiency, or specific colors and finishes
• Confirm that these expectations align with the project scope and recommended solutions

Step 3: Provide Professional Insights and Recommendations

• Provide professional insights and recommendations based on the client’s expressed needs and the findings from the inspection
• Highlight potential options for restoration or coating materials that meet the client’s goals and budget

Step 4: Address Any Questions or Concerns Raised by the Client

• Address any questions or concerns raised by the client, providing clear and concise answers supported by the inspection findings
• Offer additional information or examples to help the client make informed decisions

Step 5: Discuss Budget Considerations and Potential Cost Implications

• Discuss budget considerations and potential cost implications of different restoration or coating options, offering general guidance based on past projects or industry benchmarks
• Confirm the client’s comfort level with the suggested options

Step 6: Outline Next Steps Based on the Client’s Feedback

• Outline next steps based on the client’s feedback, such as preparing a detailed proposal or scheduling a follow-up meeting to finalize the project scope
• Confirm that the client agrees with the proposed next steps and timeline

Step 7: Document the Discussion and Client Feedback in Project Records

• Document the discussion and client feedback in project records and CRM, linking it to the client’s file for reference during proposal development and follow-up actions

Answer any initial questions from the client

Step 1: Invite the Client to Ask Any Initial Questions

• Invite the client to ask any initial questions they may have regarding the inspection findings, recommended repairs, or next steps
• Create an open and supportive environment for the client to express their concerns or uncertainties

Step 2: Listen Actively and Take Detailed Notes on Key Points

• Listen actively to the client’s questions, taking detailed notes on each point raised
• Confirm your understanding of each question before providing a response

Step 3: Provide Clear and Concise Answers to Client Questions

• Provide clear and concise answers to the client’s questions, focusing on providing accurate information and realistic solutions
• Use layman’s terms and avoid overly technical language to ensure clarity

Step 4: Offer Additional Information or Examples if Needed

• Offer additional information or examples if needed to help the client understand the proposed solutions or processes
• Use photos, brochures, or diagrams if visual aids would be helpful

Step 5: Confirm the Client’s Understanding and Agreement on Key Points

• Confirm the client’s understanding and agreement on key points discussed, such as the recommended scope of work or the proposed timeline
• Address any lingering doubts or requests for further clarification

Step 6: Reiterate Your Availability for Further Questions

• Reiterate your availability for further questions, emphasizing your willingness to support the client throughout the planning and decision-making process
• Provide contact information for follow-up if needed

Step 7: Document Client Questions and Answers in Project Records

• Document the client’s questions and your responses in project records and CRM, linking them to the client’s file for reference during proposal development and follow-up actions

Prepare preliminary project proposal based on initial consultation

Step 1: Review Client Information and Inspection Findings

• Review the client’s information and inspection findings, focusing on key details such as the client’s expressed needs, project scope, and recommended solutions
• Confirm that all relevant details are documented and accessible for proposal development

Step 2: Outline the Project Scope Based on Client Feedback

• Outline the project scope based on client feedback, including the key tasks, materials, and objectives of the roofing project
• Confirm alignment between the client’s expectations and the proposed scope

Step 3: Estimate Labor and Material Requirements for the Project

• Estimate labor and material requirements for the project, considering factors such as crew size, material quantities, and potential contingencies
• Use past project data or industry benchmarks to guide estimates

Step 4: Draft a Preliminary Cost Estimate and Timeline

• Draft a preliminary cost estimate and timeline based on the project scope and estimated requirements
• Include breakdowns for key cost categories such as materials, labor, and additional services

Step 5: Organize the Proposal into Clear Sections for Easy Review

• Organize the proposal into clear sections, such as project overview, scope of work, cost estimate, and timeline
• Use simple language and visuals where appropriate to help the client easily understand the proposal

Step 6: Include Key Assumptions and Exclusions in the Proposal

• Include key assumptions and exclusions in the proposal to clarify what is and isn’t covered in the current estimate
• Highlight any areas where additional details or approvals may be required

Step 7: Save the Preliminary Proposal in Project Records and CRM

• Save the preliminary proposal in project records and CRM, linking it to the client’s file for reference during internal review and client meetings

Develop rough estimate of project costs and timeline

Step 1: Review the Project Scope and Client Expectations

• Review the project scope and client expectations, focusing on the key tasks, materials, and objectives discussed during the initial consultation
• Confirm that the scope aligns with the client’s expressed needs and budget

Step 2: Estimate Material Costs Based on Industry Standards

• Estimate material costs based on industry standards and current pricing for the specified materials, such as shingles, underlayment, coatings, and flashing
• Include contingency allowances for potential price fluctuations or additional material needs

Step 3: Estimate Labor Costs and Time Requirements

• Estimate labor costs and time requirements based on the crew size, skill level, and complexity of the project tasks
• Consider factors such as weather conditions, site accessibility, and any anticipated delays

Step 4: Develop a Preliminary Timeline for Project Phases

• Develop a preliminary timeline for project phases, such as material procurement, crew mobilization, and specific work tasks like roof coating or flashing repairs
• Identify key milestones and buffer periods to accommodate potential delays

Step 5: Include Costs for Additional Services or Special Considerations

• Include costs for additional services or special considerations, such as permits, safety measures, and equipment rentals
• Confirm that all cost elements are aligned with the proposed project scope

Step 6: Review the Rough Estimate for Accuracy and Completeness

• Review the rough estimate for accuracy and completeness, verifying that all cost elements and assumptions are clearly stated
• Make adjustments as needed based on feedback from key team members or recent project data

Step 7: Save the Rough Estimate in Project Records and CRM

• Save the rough estimate in project records and CRM, linking it to the client’s file for reference during internal reviews and proposal preparation

Review preliminary proposal with internal team for accuracy

Step 1: Distribute the Preliminary Proposal to Key Team Members

• Distribute the preliminary proposal to key team members, such as the project manager, quality control personnel, and lead estimator
• Ensure that all team members have access to the proposal and are aware of the review timeline

Step 2: Hold a Review Meeting to Discuss the Proposal

• Hold a review meeting with key team members to discuss the proposal, focusing on verifying the accuracy of the project scope, cost estimates, and timeline
• Encourage open feedback and corrections to ensure the proposal’s completeness and professionalism

Step 3: Cross-Check the Proposal with Client Information and Inspection Findings

• Cross-check the proposal with client information and inspection findings to confirm that all key elements have been accurately documented and addressed
• Address any discrepancies or missing information promptly

Step 4: Confirm the Feasibility of the Proposed Timeline and Budget

• Confirm the feasibility of the proposed timeline and budget, considering factors such as material availability, labor scheduling, and potential risks
• Make any necessary adjustments to ensure the proposal aligns with project constraints

Step 5: Verify that Recommendations Align with Company Standards

• Verify that the recommendations for repairs or services align with company standards and industry best practices
• Make any necessary adjustments to ensure the proposal provides accurate and actionable guidance

Step 6: Approve the Final Version of the Proposal for Client Presentation

• Approve the final version of the proposal for client presentation, confirming that all edits have been incorporated and the proposal is ready for distribution
• Notify the client-facing team members of the approval

Step 7: Document the Proposal Review and Finalization Process in CRM

• Document the proposal review and finalization process in CRM, linking it to the client’s file for reference during the client presentation and decision-making

Schedule meeting with client to present preliminary proposal

Step 1: Review Client’s Availability and Scheduling Preferences

Step 2: Propose Meeting Dates and Times to the Client

• Propose multiple meeting dates and times to the client, offering flexibility to accommodate their schedule
• Clearly communicate the proposed options and confirm the client’s preferred date and time

Step 3: Confirm the Meeting Details with the Client

• Confirm the meeting details with the client, providing a summary of what will be discussed, such as the preliminary proposal, cost estimates, and next steps
• Send a calendar invitation or written confirmation to the client for their records

Step 4: Log the Client Meeting in CRM

• Log the client meeting in the CRM, linking it to the client’s file and updating the project timeline to reflect the scheduled meeting
• Assign the meeting task to the designated team member(s)

Step 5: Communicate the Scheduled Client Meeting to Key Team Members

• Communicate the scheduled client meeting to key team members, such as the project manager and sales representative, to ensure everyone is prepared for the discussion
• Confirm that all relevant personnel are aware of the meeting date, time, and scope

Step 6: Prepare a Confirmation Reminder for the Client

• Prepare a confirmation reminder for the client, scheduling it to be sent 24 hours before the meeting
• Use the CRM or automated tools to streamline the reminder process

Step 7: Document the Client Meeting Scheduling Process in Project Records

• Document the client meeting scheduling process in project records and CRM, linking it to the client’s file for reference during follow-up and service delivery

Present preliminary project proposal to client

Step 1: Welcome the Client and Set the Meeting Agenda

• Welcome the client and set the meeting agenda, briefly outlining the topics to be covered such as key findings, proposed scope of work, cost estimates, and next steps
• Confirm that the client is comfortable with the agenda and make any adjustments if necessary

Step 2: Provide a Brief Overview of the Project Scope and Objectives

• Provide a brief overview of the project scope and objectives, summarizing key tasks, expected outcomes, and alignment with the client’s expressed needs
• Reinforce the value of the proposed work and how it addresses the client’s goals

Step 3: Present Key Elements of the Proposal with Visual Aids

• Present key elements of the proposal using visual aids such as slides, diagrams, or photos to help the client better understand the proposed solutions
• Highlight critical components such as project phases, materials, and special considerations

Step 4: Discuss Cost Estimates and Breakdowns

• Discuss cost estimates and breakdowns in a clear and transparent manner, explaining each cost category such as materials, labor, and additional services
• Offer insights into how costs are determined and any options available to the client

Step 5: Review the Proposed Timeline and Key Milestones

• Review the proposed timeline and key milestones, outlining the expected start date, duration of work, and critical deadlines
• Address potential risks or delays and strategies for mitigating them

Step 6: Invite the Client to Ask Questions or Seek Clarifications

• Invite the client to ask questions or seek clarifications on any part of the proposal, ensuring that they fully understand the scope, budget, and timeline
• Take notes on key client concerns or points for follow-up

Step 7: Document the Client Presentation and Key Discussions in Project Records

• Document the client presentation and key discussions in project records and CRM, linking them to the client’s file for reference during follow-up and decision-making

Discuss project scope, budget, and timeline in detail

Step 1: Engage the Client in a Discussion About the Project Scope

• Engage the client in a discussion about the project scope, focusing on their specific needs and expectations for the roofing work
• Confirm that the proposed scope aligns with the client’s expressed goals and preferences

Step 2: Provide Detailed Explanations of Key Tasks and Materials

• Provide detailed explanations of key tasks and materials included in the project scope, using clear language to describe what will be done and why
• Highlight the benefits of the selected materials or methods in meeting the client’s objectives

Step 3: Review the Proposed Budget and Justify Key Costs

• Review the proposed budget in detail, justifying key costs and explaining the rationale behind each line item
• Address any budget-related questions or concerns the client may have and offer options for adjustments if needed

Step 4: Discuss the Proposed Timeline and Critical Milestones

• Discuss the proposed timeline in detail, reviewing critical milestones and key deadlines for project phases such as material procurement, crew mobilization, and quality inspections
• Confirm that the timeline aligns with the client’s expectations and any external constraints

Step 5: Invite the Client to Share Their Thoughts on the Proposal

• Invite the client to share their thoughts on the proposal, encouraging open feedback on the project scope, budget, and timeline
• Take detailed notes on the client’s feedback for reference during follow-up and proposal adjustments

Step 6: Address Potential Risks and Mitigation Strategies

• Address potential risks associated with the project, such as weather delays, material shortages, or safety concerns
• Explain the strategies in place to mitigate these risks and keep the project on track

Step 7: Document the Detailed Discussion in Project Records and CRM

• Document the detailed discussion in project records and CRM, linking it to the client’s file for reference during proposal refinements and follow-up meetings

Gather feedback from client and address any concerns or questions

Step 1: Invite the Client to Provide Honest Feedback on the Proposal

• Invite the client to provide honest feedback on the proposal, encouraging them to express any concerns or questions they may have about the project scope, budget, or timeline
• Create an open and supportive environment for the client to share their thoughts

Step 2: Listen Actively and Take Detailed Notes on Key Points

• Listen actively to the client’s feedback, taking detailed notes on each point raised
• Confirm your understanding of each issue before providing a response or solution

Step 3: Acknowledge the Client’s Concerns and Offer Solutions

• Acknowledge the client’s concerns and offer realistic solutions, such as adjusting the scope, timeline, or material selections to better align with their goals
• Use examples or supporting materials to reinforce your recommendations

Step 4: Provide Clear and Concise Answers to Client Questions

• Provide clear and concise answers to the client’s questions, focusing on providing accurate information and realistic solutions
• Avoid overly technical language and ensure the client fully understands each explanation

Step 5: Summarize Key Feedback Points and Agreed Adjustments

• Summarize key feedback points and agreed adjustments to the proposal, confirming that the client is satisfied with the proposed changes
• Reiterate your commitment to delivering a project that meets their expectations

Step 6: Outline Next Steps Based on Client Feedback

• Outline the next steps based on the client’s feedback, such as refining the proposal, conducting further assessments, or scheduling a follow-up meeting
• Confirm the client’s understanding and agreement on the next steps

Step 7: Document Client Feedback and Agreed Adjustments in Project Records

• Document the client’s feedback and agreed adjustments in project records and CRM, linking them to the client’s file for reference during proposal refinements and future meetings

Make adjustments to the proposal as needed based on client feedback

Step 1: Review Client Feedback and Proposed Changes with Key Team Members

• Review the client’s feedback and proposed changes with key team members, such as the project manager, lead estimator, and sales representative
• Confirm that all team members understand the client’s revised expectations and requirements

Step 2: Revise the Project Scope to Align with Client Feedback

• Revise the project scope to align with client feedback, adjusting key tasks, materials, or methods as necessary
• Confirm that the revised scope still meets quality standards and project objectives

Step 3: Update the Budget and Timeline Based on Agreed Changes

• Update the budget and timeline based on the agreed changes to the project scope, considering factors such as revised material costs, labor requirements, and project duration
• Include contingencies for any additional risks identified during the feedback process

Step 4: Reconfirm Material Selections and Alternatives with the Client

• Reconfirm material selections and alternatives with the client, highlighting any changes to the originally proposed options
• Provide updated cost implications and expected benefits for the new selections if applicable

Step 5: Review the Revised Proposal for Accuracy and Consistency

• Review the revised proposal for accuracy and consistency, ensuring that all adjustments are clearly documented and aligned with client feedback
• Verify that all changes are reflected in the final proposal document

Step 6: Prepare an Updated Version of the Proposal for Client Review

• Prepare an updated version of the proposal for client review, including revised sections for project scope, budget, timeline, and any key assumptions or exclusions
• Use clear language and visuals where appropriate to help the client understand the revisions

Step 7: Save the Revised Proposal in Project Records and CRM

• Save the revised proposal in project records and CRM, linking it to the client’s file for reference during follow-up and client meetings

Refine project proposal based on client feedback

Step 1: Review the Revised Proposal with Key Team Members for Final Approval

• Review the revised proposal with key team members for final approval, focusing on verifying the accuracy of the updated scope, budget, and timeline
• Confirm that all team members are aligned on the final version of the proposal

Step 2: Make Final Edits to Address Any Internal or Client Concerns

• Make final edits to the proposal based on any remaining internal or client concerns, ensuring that all revisions are clearly documented and communicated
• Confirm that all edits align with company standards and project objectives

Step 3: Verify that the Proposal Reflects All Agreed Adjustments

• Verify that the proposal reflects all agreed adjustments based on client feedback, including revised materials, tasks, or scheduling changes
• Confirm that any exclusions or limitations are clearly stated to avoid misunderstandings

Step 4: Double-Check Budget Breakdowns and Cost Categories for Accuracy

• Double-check budget breakdowns and cost categories for accuracy, ensuring that all costs are clearly itemized and justified
• Reassess contingency allocations based on revised project risks or complexities

Step 5: Review the Timeline for Feasibility and Risk Management

• Review the timeline for feasibility and risk management, confirming that the revised schedule accommodates key tasks and potential delays
• Communicate any timeline changes to relevant stakeholders or team members

Step 6: Prepare a Final Version of the Proposal for Client Approval

• Prepare a final version of the proposal for client approval, organizing it into clear sections with updated information on scope, budget, and timeline
• Use visuals where appropriate to help the client understand key components

Step 7: Document the Refinement Process and Final Approval in Project Records

• Document the refinement process and final approval in project records and CRM, linking it to the client’s file for reference during client presentations and decision-making

Develop detailed project estimate, including labor, materials, and other costs

Step 1: Review Project Scope and Requirements for Estimation

• Review the project scope and requirements, focusing on key tasks, materials, and client expectations outlined in the preliminary proposal or client feedback
• Confirm that all scope details are accurate and up-to-date before proceeding with the estimation

Step 2: Calculate Material Costs Based on Current Market Rates

• Calculate material costs based on current market rates for the specified materials, such as shingles, underlayment, flashing, and sealants
• Include allowances for potential price fluctuations or additional material needs identified during the project planning

Step 3: Estimate Labor Costs and Time Requirements for Each Task

• Estimate labor costs and time requirements for each key task, considering the crew size, skill levels, and project complexity
• Account for factors such as weather conditions, site accessibility, and safety protocols

Step 4: Include Costs for Additional Services and Contingencies

• Include costs for additional services and contingencies, such as permits, safety measures, and specialized equipment rentals
• Confirm that all potential cost elements are accounted for in the estimate

Step 5: Review the Detailed Estimate for Accuracy and Completeness

• Review the detailed estimate for accuracy and completeness, verifying that all cost categories are clearly itemized and justified
• Adjust estimates based on recent project data or industry benchmarks to ensure precision

Step 6: Align the Estimate with the Client’s Budget and Constraints

• Align the estimate with the client’s budget and constraints, offering alternative options or value engineering solutions if necessary
• Confirm that the estimate meets the client’s expectations while maintaining quality and project objectives

Step 7: Save the Detailed Estimate in Project Records and CRM

• Save the detailed estimate in project records and CRM, linking it to the client’s file for reference during follow-up meetings and decision-making

Create a comprehensive project timeline

Step 1: Review Project Scope and Key Milestones

• Review the project scope and identify key milestones that need to be achieved, such as material delivery, crew mobilization, specific work tasks, and inspections
• Confirm that the project timeline aligns with the client’s goals and constraints

Step 2: Identify Critical Path Activities and Dependencies

• Identify critical path activities and dependencies, determining which tasks must be completed on schedule to avoid delays in subsequent phases
• Consider factors such as material lead times, subcontractor availability, and weather conditions

Step 3: Develop a Detailed Timeline for Each Project Phase

• Develop a detailed timeline for each project phase, including start and end dates, durations, and milestones for key tasks
• Use project management software or tools to visually organize the timeline for easy review and adjustments

Step 4: Include Buffer Periods for Potential Delays or Adjustments

• Include buffer periods in the timeline to account for potential delays or adjustments, such as unexpected weather changes, material shortages, or site access issues
• Reassess buffer periods based on recent experiences or project complexity

Step 5: Coordinate the Timeline with Key Team Members and Stakeholders

• Coordinate the timeline with key team members and stakeholders, such as subcontractors, suppliers, and client representatives
• Confirm that all parties are aligned on the schedule and their responsibilities

Step 6: Review and Finalize the Timeline with the Project Manager

• Review and finalize the timeline with the project manager, ensuring that all activities, durations, and dependencies are clearly documented and achievable
• Make any necessary adjustments to optimize efficiency and manage risks

Step 7: Save the Final Timeline in Project Records and CRM

• Save the final timeline in project records and CRM, linking it to the client’s file for reference during project tracking and follow-up meetings

Compile all proposal documents, including scope of work, estimate, timeline, and terms and conditions

Step 1: Gather All Relevant Proposal Documents

• Gather all relevant proposal documents, including the final scope of work, detailed cost estimate, project timeline, and terms and conditions
• Confirm that all documents are up-to-date and aligned with the client’s expectations

Step 2: Organize Documents into Clear and Logical Sections

• Organize documents into clear and logical sections, such as project overview, scope of work, cost breakdown, timeline, and special terms
• Use clear headings and formatting to make the proposal easy for the client to review

Step 3: Prepare Terms and Conditions Specific to the Project

• Prepare terms and conditions specific to the project, outlining key details such as payment schedules, warranty terms, liability considerations, and project deliverables
• Ensure that all legal requirements and company policies are included

Step 4: Review the Complete Proposal Package for Accuracy and Consistency

• Review the complete proposal package for accuracy and consistency, cross-referencing key sections to confirm that all details are aligned and clearly presented
• Address any discrepancies or missing information before finalizing the package

Step 5: Include Supporting Documents or Visual Aids (if applicable)

• Include supporting documents or visual aids, such as photos, diagrams, or product specifications, to help the client better understand the proposed work and materials
• Use visuals strategically to clarify complex concepts or highlight key features

Step 6: Prepare Both Digital and Physical Copies of the Proposal

• Prepare both digital and physical copies of the proposal for the client’s convenience, verifying that all files are properly formatted and accessible
• Organize physical copies in a professional folder or binder if requested

Step 7: Save the Complete Proposal Package in Project Records and CRM

• Save the complete proposal package in project records and CRM, linking it to the client’s file for reference during follow-up meetings and final decision-making

Schedule follow-up meeting with client to present detailed proposal

Step 1: Review Client’s Availability and Scheduling Preferences

Step 2: Propose Meeting Dates and Times to the Client

Step 3: Confirm the Meeting Details with the Client

• Confirm the meeting details with the client, providing a summary of what will be discussed, such as the detailed proposal, cost estimates, and next steps
• Send a calendar invitation or written confirmation to the client for their records

Step 4: Log the Client Meeting in CRM

Step 5: Communicate the Scheduled Client Meeting to Key Team Members

Step 6: Prepare a Confirmation Reminder for the Client

• Prepare a confirmation reminder for the client, scheduling it to be sent 24 hours before the meeting
• Use the CRM or automated tools to streamline the reminder process

Step 7: Document the Client Meeting Scheduling Process in Project Records

• Document the client meeting scheduling process in project records and CRM, linking it to the client’s file for reference during follow-up and service delivery

Present detailed project proposal to client

Step 1: Welcome the Client and Set the Meeting Agenda

Step 2: Provide a Brief Overview of the Project Scope and Objectives

Step 3: Present Key Elements of the Proposal with Visual Aids

Step 4: Discuss Cost Estimates and Breakdowns

Step 5: Review the Proposed Timeline and Key Milestones

Step 6: Invite the Client to Ask Questions or Seek Clarifications

Step 7: Document the Client Presentation and Key Discussions in Project Records

• Document the client presentation and key discussions in project records and CRM, linking them to the client’s file for reference during follow-up and decision-making

Negotiate contract terms, including scope of work, payment schedule, and any contingencies

Step 1: Review the Draft Contract with Key Team Members

• Review the draft contract with key team members, such as the project manager, sales representative, and legal advisor, focusing on the scope of work, payment terms, and any identified contingencies
• Confirm that the draft aligns with the client’s expressed needs and project requirements

Step 2: Engage the Client in a Discussion About Contract Terms

• Engage the client in a discussion about the contract terms, highlighting key elements such as the scope of work, payment schedule, and responsibilities of each party
• Provide clear explanations of each section to ensure the client fully understands the terms

Step 3: Address Client Concerns and Propose Revisions as Needed

• Address any client concerns regarding the contract terms, offering realistic solutions or revisions to accommodate their needs without compromising project integrity
• Discuss any changes with internal stakeholders to confirm feasibility

Step 4: Negotiate Specific Contingencies and Risk Management Measures

• Negotiate specific contingencies and risk management measures, such as provisions for delays, material substitutions, or additional costs
• Confirm that all agreed-upon contingencies are clearly documented in the contract

Step 5: Confirm Final Terms and Conditions with All Parties

• Confirm final terms and conditions with all parties involved, ensuring that the client, project manager, and key stakeholders are aligned on the contract contents
• Verify that the client is comfortable with the agreed terms before proceeding to the finalization step

Step 6: Document Key Discussions and Agreements During Negotiation

• Document key discussions and agreements during the negotiation process in project records and CRM, linking them to the client’s file for reference during contract preparation and future meetings

Step 7: Prepare a Final Draft of the Contract for Client Review

• Prepare a final draft of the contract for client review, incorporating all agreed revisions and ensuring that the document is clear and legally compliant

Address any final questions or concerns from the client

Step 1: Invite the Client to Raise Any Final Questions or Concerns

• Invite the client to raise any final questions or concerns they may have regarding the contract terms, scope of work, or other key elements of the agreement
• Create a supportive environment that encourages open dialogue and transparency

Step 2: Listen Actively and Take Detailed Notes on Key Points

• Listen actively to the client’s questions or concerns, taking detailed notes on each point raised
• Confirm your understanding of each issue before providing a response or solution

Step 3: Provide Clear and Concise Answers to Client Questions

• Provide clear and concise answers to the client’s questions, focusing on providing accurate information and realistic solutions
• Use layman’s terms to explain any technical or legal details, avoiding jargon

Step 4: Acknowledge and Address Any Remaining Concerns

• Acknowledge and address any remaining concerns the client may have, offering reassurance or additional support as needed
• If necessary, discuss potential adjustments to the contract terms or scope of work

Step 5: Summarize Key Points of Agreement with the Client

• Summarize key points of agreement with the client, ensuring that they are satisfied with the final contract terms and next steps
• Confirm the client’s readiness to proceed with signing the contract

Step 6: Reiterate Your Commitment to a Successful Project Outcome

• Reiterate your commitment to delivering a successful project outcome, reinforcing your company’s dedication to quality and client satisfaction
• Provide the client with your contact information in case they have further questions

Step 7: Document Client Concerns and Resolutions in Project Records

• Document the client’s concerns and your responses in project records and CRM, linking them to the client’s file for reference during contract finalization and future interactions

Finalize contract terms and prepare contract documents

Step 1: Prepare the Final Version of the Contract with Agreed Terms

• Prepare the final version of the contract, incorporating all agreed terms, conditions, and contingencies
• Verify that the contract includes clear and precise language to avoid misunderstandings or disputes

Step 2: Review the Final Contract Internally for Accuracy and Compliance

• Review the final contract internally with key team members, such as the project manager, legal advisor, and sales representative, to ensure accuracy and compliance with company policies and legal standards
• Address any discrepancies or issues promptly

Step 3: Include All Relevant Attachments and Supporting Documents

• Include all relevant attachments and supporting documents with the contract, such as detailed scope of work, payment schedules, change order procedures, and warranties
• Verify that all attachments are properly referenced in the main contract document

Step 4: Prepare Both Digital and Physical Copies of the Contract

• Prepare both digital and physical copies of the contract for the client’s convenience, ensuring that all files are properly formatted and organized
• Confirm that physical copies are printed on official company letterhead if required

Step 5: Organize a Meeting or Call to Present the Final Contract to the Client

• Organize a meeting or call to present the final contract to the client, explaining key sections and addressing any last-minute questions they may have
• Confirm that the client is ready to review and sign the final version

Step 6: Document the Final Contract Preparation Process in Project Records

• Document the final contract preparation process in project records and CRM, linking it to the client’s file for reference during future interactions or audits

Step 7: Save the Final Contract in Project Records and CRM

• Save the final contract in project records and CRM, ensuring that it is accessible to authorized team members for tracking and project management

Review contract documents with client, ensuring all terms are clear

Step 1: Present the Final Contract to the Client in a Meeting or Call

• Present the final contract to the client during a scheduled meeting or call, providing an overview of the key sections such as the scope of work, payment schedule, and responsibilities
• Confirm that the client has received both digital and physical copies if applicable

Step 2: Guide the Client Through Each Key Section of the Contract

• Guide the client through each key section of the contract, using clear and concise language to explain the terms, conditions, and expectations
• Avoid using technical or legal jargon that may confuse the client

Step 3: Reiterate Key Responsibilities and Contingencies

• Reiterate key responsibilities and contingencies outlined in the contract, such as provisions for delays, change orders, or additional costs
• Confirm that the client fully understands their responsibilities and the company’s obligations

Step 4: Address Any Last-Minute Questions or Clarifications

• Address any last-minute questions or clarifications the client may have, providing additional explanations or examples if necessary
• Reassure the client of your company’s commitment to delivering the project as agreed

Step 5: Confirm the Client’s Understanding and Agreement on All Terms

• Confirm the client’s understanding and agreement on all terms, asking them to verbally acknowledge their acceptance of the contract
• Highlight any critical points that require special attention or further review

Step 6: Provide the Client with a Summary or Checklist of Key Terms

• Provide the client with a summary or checklist of key terms for easy reference, reinforcing the main elements of the contract such as payment schedules and project timelines

Step 7: Document the Contract Review and Client Acknowledgment in CRM

• Document the contract review and client acknowledgment in CRM, linking it to the client’s file for reference during follow-up meetings and project execution

Obtain client signatures on contract documents

Step 1: Prepare Signature-Ready Copies of the Final Contract

• Prepare signature-ready copies of the final contract, ensuring that all necessary pages, attachments, and signature lines are properly formatted and organized
• Verify that the client has access to both digital and physical copies if applicable

Step 2: Schedule a Meeting or Call to Obtain Client Signatures

• Schedule a meeting or call to obtain client signatures, confirming the client’s preferred method for signing (in-person, digital signature, or courier)
• Provide clear instructions on the signing process and any additional steps required

Step 3: Present the Final Contract for Signature and Witnessing

• Present the final contract to the client for signature, explaining any specific requirements or witnessing procedures that must be followed
• Ensure that all parties involved in signing are present and aware of their responsibilities

Step 4: Verify that All Signatures Are Complete and Accurate

• Verify that all signatures are complete and accurate, confirming that all required fields have been signed and dated correctly
• Address any missing information or errors immediately to avoid delays

Step 5: Provide the Client with a Copy of the Signed Contract

• Provide the client with a copy of the signed contract for their records, ensuring that they have both digital and physical copies if requested
• Confirm that the client understands the next steps and project timeline

Step 6: Store Signed Copies of the Contract in Secure Project Records

• Store signed copies of the contract in secure project records and CRM, linking them to the client’s file for reference during project tracking and future audits
• Ensure that only authorized personnel have access to the signed contract documents

Step 7: Document the Signature Process and Contract Finalization in CRM

• Document the signature process and contract finalization in CRM, noting key details such as the date of signing and any special conditions agreed upon

Provide client with a copy of the signed contract

Step 1: Prepare Copies of the Signed Contract for the Client

• Prepare both digital and physical copies of the signed contract for the client’s convenience, ensuring that all pages, attachments, and signature lines are clearly organized
• Confirm that digital copies are properly formatted and secured for electronic distribution

Step 2: Send the Digital Copy of the Signed Contract to the Client

• Send the digital copy of the signed contract to the client via their preferred communication method, such as email or an online client portal
• Include a brief message confirming the client’s receipt of the contract and next steps in the project process

Step 3: Deliver or Mail the Physical Copy of the Signed Contract

• Deliver or mail the physical copy of the signed contract to the client if requested, using a secure and reliable delivery method
• Confirm the delivery date and provide tracking information if applicable

Step 4: Follow Up to Confirm Receipt of the Signed Contract

• Follow up with the client to confirm receipt of the signed contract and to address any immediate questions they may have
• Reiterate the key terms and next steps as needed

Step 5: Invite the Client to Reach Out for Any Further Clarifications

• Invite the client to reach out if they have additional questions or need further clarifications about the contract or project timeline
• Reassure the client of your ongoing support throughout the project

Step 6: Document Contract Delivery and Client Confirmation in CRM

• Document the delivery of the signed contract and the client’s confirmation in CRM, linking it to the client’s file for reference during future project updates and follow-up meetings

Step 7: Store the Signed Contract in Secure Project Records

• Store the signed contract in secure project records, ensuring that only authorized personnel have access to these critical documents

Record signed contract and update project status in CRM

Step 1: Log Signed Contract Details in CRM

• Log the signed contract details in the CRM, including key information such as the contract number, client name, project scope, and effective date
• Link the signed contract to the client’s file for easy reference during project execution and follow-up actions

Step 2: Update Project Status to Reflect Contract Signing

• Update the project status in the CRM to reflect the successful signing of the contract, marking the transition from proposal phase to active project phase
• Confirm that the project timeline is also updated to reflect key milestones

Step 3: Assign Relevant Tasks to Team Members Based on the Signed Contract

• Assign relevant tasks to team members based on the signed contract, such as material procurement, crew scheduling, and safety planning
• Ensure that all assigned personnel are aware of their responsibilities and next steps

Step 4: Notify Key Team Members of the Contract Signing and Updated Status

• Notify key team members, such as the project manager, site supervisor, and sales representative, of the contract signing and updated project status
• Provide access to the signed contract and key terms for reference during project planning

Step 5: Schedule a Kickoff Meeting to Launch the Project

• Schedule a project kickoff meeting to officially launch the project and review the contract terms with the client and key stakeholders
• Confirm the availability of key personnel for the meeting

Step 6: Document the Project Status Update and Notifications in CRM

• Document the project status update and notifications in CRM, linking them to the client’s file for reference during project tracking and reporting

Step 7: Store Digital Copies of the Signed Contract in CRM and Project Records

• Store digital copies of the signed contract in CRM and project records, ensuring that they are properly indexed and accessible to authorized personnel

Construction SOPs Your Employees Will Actually Use!

Subtrak’s game-changing SOP software helps contractors effortlessly document their processes and automatically delegate tasks to their entire project team, making sure everyone knows exactly what to do and when.

Schedule a demo today to see how Subtrak can save you time, money, and headaches!

Schedule demo

Download Our Free eBook

Get Blueprint for Success, our free guide to scaling and systemizing your specialty trade construction business.

Learn more