Sales Workflow

Step 1: Gather Client Information

• Obtain the client’s name contact information (phone number and email) and initial project details Confirm the source of the lead and record any pertinent referral details in the CRM

Step 2: Prepare Introduction

• Draft a professional and friendly script or email template to introduce yourself and your company highlighting key services related to residential roof replacement
• Ensure the message sets expectations for the initial communication

Step 3: Verify Contact Method

• Check whether the client has a preferred contact method (phone call text or email) and adjust your communication approach accordingly
• Make note of the client’s preferred contact time if mentioned

Step 4: Make Contact

• Call or email the client using the prepared script or template Confirm that the client is interested in proceeding with an initial consultation or discovery meeting If leaving a voicemail state your name company and reason for calling clearly

Step 5: Schedule Follow-Up

• If the client does not respond within 48 hours plan to follow up with another call or email
• For follow-up use a slightly revised script or message expressing a willingness to answer any questions they might have

Step 6: Record Contact Outcome

• Update your CRM with the details of the attempted contact including the time date and method used
• Make a note of any specific requests or concerns expressed by the client during the conversation

Step 7: Send Confirmation

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

Step 1: Propose Meeting Times

• 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.

Step 2: Confirm Availability

• Wait for the GC’s response and confirm a mutually convenient time.
• If the initial suggestions don’t work propose alternative dates.

Step 3: Send Confirmation

• 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.

Step 4: Prepare Agenda

• 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.

Step 5: Gather Necessary Documents

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

Step 6: Prepare Internal Team

• Inform any team members who need to attend the meeting.
• Brief them on their roles and the key points to discuss.

Step 7: Confirm Meeting Details

• 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.

Step 8: Record in CRM

• Identify potential risks that could impact project costs or timelines.
• Include contingency amounts in your cost estimate to account for these uncertainties.

Step 1: Prepare for the Meeting

• Review any preliminary information gathered about the clients project requirements
• Bring any necessary forms checklists or documents to the meeting

Step 2: Start the Meeting

• Introduce yourself and any team members present
• Explain the purpose and structure of the meeting

Step 3: Gather Information

• Ask targeted questions to understand the client’s needs preferences and project scope
• Take detailed notes throughout the meeting

Step 4: Address Client Questions

• Allow the client to ask any questions they have regarding the project timeline materials or budget
• Provide clear concise answers and take note of any special requests

Step 5: Conclude the Meeting

• Summarize the key points discussed and the next steps
• Thank the client for their time and express enthusiasm for the project

Step 6: Document Meeting

• Record meeting notes in your CRM and share them with relevant team members
• Assign follow-up tasks as needed to address any questions or action items identified during the meeting

Step 7: Send Meeting Summary

• Send an email to the client summarizing the meeting discussion and agreed next steps
• Include any requested documents or additional information

Step 1: Review Client Information from Discovery Meeting

• Review the clients information recorded during the discovery meeting
• Focus on the project scope, budget, and timeline details provided by the client

Step 2: Assess Project Alignment with Company Capabilities

• Evaluate whether the clients project aligns with your companys capabilities, resources, and experience
• Consider whether your company can realistically meet the clients requirements

Step 3: Determine Financial Feasibility

• Assess the clients estimated budget against the projected costs for the project
• Identify any gaps or areas of concern related to financial feasibility

Step 4: Evaluate Timeline Requirements

• Determine if the clients preferred timeline aligns with your companys current workload and availability
• Consider potential scheduling conflicts or resource constraints

Step 5: Identify Potential Risks

• Identify any potential risks associated with the clients project, such as budget limitations, tight timelines, or complex requirements
• Document these risks for future reference

Step 6: Decide Whether to Proceed or Decline

• 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

Step 7: Communicate Decision to 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

Step 1: Access CRM System

• Log into your company’s CRM system using your authorized credentials

Step 2: Create New Client Record

• Navigate to the section for creating a new client record
• Select the appropriate project type Roof Replacement – Residential

Step 3: Input Project Details

• Enter the clients basic information including name contact details and project scope
• Include additional notes gathered during initial contact or the discovery meeting

Step 4: Review and Verify Information

• Double-check all entered information for accuracy
• Cross-reference with any physical documents or email confirmations from the client

Step 5: Save and Update Status

• Save the client and project records in the CRM
• Update the project status to In Progress or a similar status based on company policies

Step 6: Notify Team Members

• Inform relevant team members that the client information is now available in the CRM
• Assign any necessary follow-up tasks or schedule internal meetings if needed

Step 7: Regularly Update CRM

• Set up reminders to regularly update the CRM with new client communications and project progress
• Ensure that all team members have access to the most recent information

Step 1: Review Client Information and Recent Storm Events

• Review the clients information and any relevant details about recent storm events in their area
• Confirm that the clients contact information and property details are up-to-date

Step 2: Contact Client to Discuss Assessment Needs

• Contact the client via their preferred communication method (phone, email, etc.) to discuss their need for a storm damage assessment
• Briefly explain the purpose and benefits of the assessment

Step 3: Confirm Clients Availability for Assessment

• Confirm the clients availability for scheduling the storm damage assessment, offering flexible date and time options
• Take note of any specific concerns or areas the client wants assessed

Step 4: Set a Date and Time for the Assessment

• Set a date and time for the storm damage assessment based on the clients availability and urgency of the situation
• Confirm that the scheduled time aligns with your teams calendar

Step 5: Send Confirmation Details to Client

• Send a confirmation message to the client with the agreed-upon date and time, including any necessary preparation instructions
• Provide contact information for rescheduling or questions

Step 6: Assign Team Members for the Assessment

• Assign the appropriate team members to conduct the storm damage assessment, based on their expertise and availability
• Confirm that all team members are aware of their roles

Step 7: Document Assessment Schedule in CRM

• Document the assessment schedule and client details in the CRM, noting the date, time, assigned team members, and any specific client requests
• Set reminders for the assessment team

Step 1: Arrive On-Site and Introduce the Assessment Team

• Arrive on-site at the scheduled time and introduce the assessment team to the client
• Establish a professional and friendly tone, explaining the purpose of the assessment

Step 2: Review the Scope of the Assessment with the Client

• Review the scope of the storm damage assessment with the client, including key areas to inspect and evaluate
• Confirm that the client is aware of the process and timeline

Step 3: Conduct a Thorough Visual Inspection

• Conduct a thorough visual inspection of the exterior and interior areas affected by the storm
• Look for signs of damage such as missing shingles, leaks, structural issues, and water intrusion

Step 4: Evaluate Structural Integrity and Safety Hazards

• Evaluate the structural integrity of the affected areas and identify any potential safety hazards
• Use appropriate tools and techniques to assess the extent of the damage

Step 5: Check for Hidden Damage or Secondary Issues

• Check for hidden damage or secondary issues such as mold, weakened support beams, or compromised insulation
• Document any findings that require further inspection

Step 6: Communicate Findings to the Client

• Communicate your findings to the client, explaining the severity and potential impact of the damage
• Offer preliminary recommendations for repairs or restoration

Step 7: Document Key Observations for Follow-Up Report

• Document key observations from the assessment in preparation for the follow-up report
• Take detailed notes and ensure all critical points are recorded

Step 1: Prepare for Documentation During Assessment

• Prepare for the assessment by ensuring all documentation tools are ready, including cameras, notepads, and digital devices
• Confirm that the team understands the documentation requirements

Step 2: Take Photos of Visible Damage

• Take photos of all visible damage, focusing on areas of concern identified during the visual inspection
• Capture images from multiple angles to provide a comprehensive view

Step 3: Document Measurements and Structural Details

• Document measurements of damaged areas and record structural details such as material type, location, and condition
• Use a measuring tape or digital tools to ensure accuracy

Step 4: Record Client Feedback and Observations

• Record any feedback or observations provided by the client during the assessment
• Take notes on specific areas the client has expressed concerns about

Step 5: Label and Organize Photos for the Report

• Label and organize the photos according to the specific areas or types of damage they represent
• Use consistent naming conventions to make it easy to reference each image in the report

Step 6: Review Notes and Photos for Completeness

• Review all notes and photos to ensure that no critical information has been missed
• Confirm that the documentation aligns with the key points discussed during the assessment

Step 7: Save and Back Up All Documentation Files

• Save and back up all notes, photos, and digital files in the CRM or designated project management system
• Confirm that the files are secure and accessible for report preparation

Step 1: Engage the Client in a Detailed Conversation

• Engage the client in a detailed conversation about their needs, preferences, and expectations for the storm damage repairs
• Ask open-ended questions to encourage the client to share their concerns

Step 2: Clarify Clients Priorities and Specific Requirements

• Clarify the clients priorities and specific requirements for the repair work, such as material choices, timeline constraints, or budget considerations
• Take notes to document these preferences

Step 3: Address Client Concerns About Damage Severity

• Address any client concerns about the severity of the damage and its impact on their property
• Provide clear and accurate information to help the client understand the situation

Step 4: Discuss Repair Options and Potential Solutions

• Discuss potential repair options and solutions with the client, outlining the pros and cons of each approach
• Offer recommendations based on the clients needs and your assessment findings

Step 5: Set Realistic Expectations for the Repair Timeline

• Set realistic expectations with the client regarding the repair timeline and potential disruptions
• Confirm that the client understands the steps involved in the restoration process

Step 6: Take Notes on Clients Preferred Communication Method

• Take notes on the clients preferred communication method for receiving updates and information throughout the repair process
• Confirm that the client is comfortable with the planned communication approach

Step 7: Document Key Points and Client Preferences in CRM

• Document all key points and client preferences in the CRM for future reference
• Ensure that the information is accessible to all relevant team members

Step 1: Open the Floor for Questions

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

Step 2: Provide Clear Responses

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

Step 3: Take Notes on Client Concerns

• Record any additional concerns raised by the client that were not previously identified
• Add these to the project file for future reference

Step 4: Confirm Understanding

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

Step 5: Follow-Up with Written Summary

• Send a brief written summary of the Q&A session to the client
• Include links to any resources or documents that may help answer further questions

Step 6: Verify Client Satisfaction

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

Step 7: Update Client File

• Update the clients file with notes from the Q&A session and any follow-up actions required

Step 1: Review Client Consultation Notes and Documentation

• Review the notes and documentation from the initial consultation, including client needs, project scope, and any specific insurance requirements
• Confirm that all key information is complete and accurately recorded

Step 2: Gather Relevant Project Data and Insurance Guidelines

• Gather all relevant project data, such as inspection reports, photos, and client-provided documents
• Review insurance guidelines to confirm any restrictions, coverage limits, or approval requirements

Step 3: Outline the Preliminary Scope of Work

• Outline the preliminary scope of work based on the clients needs and the findings from the damage assessment
• Break down the key tasks and activities required for the project

Step 4: Align Proposal with Insurance Requirements

• Align the preliminary project proposal with the insurance requirements, ensuring that all covered items and repair standards are addressed
• Include any necessary justifications or explanations for insurance claims

Step 5: Create an Initial Project Overview and Timeline

• Create an initial project overview, including a rough timeline for key activities and milestones
• Confirm that the proposed timeline aligns with the clients expectations and urgency

Step 6: Draft the Preliminary Project Proposal Document

• Draft the preliminary project proposal document, including an introduction, project scope, timeline, and insurance-related considerations
• Ensure that the document is clear, concise, and professionally formatted

Step 7: Review and Finalize the Draft Proposal

• Review the draft proposal for accuracy and completeness, making any necessary revisions
• Confirm that the document aligns with internal standards and client requirements

Step 1: Gather Initial Project Information

• 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.

Step 2: Identify Key Project Components

• Break down the project into key components and tasks.
• List all major activities materials and resources required for the project.

Step 3: Research Costs for Materials and Labor

• 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.

Step 4: Estimate Labor Costs

• 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.

Step 5: Estimate Material Costs

• Sum the costs of all materials required for the project.
• Include potential contingencies for price fluctuations or unforeseen material needs.

Step 6: Calculate Equipment and Overhead Costs

• Estimate the costs for any equipment rental or usage required for the project.
• Include overhead costs such as project management administrative expenses and utilities.

Step 7: Develop Preliminary Timeline

• 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.

Step 8: Consider Potential Risks and Contingencies

Step 9: Compile the Rough Estimate

Step 10: Review and Validate the Estimate

Step 1: Schedule Review Meeting

• 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.

Step 2: Distribute Proposal in Advance

• Send the preliminary proposal to all team members ahead of the meeting.
• Allow sufficient time for them to review the document individually.

Step 3: Prepare for the Meeting

• Highlight key sections of the proposal that require particular attention.
• Prepare any supporting documents or data that may be needed during the review.

Step 4: Conduct the Review Meeting

• 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.

Step 5: Identify Errors and Omissions

• Encourage team members to point out any inaccuracies missing information or inconsistencies.
• Take detailed notes on all identified issues for correction.

Step 6: Gather Feedback

• Collect feedback on the proposal’s clarity comprehensiveness and alignment with project goals.
• Note any suggestions for improvement or additional information needed.

Step 7: Assign Corrections

• Delegate specific tasks for correcting identified issues to appropriate team members.
• Set deadlines for making the necessary revisions.

Step 1: Confirm Clients Availability

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

Step 2: Send Meeting Confirmation

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

Step 3: Prepare Meeting Materials

• Organize and print copies of the preliminary proposal and any supporting documents
• Prepare a presentation outline to guide the discussion with the client

Step 4: Set Up Meeting Location

• Confirm the meeting location or virtual meeting setup
• Test any necessary equipment or presentation software in advance

Step 5: Review Proposal with Internal Team

• Hold a brief internal meeting to review key points of the proposal and client expectations
• Assign roles for the meeting such as who will present and who will address specific questions

Step 6: Communicate Meeting Details to Client

• Send a reminder email to the client a day before the meeting
• Include any pre-meeting instructions or documents the client should review

Step 7: Update Project Management System

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

Step 1: Start with a Brief Introduction

• Introduce yourself and any team members present at the meeting
• Briefly explain the purpose of the meeting and the agenda

Step 2: Outline Key Sections of the Proposal

• Present key sections of the proposal such as project scope timeline and estimated costs
• Use clear language and avoid technical jargon where possible

Step 3: Highlight Unique Client Requirements

• Emphasize sections of the proposal that reflect the clients unique requirements or preferences
• Offer explanations or context for key decisions in the proposal

Step 4: Address Client Questions

• Allow the client to ask questions after each section of the presentation
• Take notes on any areas of concern or additional requests

Step 5: Discuss Potential Adjustments

• Discuss potential adjustments to the proposal based on the clients feedback
• Offer alternative solutions or approaches where needed

Step 6: Confirm Next Steps

• Confirm the next steps with the client including any follow-up meetings or proposal revisions
• Set a tentative timeline for finalizing the proposal

Step 7: Document Meeting Outcome

• Record the outcome of the meeting in your project management system
• Include key points of discussion client feedback and agreed next steps

Step 1: Review Proposal and Key Discussion Points with the Team

• 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

Step 2: Schedule and Confirm a Client Meeting

• 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

Step 3: Begin the Meeting with Introductions and Agenda Review

• Begin the meeting with introductions, and review the meeting agenda with the client
• Establish a professional tone and set clear expectations for the discussion

Step 4: Present the Detailed Project Scope

• 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

Step 5: Discuss the Preliminary Budget and Cost Breakdown

• 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

Step 6: Review and Explain the Proposed Timeline

• Review and explain the proposed timeline, including key milestones and expected completion dates
• Address any potential scheduling conflicts or risks identified during planning

Step 7: Encourage Client to Ask Questions and Provide Feedback

• 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

Step 1: Listen Actively to Client Feedback

• Listen actively to the clients feedback, noting their concerns, preferences, and questions
• Show empathy and understanding for their perspective

Step 2: Clarify and Address Any Specific Client Concerns

• Clarify and address any specific concerns raised by the client regarding the scope, budget, or timeline
• Provide detailed explanations or solutions as needed

Step 3: Discuss Potential Adjustments with Client

• Discuss potential adjustments to the proposal based on the clients feedback
• Offer options or alternatives that align with the clients goals and constraints

Step 4: Confirm Clients Priorities and Preferences

• Confirm the clients priorities and preferences for the project, such as specific materials, features, or completion deadlines
• Take detailed notes to ensure accurate adjustments

Step 5: Reiterate Next Steps for Refining the Proposal

• Reiterate the next steps for refining the proposal, explaining any actions you will take to address the clients feedback
• Confirm the timeline for presenting the revised proposal

Step 6: Thank the Client for Their Input

• 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

Step 7: Document Client Feedback and Adjustments in CRM

• Document the clients feedback and any agreed-upon adjustments in the CRM
• Update the project status to reflect the feedback and revision phase

Step 1: Review Client Feedback and Meeting Notes

• Review the clients feedback and meeting notes, focusing on the key adjustments requested
• Confirm that all client concerns and preferences are clearly understood

Step 2: Identify Specific Changes to Project Scope or Details

• Identify specific changes needed to the project scope, budget, timeline, or other proposal details
• Determine how these changes impact the overall project plan

Step 3: Revise Project Scope and Key Deliverables

• Revise the project scope and key deliverables based on the clients feedback
• Ensure that the revised scope aligns with the clients expectations and priorities

Step 4: Update Budget and Cost Estimates

• 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 clients budget constraints

Step 5: Adjust Project Timeline and Milestones

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

Step 6: Review the Revised Proposal for Accuracy

• Review the revised proposal for accuracy and completeness, ensuring that all changes are correctly implemented
• Double-check calculations and timelines to avoid discrepancies

Step 7: Prepare the Revised Proposal Document

• Prepare the revised proposal document, clearly highlighting the changes made based on the clients feedback
• Include a summary of adjustments for easy reference

Step 1: Evaluate Client Feedback

• Assess the feedback received during client discussions
• Identify key areas where refinement is needed

Step 2: Make Revisions to Key Sections

• Update key sections such as project scope budget and timeline based on the feedback
• Ensure that changes are aligned with client expectations

Step 3: Recalculate Costs and Timeline

• Recalculate the budget and timeline if changes impact project costs or duration
• Highlight any major deviations from the original proposal

Step 4: Review the Refined Proposal with Stakeholders

• Conduct an internal review with stakeholders to verify that all feedback has been addressed
• Make final adjustments as needed

Step 5: Communicate Changes to the Client

• Summarize the refinements made to the proposal in a follow-up meeting or email
• Highlight key changes and their implications

Step 6: Confirm Client Satisfaction

• Ask for final confirmation or approval from the client on the refined proposal
• Address any last-minute concerns or questions

Step 7: Finalize and Save the Refined Proposal

• Save the refined proposal in the project management system
• Share the updated version with the client and internal team

Step 1: Review Client Requirements and Scope

• Review the clients requirements and project scope based on the information gathered during the discovery meeting and inspection
• Confirm any specific client preferences or constraints

Step 2: Assess Labor Requirements

• 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

Step 3: Calculate Material Costs

• Identify all materials required for the project, including roofing materials, underlayment, flashing, and safety equipment
• Obtain current pricing from suppliers or the companys material database

Step 4: Include Additional Costs

• Account for additional costs such as permits, equipment rentals, disposal fees, and travel expenses
• Consider contingencies for unforeseen expenses

Step 5: Create a Detailed Cost Breakdown

• Create a detailed breakdown of all estimated costs, including labor, materials, and additional expenses
• Separate costs by categories for clarity and transparency

Step 6: Review and Adjust the Estimate

• Review the detailed estimate for accuracy and completeness
• Adjust the estimate based on current rates, potential discounts, or negotiated prices

Step 7: Document the Estimate in the Proposal

• Document the final estimate in the proposal, including the breakdown of costs
• Ensure that the estimate aligns with the clients budget and expectations

Step 1: Review Project Scope and Requirements

• Examine the project scope deliverables and GC requirements.
• Ensure you have a clear understanding of all tasks and milestones.

Step 2: Identify Key Phases and Milestones

• Break the project into key phases and milestones.
• List all significant events deliverables and deadlines.

Step 3: Define Tasks and Dependencies

• Detail all tasks required to complete each phase.
• Identify dependencies between tasks and determine the sequence of activities.

Step 4: Estimate Task Durations

• Estimate the time required to complete each task.
• Use past project data and team input to ensure accuracy.

Step 5: Allocate Resources

• Assign team members subcontractors and equipment to each task.
• Ensure resources are available and properly allocated.

Step 6: Develop Timeline Draft

• Create a draft timeline using project management software or tools.
• Plot tasks durations and dependencies to visualize the project flow.

Step 7: Review and Adjust

• Share the draft timeline with the project team for feedback.
• Adjust the timeline based on input and resolve any scheduling conflicts.

Step 8: Incorporate Buffer Time

Step 9: Finalize the Timeline

Step 10: Document and Share

Step 1: Gather Key Proposal Documents

• Collect all necessary documents including cost estimates project plans material lists and client correspondence
• Ensure that each document is up-to-date and approved

Step 2: Organize Documents by Sections

• Organize the proposal into clear sections such as project overview budget breakdown timeline and client-specific requirements
• Label each section for easy navigation

Step 3: Review and Verify Cost Estimates

• Cross-check cost estimates to ensure consistency with project requirements and client preferences
• Confirm that all calculations are accurate

Step 4: Create a Table of Contents

• Develop a table of contents to provide a quick overview of the proposal sections
• Include page numbers and hyperlinks for digital documents

Step 5: Review Proposal for Completeness

• Conduct a final review of the compiled proposal documents for accuracy and completeness
• Verify that all necessary materials such as sample images or product brochures are included

Step 6: Obtain Internal Approval

• Submit the compiled proposal to relevant stakeholders or supervisors for final approval
• Address any additional comments or changes

Step 7: Save and Secure Proposal Documents

• Save the proposal documents in a secure location such as a project management system or cloud storage
• Ensure that only authorized personnel have access

Step 1: Propose Meeting Times

• Contact the client to propose multiple date and time options for the follow-up meeting
• Ensure that the proposed times align with your teams availability

Step 2: Confirm Meeting Details

• Confirm the meeting date time and location (or virtual link) with the client
• Send a calendar invite and email confirmation with meeting details

Step 3: Prepare Presentation Materials

• Prepare copies of the detailed proposal and any supporting documents
• Create a brief presentation outline to guide the discussion with the client

Step 4: Set Up Meeting Room or Virtual Meeting

• If meeting in person ensure the meeting room is reserved and set up with necessary equipment
• For virtual meetings test the video conferencing software in advance

Step 5: Assign Presentation Roles

• Assign roles for the meeting such as who will present each section of the proposal and who will address specific questions
• Brief your team on the clients key concerns

Step 1: Start with Introductions

• Introduce yourself and any other team members present at the meeting
• Briefly restate the purpose of the meeting and outline the agenda

Step 2: Present Key Proposal Sections

• Present key sections of the detailed proposal such as the project scope budget timeline and client-specific requirements
• Use clear visuals or charts to aid understanding

Step 3: Explain Cost Estimates

• Break down the cost estimates for each section of the proposal
• Highlight any major cost items or unique pricing considerations

Step 4: Discuss Potential Adjustments

• Open the floor for discussion on potential adjustments or additional client requests
• Take detailed notes on the clients feedback

Step 5: Address Client Questions

• Allow the client to ask questions at the end of each section
• Provide clear and concise answers to address their concerns

Step 6: Summarize Key Takeaways

• Finalize the negotiation by confirming agreed changes to contract terms
• Document the agreed terms and set a timeline for contract finalization

Step 1: Review Proposal Terms Internally

• Meet with your internal team to review the proposed contract terms including scope pricing and timeline
• Identify key areas for negotiation flexibility

Step 2: Schedule Negotiation Meeting

• Schedule a negotiation meeting with the client offering a range of date and time options
• Confirm the meeting details and agenda with the client in advance

Step 3: Prepare Negotiation Strategy

• Develop a negotiation strategy focusing on client priorities and potential compromises
• Outline acceptable negotiation limits for each key term

Step 4: Start Negotiation with Key Terms

• Begin the negotiation by reviewing key contract terms such as scope and pricing
• Highlight any areas where changes are not feasible due to project constraints

Step 5: Discuss Clients Counterproposals

• Allow the client to present their counterproposals or requests for changes
• Take notes on their feedback and document areas of agreement

Step 6: Reach Agreement on Contract Terms

• Confirm that the client feels satisfied and comfortable with moving forward

Step 7: Review Final Contract Internally

Step 1: Schedule a Final Review Meeting

• Schedule a meeting or call with the client to review any remaining questions or concerns
• Confirm the meeting details and agenda with the client

Step 2: Open the Discussion for Questions

• Invite the client to express any final questions or concerns

Step 3: Provide Clear and Concise Answers

• Address each question or concern individually
• Use clear language and avoid technical jargon where possible

Step 4: Reiterate Key Project Details

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

Step 5: Document Client Concerns

• Record the clients final questions and any decisions made in your project management system

Step 6: Confirm Clients Satisfaction

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

Step 1: Review Agreed Contract Terms

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

Step 2: Prepare Contract Documents

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

Step 3: Include Relevant Attachments

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

Step 4: Conduct Internal Review of Contract

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

Step 5: Make Edits Based on Feedback

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

Step 6: Prepare Contract for Client Review

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

Step 7: Verify Clients Understanding

Step 1: Schedule Contract Review Meeting

• Schedule a meeting with the client to review the contract documents

Step 2: Present the Contract in Sections

• Review each section of the contract with the client focusing on key terms like scope pricing and timeline
• Pause after each section to allow the client to ask questions

Step 3: Explain Key Contract Clauses

• Clearly explain important clauses such as payment terms and warranty conditions
• Use simple language to clarify any complex legal terms

Step 4: Address Client Questions

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

Step 5: Confirm Client Understanding

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

Step 6: Note Any Requested Changes

• Prepare copies of the signed contract for both the client and the companys records

Step 1: Review Final Changes with Client

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

Step 2: Prepare Signature Pages

• Prepare signature pages for the contract verifying all documents are included

Step 3: Obtain Clients Digital or Physical Signature

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

Step 4: Verify Signatures from Company Representatives

• Verify that all designated company representatives have signed the contract

Step 5: Confirm Completion of Contract Signing

• Confirm with the client that the signing process is complete

Step 6: Prepare Copies for All Parties

Step 1: Prepare Client Copy of Contract

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

Step 2: Review Client Copy for Accuracy

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

Step 3: Send Contract to Client

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

Step 4: Confirm Client Receipt

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

Step 5: Address Any Final Client Concerns

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

Step 1: Scan and Upload Signed Contract

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

Step 2: Update Project Status in CRM

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

Step 3: Record Contract Details

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

Step 4: Notify Team of Contract Completion

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

Step 5: Archive Physical Copy of Contract

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