Sales to Production Handoff for HVAC
The Sales to Production Handoff workflow supports HVAC contractors by creating consistency in how projects move from sales teams to production crews. It covers transferring contracts, equipment requirements, scheduling details, and client expectations. By following this system, HVAC companies reduce miscommunication, prevent delays, and improve efficiency. Clients benefit from clear communication and predictable project starts. Teams gain accountability and consistency, ensuring smoother operations. With this workflow in place, HVAC contractors can protect margins, strengthen client trust, and deliver projects reliably and on schedule.
Confirm signed contract and finalized scope of work
Schedule internal handoff meeting between sales and production teams
Review project scope, client expectations, and special conditions
Go over approved proposal, pricing, and change order terms
Share client communication history and preferences
Provide site photos, drawings, and any relevant plans
Review project timeline and key milestones
Discuss material needs, lead times, and delivery status
Identify known site conditions or permitting issues
Assign project manager or superintendent
Transfer all documents to project management system
Confirm production team is clear on next steps
Notify client of project lead and next communication
Log handoff completion and kickoff readiness
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