Sales Workflow

Welcome to the Sales Workflow SOP Template Library for Roof Replacement (Commercial) roofing projects. Access free, expertly crafted Standard Operating Procedures designed to streamline your sales process for roof replacement (commercial) 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: Identify and Gather Key Information About the Potential Client

• Identify the potential client and gather key information about their business, industry, and potential project needs
• Confirm the preferred method of initial contact (phone call or email)

Step 2: Draft a Professional and Personalized Message

• Draft a professional and personalized message introducing yourself, your company, and the services you offer
• Highlight any relevant experience or projects that align with the client’s potential needs

Step 3: Make Initial Contact According to the Client’s Preferences

• Make initial contact with the potential client via phone call or email, following the prepared script or message
• If calling, be concise and engaging, and confirm if it’s a good time to talk

Step 4: Offer to Provide Additional Information or Schedule a Meeting

• Offer to provide additional information about your services or schedule a follow-up meeting to discuss the client’s needs in more detail
• If the client expresses interest, suggest a few date and time options for the meeting

Step 5: Document the Client’s Response and Next Steps in CRM

• Document the client’s response, including any questions, feedback, or interest in further discussions
• Record the next steps and follow-up actions in the CRM

Step 6: Send a Follow-Up Email to Confirm the Next Steps

• Send a follow-up email to thank the client for their time and confirm the next steps, such as sending additional information or scheduling a meeting
• Include your contact information and a brief summary of the conversation

Step 7: Prepare for the Next Stage of Client Engagement

• Prepare any additional materials or documents needed for the next stage of client engagement, such as brochures, case studies, or meeting agendas
• Stay organized and ready for the upcoming discussions

Schedule discovery meeting

Step 1: Identify Key Stakeholders for the Discovery Meeting

• Identify the key stakeholders from both your company and the client’s organization who need to be involved in the discovery meeting
• Confirm their availability for scheduling the meeting

Step 2: Propose Multiple Meeting Dates and Times

• Propose multiple meeting dates and times to the client, offering flexibility to accommodate their schedule
• Communicate these options clearly and promptly to the client

Step 3: Confirm Meeting Details with All Participants

• Once the client selects a preferred date and time, confirm the meeting details with all participants
• Send calendar invitations that include the meeting date, time, location (or virtual link), and agenda

Step 4: Prepare an Agenda for the Discovery Meeting

• Prepare an agenda for the discovery meeting that outlines key discussion topics, such as client needs, project scope, and objectives
• Share the agenda with the client in advance to set expectations and help them prepare

Step 5: Send a Meeting Reminder to the Client and Team

• Send a meeting reminder to the client and internal team members one day before the scheduled meeting
• Include any relevant documents or materials that participants should review beforehand

Step 6: Confirm Technology or Venue Arrangements for the Meeting

• Confirm that all technology or venue arrangements for the meeting are in place, such as virtual meeting platforms, conference rooms, or presentation equipment
• Test the setup to avoid technical issues during the meeting

Step 7: Set a Follow-Up Reminder in CRM for Post-Meeting Actions

• Set a follow-up reminder in the CRM for post-meeting actions, such as documenting key takeaways or scheduling the next steps with the client

Conduct client discovery meeting

Step 1: Begin the Meeting with Introductions and Meeting Objectives

• Start the discovery meeting by introducing all participants and stating the meeting’s objectives
• Ensure that everyone understands the purpose of the meeting and the desired outcomes

Step 2: Ask Open-Ended Questions to Understand Client Needs

• Ask open-ended questions to gather detailed information about the client’s needs, preferences, and goals for the project
• Take notes on key points raised by the client to ensure accurate understanding

Step 3: Clarify and Confirm the Client’s Requirements

• Clarify and confirm the client’s requirements, including specific details related to project scope, timeline, budget, and success criteria
• Summarize the client’s key points to confirm mutual understanding

Step 4: Discuss Potential Solutions and Service Offerings

• Discuss potential solutions and service offerings that align with the client’s requirements
• Highlight relevant experience or case studies that demonstrate your company’s ability to meet their needs

Step 5: Address Any Questions or Concerns Raised by the Client

• Invite the client to ask questions or raise any concerns they have about the project or proposed solutions
• Provide clear and concise answers to build trust and confidence

Step 6: Summarize Key Takeaways and Next Steps

• Summarize the key takeaways from the discovery meeting, including agreed-upon requirements, potential solutions, and next steps
• Confirm any follow-up actions, such as preparing a proposal or scheduling a second meeting

Step 7: Document Meeting Notes and Update CRM

• Document detailed meeting notes, including client requirements, preferences, and agreed actions
• Update the CRM with the meeting outcomes and assign follow-up tasks to the relevant team members

Qualify client based on project scope, budget, and timeline

Step 1: Review Client’s Project Scope and Requirements

• Review the information gathered during the discovery meeting to understand the client’s project scope and requirements
• Verify that the client’s needs align with your company’s services and expertise

Step 2: Evaluate Client’s Budget and Financial Expectations

• Discuss the client’s budget expectations and confirm whether their budget range is feasible for the proposed scope of work
• Consider any potential flexibility in the budget for changes or upgrades

Step 3: Assess the Client’s Project Timeline and Scheduling Needs

• Assess the client’s preferred project timeline, including their desired start date and completion deadline
• Determine if the proposed timeline aligns with your company’s availability and scheduling

Step 4: Identify Any Potential Challenges or Misalignments

• Identify any potential challenges or misalignments between the client’s requirements, budget, and timeline
• Consider factors such as resource availability, material costs, and external constraints that could impact the project

Step 5: Determine Client Qualification Based on Alignment with Project Criteria

• Determine whether the client qualifies based on their alignment with key project criteria, such as scope, budget, and timeline
• If the client qualifies, proceed to the next stage of engagement; if not, provide alternative recommendations or options

Step 6: Communicate the Qualification Decision to the Client

• Communicate the qualification decision to the client, explaining the reasons for proceeding or suggesting adjustments to the project scope, budget, or timeline
• Ensure that the client understands the next steps or any necessary changes

Step 7: Document the Qualification Outcome in CRM

• Document the qualification outcome, including key notes and the client’s response, in the CRM
• Update the project status to reflect the current stage of client engagement

Record client information and project details in CRM

Step 1: Gather and Organize Key Client Information

• Gather key client information from meetings, emails, and discovery sessions, such as contact details, company information, and project requirements
• Confirm that all details are accurate and up-to-date

Step 2: Create a New Client Record in CRM

• Create a new client record in the CRM, ensuring that all mandatory fields are completed
• Include the client’s name, company, contact information, and relevant stakeholders in the record

Step 3: Enter Project Details and Specifications in CRM

• Enter project-specific details in the CRM, including project scope, budget, timeline, and any special requirements or considerations
• Attach any relevant documents, such as meeting notes, initial proposals, or project plans

Step 4: Log Key Communications and Client Interactions

• Log key communications with the client, such as discovery meetings, phone calls, and emails, in the CRM
• Include dates, participants, and key takeaways from each interaction to maintain a comprehensive record

Step 5: Assign Follow-Up Tasks and Next Steps to Team Members

• Assign follow-up tasks and next steps to relevant team members within the CRM, specifying deadlines and responsibilities
• Confirm that each task is linked to the appropriate client record for easy tracking

Step 6: Verify and Save the Client Record for Future Reference

• Verify that all client information and project details are complete and accurate in the CRM
• Save the record and set reminders for key follow-up actions or meetings

Step 7: Update Project Status and Notifications in CRM

• Update the project status in the CRM to reflect the current stage of client engagement or project planning
• Set up notifications or alerts for important dates, such as upcoming meetings or deadlines

Schedule roof inspection with the client

Step 1: Contact Client to Propose Inspection Dates

• Contact the client to propose a few date and time options for the roof inspection, based on your team’s availability and the client’s schedule
• Offer flexibility to accommodate the client’s preferred inspection window

Step 2: Confirm Inspection Date and Time with Client

• Once the client selects a preferred date and time, confirm the inspection details with them
• Send a calendar invitation or email confirmation to both the client and the internal team

Step 3: Prepare an Inspection Agenda and Checklist

• Prepare an agenda and checklist for the roof inspection, focusing on key areas to assess, such as roof condition, structural integrity, and specific client concerns
• Share the checklist with the inspection team in advance

Step 4: Notify Internal Team of Scheduled Inspection

• Notify the internal team members who will be conducting the inspection, confirming their availability and roles
• Ensure that everyone is aware of the inspection date, time, and client-specific needs

Step 5: Send a Meeting Reminder to Client and Team

• Send a meeting reminder to the client and inspection team one day before the scheduled roof inspection
• Include any instructions or special considerations, such as access points or safety measures

Step 6: Confirm Necessary Tools and Equipment for Inspection

• Confirm that all necessary tools and equipment for the roof inspection are prepared and in good condition
• Ensure that the inspection team has the appropriate PPE and safety gear for the site visit

Step 7: Record Inspection Appointment in CRM

• Record the scheduled roof inspection appointment in the CRM, linking it to the client’s project record
• Set a follow-up reminder for post-inspection actions, such as report preparation or client feedback

Conduct roof inspection to assess replacement needs

Step 1: Review Client Concerns and Inspection Checklist

• Begin the roof inspection by reviewing any specific concerns or issues raised by the client
• Use the prepared inspection checklist to guide the assessment and ensure all key areas are covered

Step 2: Conduct a Visual Inspection of the Roof’s Exterior

• Conduct a visual inspection of the roof’s exterior, focusing on visible signs of damage, wear, or structural issues
• Look for indicators such as missing shingles, damaged flashing, or water stains

Step 3: Inspect the Roof’s Interior Structure, If Accessible

• If accessible, inspect the interior structure of the roof, including attic spaces, rafters, and insulation
• Check for signs of leaks, mold, or structural damage that could indicate underlying issues

Step 4: Take Detailed Notes and Photos of Roof Condition

• Take detailed notes and photos of the roof’s condition, documenting any areas of concern or damage
• Record measurements, material types, and specific locations of identified issues

Step 5: Discuss Initial Findings with the Client On-Site

• Discuss initial findings with the client on-site, explaining the key issues observed and their potential impact
• Offer preliminary recommendations for repairs, replacement, or further assessment

Step 6: Document All Findings in an Inspection Report

• Document all findings in a detailed inspection report, including photos, notes, and recommended actions
• Ensure that the report is clear, organized, and easy for the client to understand

Step 7: Update the Client Record in CRM with Inspection Results

• Update the client’s record in the CRM with the inspection results and attach the inspection report
• Assign any follow-up tasks or next steps based on the client’s response and feedback

Take detailed notes and photos of the roof

Step 1: Prepare a Structured Note-Taking Template for the Inspection

• Prepare a structured note-taking template for the roof inspection to ensure that all relevant details are captured systematically
• Include sections for key areas such as roof materials, structural integrity, flashing, and potential problem spots

Step 2: Take Clear Photos of Key Roof Areas and Issues

• Take clear photos of key roof areas, including any signs of damage, wear, or deterioration
• Use a camera or mobile device with a good resolution to ensure that all photos are sharp and detailed

Step 3: Record Measurements and Material Specifications

• Record measurements and material specifications for critical areas of the roof, such as shingle dimensions, flashing widths, and slope angles
• Document these details in the inspection notes for reference during repairs or replacement planning

Step 4: Note Specific Issues and Their Locations

• Note specific issues observed during the inspection, such as missing shingles, cracked tiles, or rusted metal panels
• Specify the exact locations of these issues to aid in planning and repairs

Step 5: Take Photos of the Roof from Multiple Angles

• Take photos of the roof from multiple angles to provide a comprehensive visual overview
• Include wide-angle shots of the entire roof as well as close-ups of problem areas

Step 6: Document Client Feedback or Concerns Raised During the Inspection

• Document any feedback or concerns raised by the client during the inspection, noting their specific areas of worry or interest
• Include this feedback in the final inspection report to address their expectations

Step 7: Organize and Save Notes and Photos for Report Preparation

• Organize the notes and photos systematically for easy reference when preparing the inspection report
• Save digital copies of the notes and photos in the client’s project record in the CRM

Discuss client needs, preferences, and expectations during inspection

Step 1: Begin the Discussion by Reviewing the Client’s Project Goals

• Start the discussion by reviewing the client’s project goals and what they hope to achieve with the roofing project
• Confirm their primary objectives, such as durability, aesthetic appeal, or cost-efficiency

Step 2: Ask Open-Ended Questions to Understand Client Preferences

• Ask open-ended questions to gather more information about the client’s preferences for materials, colors, design, and special features
• Take notes on any specific requirements or concerns raised by the client during the discussion

Step 3: Clarify the Client’s Expectations for Budget and Timeline

• Clarify the client’s expectations for their budget and preferred timeline for project completion
• Discuss any flexibility they may have in terms of budget adjustments or project scheduling

Step 4: Offer Insights and Recommendations Based on Industry Expertise

• Offer insights and recommendations based on industry standards and your company’s expertise, focusing on aligning the project scope with the client’s needs and expectations
• Explain the benefits and trade-offs of different options if the client is considering multiple choices

Step 5: Confirm the Client’s Priorities and Key Decision Factors

• Confirm the client’s priorities and key decision factors, such as long-term maintenance, warranty options, or energy efficiency
• Use this information to shape the project scope and proposal in alignment with their expectations

Step 6: Summarize Key Takeaways and Next Steps

• Summarize the key takeaways from the discussion, ensuring that you and the client are aligned on their needs and preferences
• Outline the next steps, such as preparing a proposal or scheduling a follow-up meeting

Step 7: Document the Client’s Needs and Preferences in CRM

• Document all client needs, preferences, and expectations in the CRM, linking them to the project record for easy reference during proposal preparation

Answer any initial questions from the client

Step 1: Invite the Client to Ask Any Initial Questions or Concerns

• After discussing the project scope, invite the client to ask any initial questions or share concerns they may have about the project
• Encourage open communication to build trust and address uncertainties

Step 2: Listen Actively and Take Notes on Key Questions

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

Step 3: Provide Clear and Concise Answers to Each Question

• Provide clear and concise answers to each of the client’s questions, focusing on providing accurate information without overwhelming them
• If you need to gather additional information, let the client know you will follow up promptly

Step 4: Clarify Any Misunderstandings or Complex Issues

• If the client raises a complex issue or misunderstanding, take the time to clarify it in simple terms
• Use visual aids, examples, or case studies if necessary to help illustrate key points

Step 5: Offer to Follow Up on Questions Requiring Further Research

• If a client question requires further research or confirmation, assure them that you will follow up with the correct information
• Set a clear timeline for when the client can expect your response

Step 6: Document Client Questions and Your Responses

• Document all client questions and your responses in the CRM or project notes, ensuring that nothing is overlooked
• Use this information to refine the project proposal and anticipate future concerns

Step 7: Confirm Client Satisfaction and Understanding

• Confirm with the client that their questions have been adequately answered and that they feel informed about the next steps
• Reinforce your commitment to providing continued support and communication throughout the project

Prepare preliminary project proposal based on initial consultation

Step 1: Review Client Requirements and Inspection Findings

• Review the client’s requirements and preferences gathered during the initial consultation, along with any findings from the roof inspection
• Ensure that you have a clear understanding of the client’s needs, budget, and timeline

Step 2: Outline the Scope of Work Based on Client Needs

• Outline the scope of work based on the client’s requirements, including key activities, deliverables, and material specifications
• Focus on aligning the proposed work with the client’s goals and expectations

Step 3: Develop a Preliminary Budget Estimate for the Project

• Develop a preliminary budget estimate that includes key cost components such as materials, labor, equipment, and any potential contingencies
• Provide a transparent cost breakdown to help the client understand the overall budget

Step 4: Draft a Preliminary Project Timeline

• Draft a preliminary project timeline that outlines key milestones, phases, and expected completion dates
• Ensure that the timeline aligns with the client’s preferred schedule and any external constraints

Step 5: Include Initial Recommendations and Optional Add-Ons

• Include any initial recommendations or optional add-ons that could enhance the project, such as upgraded materials, extended warranties, or energy-efficient solutions
• Clearly outline the benefits and additional costs of these options

Step 6: Prepare a Professional and Organized Proposal Document

• Prepare a professional and organized proposal document that presents all information clearly and concisely
• Include sections such as project overview, scope of work, budget, timeline, and next steps

Step 7: Review the Preliminary Proposal for Completeness and Accuracy

• Review the preliminary proposal to confirm that all key information is included and accurate
• Save the draft proposal in the project records and prepare to review it with the internal team

Develop rough estimate of project costs and timeline

Step 1: Break Down the Project Scope into Key Cost Components

• Break down the project scope into key cost components such as materials, labor, equipment, and any required permits
• Use the client’s preferences and requirements to shape the cost estimates for each component

Step 2: Research Current Material Costs and Supplier Pricing

• Research current material costs and obtain quotes from suppliers for key items such as shingles, underlayment, and flashing
• Consider market fluctuations, supplier lead times, and volume discounts when calculating costs

Step 3: Estimate Labor Costs Based on Project Requirements

• Estimate labor costs based on the scope of work, project complexity, and crew availability
• Consider factors such as specialized skills, working hours, and any overtime requirements for meeting the client’s timeline

Step 4: Develop a Preliminary Timeline with Key Milestones

• Develop a preliminary timeline for the project, identifying key milestones such as site preparation, roof installation, inspections, and final walkthroughs
• Confirm that the timeline aligns with the client’s desired schedule and any external constraints

Step 5: Calculate Additional Costs for Contingencies or Special Requests

• Calculate additional costs for contingencies such as unforeseen repairs or upgrades based on the client’s preferences
• Include any special requests or optional add-ons discussed with the client during the consultation

Step 6: Compile the Rough Estimate into a Summary Report

• Compile the rough estimate into a summary report, including cost breakdowns and an estimated project timeline
• Present the information clearly to provide a transparent overview of the project scope and costs

Step 7: Save the Estimate Report in Project Records for Review

• Save the rough estimate report in the project records, ensuring it is linked to the client’s CRM record for easy reference during internal reviews

Review preliminary proposal with internal team for accuracy

Step 1: Schedule an Internal Review Meeting with Key Team Members

• Schedule an internal review meeting with key team members, including the project manager, estimator, and sales representative
• Confirm the date, time, and agenda for the meeting to focus on reviewing the preliminary proposal

Step 2: Distribute the Preliminary Proposal to the Team in Advance

• Distribute the preliminary proposal to the internal team members in advance of the review meeting
• Encourage them to review the document thoroughly and note any questions or areas for discussion

Step 3: Begin the Review Meeting by Outlining Key Client Requirements

• Start the review meeting by outlining the key client requirements, preferences, and expectations based on the initial consultation
• Ensure that everyone understands the client’s goals and project priorities

Step 4: Review the Scope of Work, Budget, and Timeline in Detail

• Review the proposed scope of work, budget estimates, and project timeline in detail, focusing on alignment with the client’s needs
• Verify that all cost components and milestones are accurate and realistic

Step 5: Identify Any Errors, Omissions, or Inconsistencies

• Identify any errors, omissions, or inconsistencies in the preliminary proposal, such as missing information, incorrect figures, or unclear descriptions
• Take notes on all feedback provided by team members during the review

Step 6: Make Adjustments to the Proposal Based on Team Feedback

• Make adjustments to the proposal based on the team’s feedback, ensuring that all corrections are accurate and align with the client’s requirements
• Confirm any changes with the project manager before finalizing the document

Step 7: Prepare the Proposal for Final Review and Client Presentation

• Prepare the revised proposal for a final review with the project manager or key stakeholders before presenting it to the client
• Save the updated document in the project records and notify the team of the final version

Schedule meeting with client to present preliminary proposal

Step 1: Identify Key Stakeholders for the Proposal Meeting

• Identify key stakeholders from both your company and the client’s organization who need to attend the proposal meeting
• Confirm their availability for scheduling the meeting

Step 2: Propose Multiple Meeting Dates and Times

• Propose multiple meeting dates and times to the client, offering flexibility to accommodate their schedule
• Communicate these options clearly and promptly to the client

Step 3: Confirm Meeting Details with All Participants

Step 4: Prepare an Agenda for the Proposal Presentation

• Prepare an agenda for the meeting that outlines key topics to be discussed, such as the project scope, budget, timeline, and potential challenges
• Share the agenda with the client in advance to set expectations

Step 5: Send a Meeting Reminder to the Client and Team

• Send a meeting reminder to the client and internal team members one day before the scheduled meeting
• Include any relevant documents or materials that participants should review beforehand

Step 6: Confirm Technology or Venue Arrangements for the Meeting

Step 7: Prepare Follow-Up Tasks in CRM for Post-Meeting Actions

• Set up follow-up tasks in the CRM for any actions that need to be taken after the meeting, such as documenting client feedback or updating the proposal

Present preliminary project proposal to client

Step 1: Begin the Meeting with Introductions and Meeting Objectives

• Start the meeting by introducing all participants and outlining the objectives of the proposal presentation
• Confirm that the client understands the purpose of the meeting and the key points to be covered

Step 2: Provide an Overview of the Project Proposal

• Provide a high-level overview of the project proposal, including the client’s goals, key deliverables, and overall strategy
• Set the context for more detailed discussions about the project scope, budget, and timeline

Step 3: Present the Project Scope in Detail

• Present the project scope in detail, focusing on the specific activities, deliverables, and materials included in the proposal
• Highlight how the scope aligns with the client’s goals and preferences

Step 4: Review the Proposed Budget and Cost Breakdown

• Review the proposed budget in detail, providing a transparent breakdown of costs for materials, labor, equipment, and contingencies
• Explain any optional add-ons or upgrades that the client may want to consider

Step 5: Discuss the Preliminary Project Timeline and Milestones

• Discuss the preliminary project timeline, highlighting key milestones, deadlines, and dependencies
• Confirm that the proposed timeline aligns with the client’s preferred schedule

Step 6: Invite Client Questions or Requests for Clarification

• Invite the client to ask questions or request clarification on any aspect of the proposal
• Provide clear answers and be prepared to discuss alternative options or adjustments

Step 7: Summarize Key Points and Next Steps

• Summarize the key points discussed during the meeting and outline the next steps, such as gathering feedback or scheduling a follow-up meeting
• Confirm that the client is satisfied with the information presented

Discuss project scope, budget, and timeline in detail

Step 1: Begin the Discussion by Reviewing Client Requirements

• Start the detailed discussion by reviewing the client’s requirements, goals, and preferences to ensure alignment with the proposed project scope
• Confirm the client’s expectations for the project and any specific requests they have made

Step 2: Provide a Detailed Breakdown of the Project Scope

• Provide a detailed breakdown of the project scope, explaining each major activity or deliverable in clear terms
• Highlight any unique features or special considerations that were included based on the client’s feedback

Step 3: Review the Proposed Budget and Explain Cost Justifications

• Review the proposed budget in detail, focusing on key cost components such as materials, labor, equipment, and optional add-ons
• Justify the costs by explaining the quality, benefits, and long-term value of the proposed materials and services

Step 4: Discuss the Preliminary Project Timeline and Key Milestones

• Discuss the preliminary project timeline, identifying key milestones, critical paths, and estimated completion dates
• Explain any potential risks or constraints that could impact the timeline and suggest mitigation strategies

Step 5: Address Any Client Concerns or Requests for Adjustments

• Invite the client to share any concerns or requests for adjustments to the project scope, budget, or timeline
• Provide solutions or alternative options that align with the client’s goals and budget constraints

Step 6: Confirm Client Agreement on Key Aspects of the Proposal

• Confirm the client’s agreement on key aspects of the proposal, including the project scope, budget, and timeline
• Document any changes or agreements reached during the discussion

Step 7: Set a Follow-Up Meeting or Next Steps to Finalize the Proposal

• Set a follow-up meeting or agree on the next steps to finalize the proposal, such as making adjustments or scheduling an internal review
• Confirm the follow-up actions in writing and share them with the client

Gather feedback from client and address any concerns or questions

Step 1: Invite the Client to Share Their Feedback on the Proposal

• Invite the client to share their feedback on the proposal, focusing on key areas such as the project scope, budget, timeline, and deliverables
• Encourage open and honest feedback to better understand their perspective

Step 2: Listen Actively to the Client’s Concerns and Take Detailed Notes

• Listen actively to the client’s concerns and take detailed notes on each point they raise
• Confirm your understanding of each concern before providing a response or solution

Step 3: Provide Clear Explanations and Alternative Solutions

• Address each of the client’s concerns by providing clear explanations or offering alternative solutions
• If necessary, discuss trade-offs or adjustments that can be made to meet the client’s expectations

Step 4: Clarify Any Misunderstandings or Complex Issues

• If the client raises complex issues or misunderstandings, take the time to clarify them in simple terms
• Use visual aids, examples, or case studies if needed to help illustrate key points

Step 5: Confirm Any Agreed Changes to the Proposal

• Confirm any agreed changes to the proposal, such as modifications to the scope, budget, or timeline
• Document these changes and obtain the client’s acknowledgment before proceeding with updates

Step 6: Plan and Communicate Next Steps Based on Client Feedback

• Plan the next steps based on the client’s feedback, such as updating the proposal or scheduling another meeting for final review
• Communicate these next steps clearly to the client and confirm their agreement

Step 7: Document the Client’s Feedback and Agreed Actions in CRM

• Document the client’s feedback and all agreed actions in the CRM, linking them to the project record for easy reference during proposal revisions

Make adjustments to the proposal as needed based on client feedback

Step 1: Review Client Feedback and Identify Required Adjustments

• Review the client’s feedback to identify the specific adjustments needed to the proposal, such as changes to the project scope, budget, or timeline
• Confirm that you have a clear understanding of the client’s requests and expectations

Step 2: Consult with Internal Team Members to Implement Changes

• Consult with relevant internal team members, such as the project manager, estimator, and sales representative, to discuss the client’s feedback and plan the necessary changes
• Ensure that all proposed adjustments are feasible and align with the project’s goals

Step 3: Update the Proposal Document to Reflect Agreed Changes

• Update the proposal document to reflect all agreed changes, including revised cost estimates, timelines, and scope details
• Review the updated proposal to confirm that all changes are accurately reflected

Step 4: Verify the Accuracy of All Adjustments and Revisions

• Verify the accuracy of all adjustments made to the proposal, cross-checking figures, descriptions, and timelines to avoid errors or inconsistencies
• Have a key team member review the updated proposal for a final quality check

Step 5: Prepare a Revised Proposal for Client Review

• Prepare a revised proposal that incorporates all agreed changes, ensuring that the document is organized and easy to understand
• Include a summary of key changes made based on the client’s feedback

Step 6: Communicate the Updated Proposal to the Client

• Communicate the updated proposal to the client, explaining the key changes made and how they address the client’s feedback
• Offer to schedule a follow-up meeting or call to discuss the revised proposal in detail

Step 7: Document Changes and Client Communications in CRM

• Document all changes made to the proposal and client communications in the CRM, ensuring that the project record is up-to-date
• Assign follow-up tasks to team members as needed for further client engagement

Refine project proposal based on client feedback

Step 1: Review Client Feedback and Agreed Changes

• Review the client’s feedback and the agreed changes from previous discussions to ensure you have a clear understanding of what needs to be refined
• Focus on key areas such as the project scope, budget, timeline, and deliverables

Step 2: Update Project Scope and Specifications Based on Feedback

• Refine the project scope and specifications to reflect the client’s updated preferences and expectations
• Confirm that the proposed work aligns with the client’s goals and addresses any previous concerns

Step 3: Revise Budget Estimates to Include Adjustments

• Revise the budget estimates based on the agreed changes, updating cost components such as materials, labor, equipment, and contingencies
• Clearly outline any cost adjustments or savings achieved through the refinements

Step 4: Adjust Project Timeline to Reflect Agreed Milestones

• Adjust the project timeline to reflect any changes in the start dates, milestones, or deadlines based on the client’s feedback
• Ensure that the revised timeline aligns with the client’s expectations and project constraints

Step 5: Review and Refine Any Additional Recommendations or Add-Ons

• Review and refine any additional recommendations or add-ons discussed with the client, ensuring that they are clearly presented and justified in the proposal
• Highlight the benefits and optional nature of these add-ons if needed

Step 6: Prepare a Refined Proposal Document for Review

• Prepare a refined proposal document that incorporates all agreed changes, presenting the information in a clear and organized format
• Include sections such as project overview, scope of work, budget, timeline, and next steps

Step 7: Confirm Accuracy and Completeness of Refined Proposal

• Review the refined proposal to confirm its accuracy and completeness before sharing it with the internal team or client
• Save the updated document in the project records for reference

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

Step 1: Break Down the Refined Project Scope into Cost Components

• Break down the refined project scope into detailed cost components such as materials, labor, equipment, and required permits
• Confirm that each cost component aligns with the refined project scope and client expectations

Step 2: Research and Verify Updated Material Costs and Supplier Quotes

• Research and verify updated material costs, obtaining quotes from suppliers for key items such as roofing materials, underlayment, and flashing
• Account for any changes in market prices or availability when calculating costs

Step 3: Calculate Labor Costs Based on Updated Project Requirements

• Calculate labor costs based on the updated project requirements, factoring in the scope of work, crew size, specialized skills needed, and project duration
• Consider any potential overtime or weekend work requirements if needed to meet deadlines

Step 4: Include Additional Costs for Permits, Equipment, and Contingencies

• Include additional costs for items such as permits, specialized equipment rentals, and contingencies to address unforeseen issues
• Clearly outline these additional costs in the detailed estimate to provide a transparent view of the budget

Step 5: Prepare a Cost Breakdown with Itemized Descriptions

• Prepare a detailed cost breakdown with itemized descriptions for each cost component, including materials, labor, equipment, and contingencies
• Use a structured format that is easy for the client to understand

Step 6: Review and Verify the Detailed Project Estimate

• Review the detailed project estimate with the internal team, confirming that all costs are accurate and aligned with the refined project scope
• Make any necessary adjustments based on team feedback

Step 7: Save the Finalized Estimate in the Project Records

• Save the finalized estimate in the project records, ensuring that it is linked to the client’s project file for easy reference during internal reviews and client presentations

Create a comprehensive project timeline

Step 1: Identify Key Milestones and Phases of the Project

• Identify key milestones and phases of the project based on the refined project scope, such as design, procurement, site preparation, roofing installation, and inspections
• Confirm that these milestones align with the client’s expectations and contractual obligations

Step 2: Estimate the Duration for Each Task and Activity

• Estimate the duration for each task and activity within the project, taking into account dependencies, resource availability, and potential risks
• Use past project data and industry standards as benchmarks for time estimates

Step 3: Sequence the Tasks and Establish Dependencies

• Sequence the tasks in a logical order, establishing dependencies between tasks where one must be completed before another can begin
• Consider both internal dependencies within your team and external dependencies related to subcontractors or suppliers

Step 4: Create a Visual Timeline Using Project Management Software

• Create a visual timeline using project management software, such as Gantt charts, to map out the sequence of tasks, key milestones, and critical paths
• Ensure that the timeline is clear, comprehensive, and easy to interpret

Step 5: Include Buffer Time for Risks and Unforeseen Delays

• Include buffer time in the timeline to account for potential risks and unforeseen delays, such as weather disruptions or material delivery issues
• Clearly communicate the purpose of these buffers in the timeline overview

Step 6: Review the Comprehensive Timeline with the Internal Team

• Review the comprehensive timeline with the internal team to verify its accuracy and feasibility based on team capacities and client expectations
• Make any necessary adjustments based on team feedback

Step 7: Save the Timeline in Project Records and CRM

• Save the finalized comprehensive timeline in the project records and CRM, linking it to the client’s project file for reference during meetings and status updates

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

Step 1: Gather All Refined and Finalized Proposal Documents

• Gather all refined and finalized proposal documents, including the scope of work, budget estimate, project timeline, and terms and conditions
• Confirm that each document is the latest version and aligns with the client’s feedback and expectations

Step 2: Organize Proposal Documents into a Structured Format

• Organize the proposal documents into a structured format that is clear and easy to navigate
• Use section headings and a table of contents to help the client quickly find key information

Step 3: Include a Cover Letter or Executive Summary

• Include a cover letter or executive summary at the beginning of the proposal that highlights the key elements of the project, such as objectives, deliverables, budget, and timeline
• Summarize any major changes or updates made based on the client’s feedback

Step 4: Verify the Accuracy and Consistency of All Proposal Sections

• Verify the accuracy and consistency of all proposal sections, ensuring that figures, descriptions, and timelines match across all documents
• Double-check that terms and conditions align with the agreed-upon scope and contractual obligations

Step 5: Create Both Digital and Physical Copies of the Proposal

• Create both digital and physical copies of the proposal for submission, formatting them in a professional and consistent style
• Ensure that all copies are complete and free of errors or formatting issues

Step 6: Save a Final Copy of the Proposal in Project Records

• Save a final copy of the compiled proposal in the project records and CRM, linking it to the client’s project file for easy reference during future meetings and negotiations

Step 7: Prepare a Proposal Presentation Plan for Client Meeting

• Prepare a proposal presentation plan that outlines how each section of the proposal will be presented during the client meeting
• Include key talking points, visual aids, and any supporting materials needed for a successful presentation

Schedule follow-up meeting with client to present detailed proposal

Step 1: Identify Key Stakeholders for the Follow-Up Meeting

• Identify key stakeholders from both your company and the client’s organization who need to attend the follow-up meeting to present the detailed proposal
• Confirm their availability for scheduling the meeting

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

• Propose multiple meeting dates and times to the client, offering flexibility to accommodate their schedule
• Communicate these options clearly and promptly to the client

Step 3: Confirm Meeting Details with All Participants

Step 4: Prepare an Agenda for the Proposal Presentation Meeting

• Prepare an agenda for the meeting that outlines key topics to be discussed, such as the refined project scope, budget, timeline, and terms and conditions
• Share the agenda with the client in advance to set expectations

Step 5: Send a Meeting Reminder to the Client and Team

• Send a meeting reminder to the client and internal team members one day before the scheduled meeting
• Include any relevant documents or materials that participants should review beforehand

Step 6: Confirm Technology or Venue Arrangements for the Meeting

Step 7: Prepare Follow-Up Tasks in CRM for Post-Meeting Actions

• Set up follow-up tasks in the CRM for any actions that need to be taken after the meeting, such as documenting client feedback or updating the proposal

Present detailed project proposal to client

Step 1: Begin the Meeting with Introductions and Meeting Objectives

Step 2: Provide an Overview of the Refined Project Proposal

• Provide a high-level overview of the refined project proposal, including the client’s goals, key deliverables, and overall strategy
• Set the context for more detailed discussions about the project scope, budget, and timeline

Step 3: Present the Project Scope in Detail

• Present the refined project scope in detail, focusing on the specific activities, deliverables, and materials included in the proposal
• Highlight how the scope aligns with the client’s goals and preferences

Step 4: Review the Updated Budget and Cost Breakdown

• Review the updated budget in detail, providing a transparent breakdown of costs for materials, labor, equipment, and contingencies
• Explain any adjustments made based on the client’s feedback and confirm the final costs

Step 5: Discuss the Revised Project Timeline and Milestones

• Discuss the revised project timeline, highlighting key milestones, deadlines, and dependencies
• Confirm that the proposed timeline aligns with the client’s preferred schedule and any external constraints

Step 6: Invite Client Questions or Requests for Clarification

• Invite the client to ask questions or request clarification on any aspect of the detailed proposal
• Provide clear answers and be prepared to discuss alternative options or adjustments

Step 7: Summarize Key Points and Next Steps

• Summarize the key points discussed during the meeting and outline the next steps, such as negotiating contract terms or finalizing documents
• Confirm that the client is satisfied with the information presented

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

Step 1: Begin the Negotiation by Reviewing the Key Proposal Elements

• Start the negotiation by reviewing the key elements of the proposal, including the project scope, budget, payment schedule, and contingencies
• Confirm that all participants are aligned on the starting points for each element

Step 2: Discuss and Clarify Specific Terms with the Client

• Discuss and clarify specific contract terms with the client, focusing on any areas where adjustments or flexibility may be needed
• Address items such as changes to the scope, milestone payments, or risk contingencies

Step 3: Negotiate Payment Schedule and Milestone Deliverables

• Negotiate the payment schedule with the client, proposing milestone-based payments tied to key deliverables
• Confirm that the payment terms align with the project timeline and the client’s budget constraints

Step 4: Address and Agree on Contingency Plans for Risks

• Discuss and agree on contingency plans for potential risks, such as weather delays, material shortages, or change orders
• Ensure that these contingencies are clearly defined in the contract to manage expectations and responsibilities

Step 5: Document Agreed Changes or Adjustments to Contract Terms

• Document any agreed changes or adjustments to the contract terms in a clear and organized format
• Confirm these changes with the client and key stakeholders before finalizing the contract

Step 6: Reiterate Key Points and Obtain Verbal Agreement from Client

• Reiterate the key points discussed and obtain a verbal agreement from the client on the revised contract terms
• Schedule a follow-up meeting if additional time is needed to finalize details

Step 7: Prepare to Draft the Final Contract with Agreed Terms

• Prepare to draft the final contract based on the agreed terms, ensuring that all changes and negotiations are accurately reflected

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 about the project scope, budget, timeline, or contract terms
• Create an open and supportive environment for the client to voice their thoughts

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

• Listen actively to the client’s questions and 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 Each Question

• Provide clear and concise answers to each of the client’s questions, focusing on providing accurate information without overwhelming them
• If needed, offer supporting materials or examples to clarify your response

Step 4: Discuss and Resolve Any Unresolved Issues

• If there are unresolved issues or areas of uncertainty, discuss them in detail and propose solutions or compromises to address the client’s concerns
• Ensure that both parties are aligned on the final approach

Step 5: Confirm the Client’s Satisfaction with the Proposed Solutions

• Confirm with the client that they are satisfied with the proposed solutions and that all of their questions or concerns have been addressed
• Reiterate your commitment to ongoing communication and support throughout the project

Step 6: Document the Client’s Final Questions and Your Responses

• Document the client’s final questions and your responses in the project records or CRM, ensuring that nothing is overlooked
• Use this information to refine the contract and anticipate future needs

Step 7: Outline the Next Steps for Finalizing the Contract

• Outline the next steps for finalizing the contract, such as reviewing the final draft or scheduling a sign-off meeting with the client
• Confirm these next steps with the client and team members

Finalize contract terms and prepare contract documents

Step 1: Review All Agreed Terms with the Project Team

• Review all agreed contract terms with the project team, including scope of work, budget, timeline, payment schedule, and contingencies
• Confirm that the final terms align with the client’s feedback and the team’s capacity to deliver

Step 2: Draft the Final Contract Document

• Draft the final contract document, ensuring that all sections are complete and reflect the agreed terms
• Include sections such as project scope, deliverables, responsibilities, payment terms, and conditions for contingencies

Step 3: Review the Draft Contract for Accuracy and Completeness

• Conduct a thorough review of the draft contract to ensure accuracy and completeness
• Cross-check all figures, timelines, and legal language with internal stakeholders, such as the legal or finance team

Step 4: Incorporate Any Final Adjustments or Clarifications

• Incorporate any final adjustments or clarifications based on feedback from the internal review
• Ensure that the client’s interests and requirements are fully addressed in the final contract

Step 5: Prepare a Contract Summary for Client Review

• Prepare a contract summary document highlighting key terms, responsibilities, and payment details
• Attach this summary to the full contract for easy reference by the client

Step 6: Organize and Format the Contract for Presentation

• Organize and format the contract document in a professional and easy-to-read manner
• Include a cover page, section headings, and clearly defined clauses for clarity

Step 7: Save the Final Contract Draft in Project Records

• Save the final contract draft in the project records and CRM, linking it to the client’s project file for easy reference during future meetings

Review contract documents with client, ensuring all terms are clear

Step 1: Schedule a Contract Review Meeting with the Client

• Schedule a contract review meeting with the client to go over the final contract document and ensure all terms are clear
• Confirm the meeting date, time, and location with all participants

Step 2: Provide the Client with a Copy of the Contract in Advance

• Provide the client with a copy of the final contract in advance of the meeting, allowing them time to review the document at their convenience
• Encourage the client to note any questions or concerns they may have

Step 3: Begin the Meeting by Summarizing Key Contract Terms

• Begin the meeting by summarizing the key contract terms, focusing on areas such as scope of work, payment schedule, responsibilities, and contingencies
• Highlight any sections that were recently revised based on the client’s feedback

Step 4: Review Each Section of the Contract in Detail

• Review each section of the contract in detail, allowing the client to ask questions or request clarifications as needed
• Take the time to explain complex terms or legal language in simple, understandable language

Step 5: Confirm the Client’s Understanding of Responsibilities and Payment Terms

• Confirm the client’s understanding of their responsibilities and the payment terms outlined in the contract
• Discuss any additional requirements or expectations that may arise during the course of the project

Step 6: Address Any Last-Minute Questions or Concerns

• Address any last-minute questions or concerns the client may have about the contract, providing clear and concise answers
• Offer to make minor adjustments if needed to resolve any final issues

Step 7: Obtain Verbal Agreement to Proceed with Signing

• Obtain the client’s verbal agreement to proceed with signing the contract, confirming that they are comfortable with all terms and conditions
• Schedule a signing appointment or prepare the contract for digital signatures

Obtain client signatures on contract documents

Step 1: Prepare the Final Contract for Client Signature

• Prepare the final contract documents, ensuring that all pages are correctly formatted and all agreed-upon terms are clearly stated
• Double-check that signature fields are correctly placed and that all necessary attachments or exhibits are included

Step 2: Schedule a Meeting or Digital Signature Session with the Client

• Schedule a meeting with the client to obtain their signatures on the final contract documents, or set up a digital signature session using a secure e-signature platform
• Confirm the date, time, and location or digital process with the client

Step 3: Review the Final Contract One Last Time with the Client

• Before obtaining signatures, briefly review the key terms of the contract with the client to confirm their understanding and agreement
• Address any last-minute questions or concerns they may have

Step 4: Obtain Signatures from All Required Parties

• Obtain signatures from the client, project manager, and any other required parties as outlined in the contract
• Ensure that all signatures are collected in the correct order, and verify that all fields are completed

Step 5: Provide Confirmation and Copies of Signed Documents

• Once all signatures are obtained, confirm with the client that the contract is fully executed and legally binding
• Inform them of the next steps and when they will receive their copy

Step 6: Document the Date and Time of Signature in Project Records

• Document the date and time of the contract signing in the project records and CRM, noting any relevant details or follow-up actions

Step 7: Securely Store the Original Signed Contract in Project Files

• Securely store the original signed contract in the designated project files, ensuring that it is easily accessible for future reference

Provide client with a copy of the signed contract

Step 1: Prepare a Client Copy of the Signed Contract

• Prepare a client copy of the signed contract, including all attachments and exhibits
• Ensure that the client’s copy is identical to the original, with all pages and signature fields correctly formatted

Step 2: Deliver the Signed Contract to the Client

• Deliver the signed contract to the client in the agreed-upon format, such as a digital PDF copy or a physical hard copy
• Confirm the client’s preferred method of receiving the signed contract

Step 3: Include a Cover Letter or Summary with the Contract Copy

• Include a cover letter or summary that outlines the key points of the contract, such as responsibilities, deliverables, and payment terms
• Thank the client for their business and reinforce your commitment to the project

Step 4: Request Confirmation of Receipt from the Client

• Request confirmation of receipt from the client to ensure they have received the signed contract and all necessary documents
• Follow up promptly if the client has any questions or issues accessing the contract

Step 5: Update the Project Records with Delivery Confirmation

• Update the project records and CRM with the delivery confirmation, noting the date and method of delivery
• Link the contract document to the client’s project file for easy reference during future meetings

Step 6: Verify the Client’s Understanding of Contract Terms

• Verify with the client that they understand the terms outlined in the signed contract, and encourage them to reach out with any further questions
• Offer to schedule a follow-up meeting if needed to clarify any details

Step 7: Store the Client’s Copy Confirmation and Correspondence in CRM

• Store the client’s confirmation of receipt and any related correspondence in the CRM, linking it to the client’s project file

Record signed contract and update project status in CRM

Step 1: Record Contract Details in CRM

• Record all relevant contract details in the CRM, including the contract number, start and end dates, payment terms, and key milestones
• Link the contract document to the client’s project file in the CRM for easy access

Step 2: Update Project Status to Reflect Contract Execution

• Update the project status in the CRM to reflect that the contract has been fully executed
• Change the project phase to the next stage, such as “Planning” or “Execution,” based on your company’s workflow

Step 3: Set Key Milestone Reminders Based on Contract Terms

• Set key milestone reminders in the CRM based on the contract terms, such as payment dates, deliverable deadlines, and review meetings
• Assign these reminders to the relevant team members to ensure timely follow-up

Step 4: Assign Internal Team Members to Project Roles

• Assign internal team members to their specific roles in the CRM, based on the project plan and contract terms
• Confirm that each team member understands their responsibilities and has access to the relevant documents

Step 5: Notify Key Stakeholders of Contract Execution

• Notify key stakeholders, such as the project manager, finance team, and subcontractors, that the contract has been executed and the project is moving forward
• Provide a summary of the contract details and next steps

Step 6: Store a Digital Backup of the Signed Contract in the CRM

• Store a digital backup of the signed contract in the CRM to ensure that it is accessible to authorized team members
• Confirm that the contract is properly tagged and organized in the system

Step 7: Review and Confirm All Project Details in CRM

• Conduct a final review of all project details in the CRM, confirming that the information is accurate and up-to-date

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