Sales Workflow

Welcome to the Sales Workflow SOP Template Library for Roof Repair (Residential). Access free, expertly crafted Standard Operating Procedures designed to streamline your sales process for roof repair 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 Potential Client

• Review lead information to identify the potential client’s name, company, and contact details
• Confirm the preferred method of contact (phone call or email)

Step 2: Prepare Initial Contact Script

• Prepare a brief script or outline for the initial contact
• Focus on introducing yourself, your company, and the purpose of the contact

Step 3: Make Initial Contact

• Reach out to the potential client via the preferred method of contact
• Introduce yourself, provide a brief overview of your services, and ask about their project needs

Step 4: Engage the Client

• Engage the client by asking open-ended questions to understand their interest and goals
• Listen actively and take notes on key points mentioned

Step 5: Provide Relevant Information

• Provide relevant information about your company and its services that align with the client’s needs
• Offer to send additional details or set up a follow-up meeting

Step 6: Confirm Next Steps

• Confirm the next steps with the client, such as scheduling a discovery meeting or sending information via email
• Ensure both parties are clear on what comes next

Step 7: Document the Contact in CRM

• Record the details of the initial contact in the CRM, including the client’s information and key discussion points
• Note the date, time, and agreed-upon next steps

Schedule discovery meeting

Step 1: Review Potential Client Details

• Review the information recorded during the initial contact with the client
• Confirm the client’s preferred meeting date, time, and method (in-person, phone, or virtual)

Step 2: Propose Meeting Time

• Contact the client to propose a meeting time that aligns with their availability
• Provide a couple of time options if the first suggestion doesn’t work

Step 3: Confirm Meeting Details

• Confirm the meeting date, time, and location (if in-person) or virtual platform (if online)
• Send a calendar invitation to the client with the confirmed meeting details

Step 4: Prepare Meeting Agenda

• Prepare an agenda for the discovery meeting based on the client’s initial contact information
• Include key topics such as project goals, budget, and timeline

Step 5: Send Meeting Confirmation Email

• Send a confirmation email to the client with the meeting details, agenda, and any required pre-meeting information
• Include contact information for any last-minute changes

Step 6: Record Meeting in CRM

• Record the scheduled meeting details in the CRM
• Set a reminder in the calendar to prepare and attend the meeting

Step 7: Prepare for the Meeting

• Review the client’s information and prepare any materials or questions for the discovery meeting
• Ensure all necessary team members are informed and prepared

Conduct client discovery meeting

Step 1: Start the Meeting with Introductions

• Begin the meeting by introducing yourself and any other team members present
• Allow the client to introduce themselves and any stakeholders on their end

Step 2: Review the Meeting Agenda

• Briefly review the meeting agenda with the client to confirm key discussion points
• Adjust the agenda based on any client feedback

Step 3: Discuss Client’s Project Goals and Scope

• Ask the client to describe their project goals, desired outcomes, and scope
• Take detailed notes on the client’s requirements and expectations

Step 4: Explore Project Budget and Timeline

• Discuss the client’s estimated budget and preferred timeline for the project
• Clarify any flexibility or constraints related to the budget or schedule

Step 5: Address Client Questions and Concerns

• Allow the client to ask questions or raise concerns about the project scope, budget, or timeline
• Provide clear and informative answers based on your expertise

Step 6: Propose Next Steps

• Propose the next steps in the process, such as conducting a site visit, preparing a proposal, or scheduling a follow-up call
• Confirm that the client agrees with the proposed actions

Step 7: Close the Meeting and Document Key Points

• Thank the client for their time and interest
• Document key discussion points and agreed-upon next steps in the CRM

Qualify client based on project scope, budget, and timeline

Step 1: Review Client Information from Discovery Meeting

• Review the client’s 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 client’s project aligns with your company’s capabilities, resources, and experience
• Consider whether your company can realistically meet the client’s requirements

Step 3: Determine Financial Feasibility

• Assess the client’s 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 client’s preferred timeline aligns with your company’s current workload and availability
• Consider potential scheduling conflicts or resource constraints

Step 5: Identify Potential Risks

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

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

Record client information and project details in CRM

Step 1: Open the Client’s Profile in CRM

• Open the client’s profile in the CRM system
• Confirm that all basic information (name, company, contact details) is accurate and complete

Step 2: Enter Project Scope and Goals

• Enter detailed information about the client’s project scope and goals into the CRM
• Include key details discussed during the discovery meeting

Step 3: Record Budget and Timeline Information

• Record the client’s estimated budget and preferred timeline in the CRM
• Note any specific constraints or flexibility mentioned by the client

Step 4: Document Key Stakeholders and Decision-Makers

• Identify and record key stakeholders and decision-makers involved in the client’s project
• Include their roles, contact details, and influence on the project

Step 5: Log Meeting Notes and Key Discussion Points

• Log detailed notes from all client meetings in the CRM, including key discussion points, questions, and concerns
• Include any agreed-upon next steps or actions

Step 6: Attach Relevant Documents

• Attach any relevant documents to the client’s profile, such as meeting agendas, proposals, or project specifications
• Ensure all attachments are clearly labeled

Step 7: Set Follow-Up Reminders and Tasks

• Set reminders and tasks in the CRM for any agreed-upon follow-up actions
• Assign tasks to the appropriate team members and set deadlines as needed

Schedule roof inspection with the client

Step 1: Confirm Client Contact Information

• Review the client’s contact information in the CRM to confirm accuracy
• Identify the preferred method of contact (phone call, email, etc.)

Step 2: Propose Inspection Dates

• Contact the client to propose several available dates and times for the roof inspection
• Provide flexible options to accommodate the client’s schedule

Step 3: Confirm Inspection Date and Time

• Confirm the inspection date and time with the client based on their preferred choice
• Send a calendar invite or confirmation email to finalize the schedule

Step 4: Provide Pre-Inspection Information

• Send the client a brief overview of what to expect during the roof inspection
• Include any instructions or preparations the client should make before the visit

Step 5: Assign Inspection Team

• Assign an inspection team based on the scope and complexity of the client’s roof
• Ensure all team members are informed of the scheduled inspection

Step 6: Prepare Inspection Checklist

• Prepare an inspection checklist tailored to the client’s roof type and condition
• Include key areas to assess, such as flashing, shingles, and drainage

Step 7: Record the Inspection in CRM

• Record the scheduled inspection date, time, and assigned team members in the CRM
• Set reminders for the inspection and any necessary preparations

Conduct roof inspection to assess repair needs

Step 1: Meet with the Client On-Site

• Arrive at the client’s location at the scheduled time
• Introduce yourself and your team to the client and provide a brief overview of the inspection process

Step 2: Walk the Perimeter of the Roof

• Begin the inspection by walking the perimeter of the roof to assess any visible exterior damage
• Look for issues such as missing shingles, gutter damage, or flashing issues

Step 3: Inspect Roof Structure and Components

• Inspect key roof components, including shingles, flashing, vents, and drainage systems
• Check for signs of damage, wear, or improper installation

Step 4: Identify Areas Requiring Repair

• Identify and document areas of the roof that require repair or maintenance
• Prioritize issues based on severity and potential risks

Step 5: Assess Roof Safety and Compliance

• Confirm that all safety measures and compliance standards are being met
• Identify any hazards that need immediate attention

Step 6: Engage the Client During Inspection

• Encourage the client to ask questions or share concerns as you conduct the inspection
• Provide real-time feedback on your findings

Step 7: Document Key Findings

• Document all key findings from the inspection in a detailed report
• Include notes, photos, and recommended actions for each identified issue

Take detailed notes and photos of the roof

Step 1: Prepare Inspection Equipment

• Ensure that all inspection equipment, including cameras, tablets, and notebooks, is ready and functioning
• Confirm that you have enough storage and battery power

Step 2: Photograph Key Roof Components

• Take clear, detailed photos of key roof components, including shingles, flashing, gutters, and vents
• Focus on capturing areas with visible damage or wear

Step 3: Capture Close-Up and Wide-Angle Photos

• Take both close-up photos of specific issues and wide-angle photos of the entire roof
• Ensure that photos are well-lit and clearly show the condition of the roof

Step 4: Take Notes for Each Photo

• For each photo taken, write a corresponding note describing the identified issue or condition
• Include details such as the location, severity, and potential cause of the issue

Step 5: Organize Photos by Roof Section

• Organize the photos and notes by roof sections, such as the front, back, and sides
• Label each section clearly for easy reference in the report

Step 6: Record Measurements and Observations

• Record measurements of key roof components, such as the size of damaged areas or the slope of the roof
• Include any additional observations that may affect repair decisions

Step 7: Review and Save Photos and Notes

• Review all photos and notes to ensure accuracy and completeness
• Save the photos and notes in a secure location for integration into the inspection report

Discuss client needs, preferences, and expectations during inspection

Step 1: Ask Open-Ended Questions

• Ask the client open-ended questions about their needs and expectations for the roof repair or maintenance
• Listen actively to their responses

Step 2: Clarify Client Priorities

• Clarify the client’s top priorities, such as safety, aesthetics, or long-term durability
• Confirm their budget constraints and desired timeline for the work

Step 3: Address Client Preferences

• Ask the client about their preferences for materials, colors, and design
• Provide recommendations based on their needs and budget

Step 4: Explain Inspection Findings in Simple Terms

• Explain your inspection findings to the client in clear, simple terms
• Avoid technical jargon and use visuals to help them understand key points

Step 5: Confirm Client Expectations

• Confirm the client’s expectations for the next steps, such as receiving a proposal or scheduling repairs
• Ensure both parties are clear on the agreed-upon actions

Step 6: Document Client Feedback

• Document the client’s feedback on their needs, preferences, and expectations
• Record any special requests or considerations for future reference

Step 7: Prepare to Follow Up with the Client

• Prepare a summary of the discussion to include in the client’s report
• Plan to follow up with the client based on the agreed-upon next steps

Answer any initial questions from the client

Step 1: Allow Time for Client Questions

• Allow the client ample time to ask questions during the inspection
• Encourage them to share any concerns or uncertainties they may have

Step 2: Listen Actively and Take Notes

• Listen actively to each question and take notes on the client’s concerns
• Confirm your understanding of each question before responding

Step 3: Provide Clear and Concise Answers

• Provide clear, concise answers to each of the client’s questions
• Use straightforward language and provide examples when possible

Step 4: Refer to Visual Aids if Necessary

• Refer to visual aids, such as photos or diagrams, to help the client understand complex issues
• Ensure that the client fully grasps the information provided

Step 5: Clarify Misunderstandings

• If the client expresses confusion, clarify the point by rephrasing or offering additional information
• Be patient and attentive to their concerns

Step 6: Address Concerns Honestly and Transparently

• Address any client concerns honestly, including potential risks or challenges
• Avoid making promises that cannot be guaranteed

Step 7: Summarize Key Points

• Summarize key points discussed and confirm the client’s understanding
• Thank the client for their questions and reinforce your commitment to addressing their needs

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

Step 1: Review Client Requirements and Scope

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

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 company’s 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 client’s budget and expectations

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

Step 1: Gather All Necessary Information

• Gather all information needed for the proposal, including the scope of work, estimate, project timeline, and any special client requirements
• Confirm that all documents are accurate and up-to-date

Step 2: Draft Scope of Work Document

• Draft a detailed scope of work document that outlines the key tasks, milestones, and deliverables for the project
• Specify the responsibilities of your team and the client

Step 3: Finalize Project Timeline

• Develop a clear project timeline that includes start and end dates, key milestones, and any dependencies
• Include contingency plans for potential delays

Step 4: Include Terms and Conditions

• Include the terms and conditions in the proposal, addressing payment schedules, warranties, and any legal considerations
• Confirm that the terms comply with company policies and industry standards

Step 5: Review and Approve Proposal Documents

• Review all proposal documents for accuracy, consistency, and clarity
• Obtain necessary approvals from the project manager or company leadership

Step 6: Compile Documents into a Single Proposal Package

• Compile all documents into a single proposal package for the client
• Ensure that the documents are organized, clearly labeled, and professionally formatted

Step 7: Save and Secure the Proposal Package

• Save the proposal package in a secure location and back it up digitally
• Ensure that only authorized personnel have access to the proposal documents

Schedule follow-up meeting with client to present detailed proposal

Step 1: Review Client’s Availability

• Review the client’s availability and preferred method of contact (phone, email, etc.)
• Confirm any client preferences for the meeting format (in-person, virtual, etc.)

Step 2: Propose Meeting Date and Time

• Contact the client to propose a meeting date and time for presenting the proposal
• Offer several options to accommodate the client’s schedule

Step 3: Confirm Meeting Details with Client

• Confirm the meeting date, time, and location (if in-person) or virtual platform (if online)
• Send a calendar invitation with the meeting details to the client

Step 4: Prepare Meeting Agenda

• Prepare an agenda for the meeting, focusing on presenting the proposal, addressing client questions, and reviewing the next steps
• Share the agenda with the client in advance

Step 5: Confirm Required Attendees

• Confirm the attendance of any necessary team members, such as the project manager or estimator
• Ensure that everyone is aware of their role in the meeting

Step 6: Send Meeting Reminder

• Send a meeting reminder to the client one day before the scheduled date
• Include any last-minute details or changes in the reminder

Step 7: Record Meeting in CRM

• Record the meeting details in the CRM, including the date, time, and location
• Set reminders to prepare and follow up after the meeting

Present detailed project proposal to client

Step 1: Begin the Meeting with Introductions

• Start the meeting with brief introductions of all attendees
• Review the meeting agenda with the client to confirm key discussion points

Step 2: Present the Scope of Work

• Present the scope of work in detail, outlining key tasks, milestones, and responsibilities
• Use visuals or diagrams to help the client understand the project plan

Step 3: Review the Project Timeline

• Review the proposed project timeline, including start and end dates, key milestones, and contingencies
• Clarify any dependencies or potential risks

Step 4: Explain the Detailed Estimate

• Explain the detailed estimate, including a breakdown of costs for labor, materials, and additional expenses
• Highlight any potential cost-saving options or upgrades

Step 5: Discuss Terms and Conditions

• Review the terms and conditions of the proposal, including payment schedules, warranties, and legal considerations
• Confirm the client’s understanding and agreement

Step 6: Address Client Questions or Concerns

• Invite the client to ask questions or express concerns about the proposal
• Provide clear, concise answers and address any issues directly

Step 7: Confirm Next Steps and Client Expectations

• Confirm the next steps in the process, such as signing the agreement or scheduling a follow-up meeting
• Ensure that the client understands the timeline and expectations

Address any final questions or concerns from the client

Step 1: Schedule a Follow-Up Call or Meeting if Needed

• If the client has additional questions or concerns, schedule a follow-up call or meeting to address them
• Confirm the date, time, and preferred format

Step 2: Review Client Questions in Advance

• Review any questions or concerns raised by the client in advance of the follow-up meeting
• Prepare clear, detailed answers and supporting documents if necessary

Step 3: Listen Actively to the Client

• During the follow-up meeting, listen actively to the client’s concerns and take notes
• Confirm your understanding of each concern before responding

Step 4: Provide Clear and Honest Answers

• Provide clear, honest answers to each of the client’s questions or concerns
• Be transparent about potential risks or challenges

Step 5: Reassure the Client of Support and Commitment

• Reassure the client of your team’s commitment to addressing their needs and ensuring a successful project outcome
• Reiterate your availability for ongoing support

Step 6: Confirm Client Satisfaction and Next Steps

• Confirm that the client is satisfied with the answers provided and the proposed next steps
• Document any agreed-upon actions in the CRM

Step 7: Thank the Client for Their Time and Trust

• Thank the client for their time, trust, and interest in the project
• Reinforce your team’s dedication to delivering a successful project

Finalize contract terms and prepare contract documents

Step 1: Review Proposed Contract Terms

• Review all proposed contract terms, including payment schedules, scope of work, warranties, and any special agreements
• Confirm compliance with company policies and industry regulations

Step 2: Adjust Terms Based on Client Feedback

• Review any feedback or requested changes from the client
• Adjust the terms to reflect mutually agreed-upon revisions while maintaining compliance

Step 3: Prepare Final Contract Documents

• Prepare the final contract documents, ensuring that all agreed-upon terms and conditions are included
• Include necessary signatures and dates in the contract template

Step 4: Review the Contract Internally

• Review the contract internally with key stakeholders, such as legal counsel or the project manager, to confirm accuracy
• Obtain internal approvals before presenting the contract to the client

Step 5: Include Any Supporting Documents

• Include all supporting documents, such as the scope of work, project estimate, and terms of service
• Ensure that all documents are clearly labeled and referenced in the contract

Step 6: Organize and Label Final Contract Package

• Organize the contract documents into a final package, clearly labeling each section
• Ensure that the package is easy to navigate for the client

Step 7: Save a Digital Copy of the Final Contract

• Save a digital copy of the final contract and supporting documents in a secure location
• Ensure that only authorized personnel have access to the contract files

Review contract documents with client, ensuring all terms are clear

Step 1: Schedule a Contract Review Meeting

• Contact the client to schedule a meeting to review the contract documents
• Confirm the date, time, and preferred format for the meeting (in-person or virtual)

Step 2: Prepare a Summary of Key Contract Terms

• Prepare a summary of key contract terms to present to the client, focusing on critical aspects such as scope of work, payment schedules, and warranties
• Include visual aids if needed

Step 3: Review Each Section of the Contract

• Review each section of the contract with the client, explaining terms and conditions in simple language
• Highlight any critical clauses or contingencies

Step 4: Clarify Client Questions or Concerns

• Allow the client to ask questions or express concerns about the contract terms
• Address each question or concern thoroughly and provide clear explanations

Step 5: Confirm Client Understanding

• Confirm that the client understands all contract terms and conditions
• Reiterate key points and ask for acknowledgment of their understanding

Step 6: Make Any Final Adjustments

• Make any final adjustments to the contract based on the client’s feedback
• Review changes internally to ensure compliance and accuracy

Step 7: Document the Contract Review Meeting

• Document key points from the contract review meeting, including any changes made and the client’s feedback
• Record the meeting in the CRM for reference

Obtain client signatures on contract documents

Step 1: Prepare Contract for Signature

• Prepare the contract for signature, ensuring all necessary fields are clearly marked
• Include all final revisions and confirm the accuracy of the contract

Step 2: Schedule a Signing Appointment

• Contact the client to schedule an appointment for signing the contract
• Confirm the date, time, and preferred format (in-person, digital, or mail)

Step 3: Present the Contract to the Client

• Present the final contract to the client and review key points briefly
• Provide a clear explanation of the signing process and any follow-up steps

Step 4: Obtain Client’s Signature

• Guide the client through the signature process, ensuring all required fields are signed and dated
• Confirm that the client has completed each necessary section

Step 5: Verify Contract Completion

• Verify that the contract has been signed correctly by all parties, including any required witnesses or company representatives
• Confirm the contract’s validity and completeness

Step 6: Record the Signature Date and Details

• Record the date and details of the signed contract in the CRM
• Note any additional agreements or conditions discussed during the signing

Step 7: Prepare a Copy for the Client

• Prepare a copy of the signed contract for the client, ensuring all pages are included
• Confirm the client’s preferred method for receiving their copy

Provide client with a copy of the signed contract

Step 1: Confirm Client’s Preferred Method of Delivery

• Contact the client to confirm their preferred method for receiving a copy of the signed contract (digital or physical)
• Confirm the delivery address or email address if applicable

Step 2: Prepare Digital or Physical Copy

• Prepare a digital or physical copy of the signed contract for the client
• Ensure that all pages are included and labeled appropriately

Step 3: Verify the Accuracy of the Copy

• Verify that the copy of the contract is accurate and complete, including all signatures and dates
• Ensure that all pages are legible and clearly formatted

Step 4: Deliver the Contract Copy to the Client

• Deliver the contract copy to the client via their preferred method
• Confirm receipt of the contract with the client

Step 5: Confirm Client Understanding of the Contract

• Confirm that the client understands the contract and has no further questions
• Offer to review any sections if the client needs clarification

Step 6: Document the Delivery of the Contract

• Document the delivery of the signed contract in the CRM, including the date, method of delivery, and client acknowledgment
• Record any additional feedback from the client

Step 7: File the Original Signed Contract

• File the original signed contract in a secure location
• Ensure that the contract is accessible to authorized personnel for future reference

Record signed contract and update project status in CRM

Step 1: Update Contract Details in CRM

• Record the signed contract details in the CRM, including the signature dates, client information, and contract terms
• Confirm that all information is accurate and complete

Step 2: Upload a Digital Copy of the Signed Contract

• Upload a digital copy of the signed contract to the client’s profile in the CRM
• Ensure that the file is clearly labeled and accessible to authorized personnel

Step 3: Update Project Status

• Update the project status in the CRM to reflect that the contract has been signed
• Mark the project as “Contract Signed” or equivalent based on company procedures

Step 4: Notify Relevant Team Members

• Notify relevant team members, such as the project manager and finance team, that the contract has been signed
• Confirm the updated project status and next steps

Step 5: Set Follow-Up Tasks in CRM

• Set follow-up tasks in the CRM, such as scheduling a project kickoff meeting or coordinating material orders
• Assign tasks to the appropriate team members with deadlines

Step 6: Confirm Client’s Next Steps

• Confirm the client’s next steps, such as receiving an initial payment invoice or scheduling a kickoff meeting
• Record the client’s confirmation in the CRM

Step 7: Review and Finalize Contract Records

• Review all contract records in the CRM to confirm completeness and accuracy
• Finalize the contract documentation for the project records

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