Sales to Production Handoff for Site Preparation
The Sales to Production Handoff workflow provides site preparation contractors with a structured process for transferring projects to operations. It includes contracts, excavation requirements, site surveys, and schedules. By following this process, contractors reduce errors, avoid delays, and strengthen coordination between departments. Clients benefit from clear expectations and professional execution, while teams gain accountability. With this workflow in place, site prep companies can protect profitability, improve efficiency, and deliver projects with greater consistency and reliability.
1Confirm signed contract and finalized scope of work——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
2Schedule internal handoff meeting between sales and production teams——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
3Review project scope, client expectations, and special conditions——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
4Go over approved proposal, pricing, and change order terms——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
5Share client communication history and preferences——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
6Provide site photos, drawings, and any relevant plans——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
7Review project timeline and key milestones——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
8Discuss material needs, lead times, and delivery status——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
9Identify known site conditions or permitting issues——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
10Assign project manager or superintendent——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
11Transfer all documents to project management system——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
12Confirm production team is clear on next steps——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
13Notify client of project lead and next communication——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
14Log handoff completion and kickoff readiness——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
You found the SOP
Now make sure it actually gets done.
14 tasks is the easy part. The hard part is that six months from now the project still has to run this way when you are not the one watching.
Book a free strategy session
Founder of Subtrak · Twenty years in commercial roofing operations
“One session and this template becomes how your company actually does the work, with a name and a date on every step.”
Every project runs your way. And you can see that it did.
Put a name and a date on every step, and the crew gets a reminder when their part comes up.
Book a free strategy session