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Agenda & Workflow

Progressive's billing
NOTES

QUESTIONS:
# of payments
Identify the breakdown of payments
FOLLOW UP:

Estimating / Proposal overview (demo with Johns house)
NOTES

QUESTIONS:

FOLLOW UP:

Management of billing / collections
NOTES

QUESTIONS:
Identify primary payment methods (check, Wire, ACH, card)
FOLLOW UP:

Review open questions on master Coda Doc
What are the most important reports.
TV Screens / Boards
Terminology

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Process
Step Name
Step Details
Responsible Role
1-Add new Estimate (RECEPTIONIST)
6
Form fill customer information into questionaire
Receptionist
Schedule date and time for estimator to visit client
Receptionist
Send information profile of estimator scheduled
Receptionist
Order ariel measurments
GAF Quick Measure or Eagleview
Receptionist
Send reminder to client with date and time of estimate
Receptionist
2-Provide Estimate (ESTIMATOR)
9
Enter measurements into job card estimating
Estimator
Take pictures
Estimator
Produce proposal
Estimator
Presentation to client
Estimator
Follow up with client thru the new system.
Estimator
Send email with liturature or more information
Estimator
Call customer to be sure they received information
Estimator
Final follow up unless customer is still interested for the future
Estimator
Schedule a follow up date
Estimator
3-Signed Contract (ESTIMATOR)
6
Schedule to meet client at home to review and sign documents
Estimator
Prepare in house closing documents
Estimator
Prepare permitting and city documents (COMPLETED BY PERMITTING)
Estimator
Obtain tile or shingle selections
Estimator
Prepare folder with all documents
1: Signed contract and documents
2: Job card with drawing
3: A and B drawing for permitting
4: Material list
5: P&L
6: Commision sheet
Estimator
Turn in job folder to Sales Manager for approval
Estimator
4-Permit (PERMITTING)
17
Receive in new job folder from Sales Manager
Permitting
Contact customer for introductory phone call
Permitting
Scan and email all signed documents to client
Permitting
Order tile samples if needed
Permitting
Send client license and insurance for HOA if needed
Permitting
Order special engineering and Asbestos survey if needed
Permitting
File Notice of Commencement
Permitting
Prepare invoices for client
Permitting
Obtain HOA Approval
Permitting
Order tile if a tile roof system or check material availability for shingle
Permitting
Complete permit application
Permitting
Complete all documents needed for permit
Permitting
Apply for Permit
Permitting
Update customer with progress
Permitting
Obtain approved permit
Permitting
Update client when permit is obtained
Permitting
Move folder to Operations
Permitting
5-Operations
2
Receive in folder from Permitting
1: Contact customer for introductory phone call
2: Choose vendor
3: Confirm roof colors with client
4: Order materials
5: Update client weekly on progress
Operations
6-Schedule start date (OPERATIONS)
7
Schedule start date (OPERATIONS)
Operations
Post job to calendar and messaging system
1: Update client with delivery and Phase schedules
Operations
Assign crew
Operations
Schedule material delivery Phase I
1: Update client of delivery date to clear driveway for Phase
2: Have client re-read the Pre Start Checklist and resend if needed
Operations
Schedule material delivery Phase II if needed
Operations
Schedule inspection for phase I
1: Have client clear the drive way for work to commence for Phase I
Operations
DAY BEFORE START - In house production
1: Deliver Permit Box
2: Deliver Permit
3: Deliver Invoices
4: Deliver and set up ladder
Operations
7-Phase I (PRODUCTION)
4
Remove roof and install 1st layer
Production
Take pictures of rotten wood
Production
Update Operations of any change order (Wood, Stucco etc.)
Production
Estimator to visit job and update customer of progress (ESTIMATOR)
Production
8-Phase I (OPERATIONS)
8
Schedule inspection for Phase II.
(If a flat roof only then go to FINAL INSPECTION)
Operations
Contact client to update and inform of in progress of Phase I
1: Update client about possible wood and stucco change order
2: Update client with Phase II material delivery date to clear driveway
Operations
COLLECT PAYMENT
COLLECT 30% IF TILE OR TILE AND FLAT ROOF
COLLECT ADDITIONAL WOOD CHARGES IF ANY
Operations
(NEXT DAY) Perform Quality Control inspection of Phase I
(In House Production)
1: Update client with confirmation of Phase II work schedule to
2: Update client with addition wood / stucco charges if any
3: Email job pictures from Phase I
4: Submit change order to client if any
Operations
Perform Quality Control inspection of Phase I (In House Production)
1: Take pictures
2: Update Operations of any damage or items to be addressed
Operations
COLLECT PAYMENT
COLLECT 30% IF TILE OR TILE AND FLAT ROOF
COLLECT ADDITIONAL WOOD CHARGES IF ANY
Operations
Update client with confirmation of Phase II work schedule to clear driveway
Update client with addition wood / stucco charges if any
Email job pictures from Phase I
Submit change order to client if any
Next Day
Operations
Perform Quality Control inspection of Phase I (In House Production)
Take pictures
Update Operations of any damage or items to be addressed
In-House Production
9-Phase II (PRODUCTION)
1
Install materials for Phase II
Install tile underlayment or additional layer for a shingle roof
If no additional layer for shingle roof then install shingles and move to FINAL INSPECTION
Estimator to visit job and update customer of progress (ESTIMATOR)
Production
10-Phase II (OPERATIONS)
4
Schedule materials to be delivered for Phase III if any
Operations
Schedule inspection for Phase III if tile roof or shingle roof with additional underlayment
Update client with Phase III material delivery date to clear driveway if any
Update client with Phase III work schedule to clear driveway if any
Operations
Perform in house Quality Control inspection of Phase II (In House Production) if any
Take pictures
Update Operations of any damage or items that need to be addressed
Operations
COLLECT PAYMENT
COLLECT 30% FOR TILE OR TILE AND FLAT ROOF
COLLECT STUCCO CHARGES IF ANY
Operations
11-Phase III (PRODUCTION)
3
Install materials for Phase III
Install tile or shingles if Phase II was additional underlayment for shingle roof
Production
Deliver trailer if tile roof (In House Production)
Production
Estimator to visit job and update customer of progress (ESTIMATOR)
Estimator
12-Phase III (OPERATIONS)
4
Schedule Engineering if tile roof
Operations
Update client with next steps for final inspection
Operations
Perform in house Quality Control inspection of Phase III if any (NEXT DAY)
Take pictures
Update Operations of any damage or items that need to be addressed
Production
COLLECT PAYMENT
COLLECT 30% FOR TILE OR TILE AND FLAT ROOF
13-Final inspection (OPERATIONS)
4
Schedule final inspection
Operations
Perform final clean up (In house Production)
Production
Prepare clients final paperwork package
Operations
Schedule estimator for final walk through and final payment collection (RECEPTION)
Receptionist
14-Collection (SALES)
6
Meet with client
Sales
Thank for trusting us
Sales
Ask for review
Sales
Turn in final payment to Operations
Sales
Operations to close out file and send to book keeping
Sales
COLLECT PAYMENT
COLLECT FINAL 10% FOR TILE OR TILE AND FLAT ROOF
COLLECT FULL PAYMENT IF SHINGLE OR SHINGLE AND FLAT OR FLAT ONLY
Sales
Auto complete address search

When estimate accepted. Convert to lead.
Have the ability to send all emails at the same time GG - sends 4 single emails prior to planning / job setup

Lien release request from distributor

Tile 3 collection

Shingle single collection after job completed




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