How every project moves from first contact to signed contract — and who is responsible at each step.
Who owns what — and why it matters
First responder when a lead comes in. Sets appointments, creates Jobtread records, executes the follow-up sequence, sends review requests after completed jobs, and tracks all lead outcomes. The connective tissue of the sales operation.
Attends in-home consultations, enters scope descriptions into the estimation system, walks the proposal through the review process, delivers proposals to clients, owns the follow-up sequence, and closes deals.
Reviews every estimate before it reaches a client — cost assumptions, scope completeness, benchmark reasonableness, and whether the total range is an appropriate signal for this client. One of two required approvals before any proposal is released.
Reviews construction methods, assembly selections, sequencing, and anything flagged by the estimation system's dimensional validation. Their approval signals that the how of the project has been field-validated. The second required approval before any proposal is released.
Every deal follows this sequence, in order, with no skipped steps
Lead comes in via any channel. Admin responds same day — call or email. A Jobtread record is created immediately with: source, project type, contact info, and status set to New. Appointment is scheduled.
Salesperson attends the appointment. Listens to what the client wants — no forms, no structured intake during the meeting. Conversation is natural. After the meeting, opens the estimation system and types a plain-language project description. Jobtread status updated to Consulted.
The AI-assisted estimation system takes the plain-language description and generates a structured scope with construction assemblies. The salesperson walks a short decision interview to confirm the scope, then selects the appropriate budget level (L1, L2, or L3 — see Section 3). Scope is locked on completion.
Before anything goes to the client, the scope and budget are reviewed in parallel by two people: the Project Manager reviews the financial side; the Construction Specifier reviews the methods and scope. Both approvals are required. Either reviewer can flag items for revision, which loops back to the appropriate stage. No proposal leaves without both sign-offs.
Once both reviews are approved, the system generates the client-facing proposal package: Project Roadmap (timeline), Scope Summary (narrative of what's being built), Budget (at the appropriate level), and Selections Worksheet (every finish decision the client needs to make). Salesperson presents or sends the proposal. Jobtread status updated to Proposal Sent.
A structured 5-touch follow-up sequence begins the moment the proposal is sent. Every touchpoint is logged in Jobtread. See Section 4 for the full sequence. Jobtread status updated to Follow-Up.
If approved: Jobtread status → Closed — Won. Advance to contract. If lost: Jobtread status → Closed — Lost with a reason code (Price / Timing / Competitor / Scope Changed / Unresponsive). If negotiating: budget concerns loop to Stage 3; scope concerns loop to Stage 2. Full history preserved on the project record.
The day after job completion, Admin sends a personal note thanking the client, includes a direct Google review link, and asks for one referral with an incentive for any referred client who signs a contract. Referral source tracked in Jobtread. This step compounds over time — referral leads close at 2–3× the rate of paid leads.
Every estimate has a level — and every level means something specific
What happens between "proposal sent" and "signed contract"
| Timing | Action | Purpose |
|---|---|---|
| Day 1 | Confirmation call | "Did you receive the proposal? Do you have any initial questions?" Confirm they have everything they need to review it. |
| Day 3 | Value-add check-in | Share something useful — a photo of a similar completed project, a relevant article, or a specific insight about their project. This touchpoint is about demonstrating expertise, not pushing for a decision. |
| Day 7 | Formal follow-up | "Where are you in your decision process? Is there anything in the proposal I can clarify?" This is the primary closing conversation. |
| Day 14 | Last-chance outreach | "We'd love to work with you — we're still available for your timeline." Express genuine interest without pressure. |
| Day 21 | Graceful archive | "We're keeping the door open whenever you're ready to move forward." Mark the deal as inactive in Jobtread with a reason code. Leave on good terms. |
Every lead has a status. Every status means something specific.