Job Set-Up (Converting opportunity to Job)

This process is the Job Setup and Client Onboarding process for a new client after a proposal has been approved.

• Once a proposal has been approved. The sales rep should immediately inform the client of the next steps over email, text, call or while on a proposal review call then follow up with email for record keeping.

• Convert the Lead Opportunity to a Job

• Create a Project in Quickbooks

• Link Job to Quickbooks Project

• Submit Invoice for 50% For Design or $1000 For Construction

Admin is responsible for being on top of approved proposals coming through all day every day during business hours and will conduct the following steps below

• Convert Project from Proposal to Job

  • Open Approved Lead Opportunity

  • Select Convert to Job > New Job From Template

• Copying Lead Info to Job

  • Select Job Type (Select Other if Unknown)

  • Contract Type as Fixed

  • Update Status to Sold with Date Proposal was Approved

  • Select Copy Job Address

  • Select Use Lead Customer Contact

  • Link to QuickBooks by Customer

  • Create new Customer in QuickBooks (If Applicable)

• Filling Out new Job Info

  • New Job Name to be Opportunity Title Name (Make Sure address is in the job name if it is missing Example of proper Job title: 100 A St Kitchen Remodel. Make sure to use the lead opportunity address and not the contact address as they can differ.

  • Select Job Group. Either Construction or Design. The bidding option is only applicable if the project has not been approved by a client yet for bid tracking purposes.

  • Leave Contract Type as Fixed

  • Project Start Date as the day the proposal was approved

  • The source template will either be Design or Construction

  • See the section on how to detemermine in a design or construction project

  • Select All items to Import

  • Select to Notify Project Manager

  • Work Days Mon-Friday

• Create a Project in Quickbooks

• Job Window Details

  • Under Job Tab Fill out Prefix to be the address numbers + Acronmyn of the project Example: 100 A 1st St Kitchen Remodel = 100A1SKR

  • Under Owner’s Tab Leave All Default Settings

  • Send Contact An Invite to Create an Account (Click Contacts Name Card)

  • No Changes Needed in the Subs/Vendors tabs, Internal Users, Options or Builders Risk Tabs

  • Under the Accounting Tab link to a Project. If it is not:

    • Click link to Quickbooks

    • Click the Link to the Job (Sub-Customer) in QuickBooks

    • Select Quick Books Customer (Select Create a New Quickbooks Customer if needed)

    • Once the Customer is Selected, Select link to job

    • Link to the created project in Quickbooks

    • Once Completed. Select Save and Select Job

• Extra Step For Design Projects:

  • Update Scope of work from contract into job internal notes (Leave out pricing information)

• File a Pre Lein on Projects Over $10,000

Client On-Boarding

After a Job has been properly converted from a proposal to a job. The Client is ready to On-board

• In the Documents section under Pre-Sale Documents, you will see a Copy of the approved proposal, download it and Grant Client Access to the Pre-Sale Docs Folder

  • To Grant Client Access to folder. Scroll Over to 3 dots to the right of folder

  • Click Folder Info and Allow Owners to View this folder. Save and Close

• Tick Off Approved Proposal Box and Send. Send the Client an email thanking them for moving forward, informing them you sent an invite to create an account and attach a copy of their contract as well as a link showing how to set up an account.

• Admin Should Reach out to the client if the client has not activated the account after 3 business days and walk them through the account set up and how to use buildertrend key functions. Invoices, dailies and change orders.