Sales Overview
We Follow a Simple 3 Step Sales Process:
Receive Sales leads from Lead Source or Prospect
Qualify Lead (Lead Qualification Form)
Can we Serve them (Location, Service Requested, etc.)
Can They Afford us
Do we want to work with them (Personality)
If Qualified Develop a Proposal and Present
Who is Involved in the Sales Process:
Setters Are in charge of prospecting for leads via cold calls, email social media, etc., and Doing a very surface-level qualification
Closers will be in charge of fully qualifying leads, working with the estimator to put together a proposal (Or doing it them if they can), Closing the sale, and handing it off to the Superintendent/Project manager.
Estimators: Will be responsible for developing the contract terms and conditions, scope of work, and project cost.
Project manager/Superintendant: Will be in the loop during sales and may substitute as a closer as available, closers and estimators may also use PM/SI’s to gather site information as needed. But ultimately Will be the person the project gets handed off to from sales and who executes the project.
There Are 4 Lead Types:
Lead Needs Plan/Design Services Only (No Construction)
Lead Needs Design & Construction Services
Lead Needs Construction Services and Doesn’t Need Plans/Design
Lead Needs Construction Services and Already Has a Plan/Design
How to Qualify and Handle Each Lead Type:
Lead Needs Plan/Design Services Only (No Construction)
Qualify Lead and Share our general process
Provide a Rough Cost Of Design
If the Client is onboard with cost ask them if they would like a proposal. If so Begin Proposal Development process
If a client wants time to think about it or discuss it, ask how long they will need and when would be a good time for a follow-up call. Schedule right then and there and tell them you’ll send them an email with the design cost.
Before developing a proposal Inform the Client that we need to be on a call at the time of signing the proposal to avoid any sort of miscommunication or misinterpretations.
Don’t wait until the proposal is finished to schedule the proposal overview call, as soon as you know when you’ll certainly have a proposal completed, schedule a proposal overview meeting on Calendly according to the time you need to finish. Only prepare the full proposal after receiving the meeting re-confirmation. This avoids putting in excessive time on no-shows.
If the client asks to see the proposal before the call say this: “We used to just send out proposals and have the client review on their own but 9/10 times it led to miscommunications and misunderstanding, so even thoit its a bit more of an investment on our part, to make sure all bases are covered and to provide the best experience possible we only send out the proposal on a phone call, we do this even with some of highly experienced construction industry clients. If you need more time to review the proposal after that call, you are more than welcome to hang on to it and do so. Does X time and day still work?
Once Calendy Re confirmation is recieved Create a detailed Scope of Work referencing plans, specs, documents, etc. with details of what’s Included AND Excluded
Review the complete Proposal with the Estimator
Conduct calls, review contracts and expectations
As the call ends ask them based on what we've discussed based on the terms based on everything, what are your thoughts on wanting to move forward?
If they say they would like to move forward, ask them if they would like for you while you have them on the call to walk them through the approval and deposit process.
Walk them through the process get the approval ask them if they would like to make a credit card payment for the deposit the deposit is the only payment that we accept credit cards for otherwise we take ACH or Checks
Lead Needs Design & Construction Services
On qualification Call Inform Client need for plans (If needed), Our general process and our credit system.
Provide a very large Rough Construction Cost range of Min-Mid-High if possible.
Provide a Rough Cost Of Design
Schedule a Presentation Meeting if lead is okay with costs and process
Conduct EZ Flow Presentation
At the end of presentation remind client of design cost and ask if they would like to recieve a proposal. If so schedule an estimate review meeting/call right then and there.
If client wants time to think about it or discuss, ask how long they will need and when would be a good time for a follow up call. Schedule right then and there and tell them youll send them an email with the design cost and of the presentation so they can reference as needed.
Prior to developing a proposal Inform Client that we need to be on a call at the time of signing the proposal in order to avoid any sort of miscommunication or misinterpretations.
if Client is adamant about receiving it beforehand, ensure them that you will introduce them to the contract so that they can interpret the contract the way we would like them to interpret it, and that we have had clients in the past approve a contract and then assume something was included that wasn't and it led to this miscommunication so to avoid that we just always introduce the contract to the clients now and if they need time to think about it afterwards are more than welcome to hang onto it after I think about it.
Conduct call, review contract and expectations
As the call ends ask them based on what we've discussed based on the terms based on everything, what are your thoughts on wanting to move forward.
If they say they would like to move forward, ask them if they would like for you while you have them on the call to walk them through the approval and deposit process.
Close and Send a Follow-up Email with the Next steps/Hand Off
The Lead Already Has Plans/Design:
Inform Client Process involves about 2 follow-up calls and then you will put together a proposal to review together. Call 1 is a rough estimate, call 2 is an accurate estimate not in contract form. Then Finally the finalized proposal.
Do not provide rough costs and have the lead send you plans. Inform the lead that you will look over the plans and give them a call back to review a very rough cost and timeline for him and if everything sounds good inform them you’ll put something more accurate together and get on another call to go over that accurate number before a final bid.
Once you have a very rough number give them a call back to review their rough estimate. Ask if it sounds in line, if it is tell them you will refine that number down and get on one more call to go over that. Let them know when and if they would like to schedule a call then.
On the more refined cost call, discuss the final number. Ask if that is a number they would feel comfortable moving forward with or if they need more time to collect bids, discuss with partners, etc. If they need more time send this email.
Before developing a proposal Inform the Client that we need to be on a call at the time of signing the proposal to avoid any sort of miscommunication or misinterpretations.
Conduct calls, review contracts, and expectations
As the call ends ask them based on what we've discussed based on the terms based on everything, what are your thoughts on wanting to move forward?
If they say they would like to move forward, ask them if they would like for you while you have them on the call to walk them through the approval and deposit process.
Close and Send a Follow-up Email with the Next steps/Hand Off
Lead Doesn’t Need Plans/Design:
Have the client send photos before a site visit
Determine if based on photos project needs trouble shooting etc.
Before a site visit inform the client of ballpark costs
If the cost is inline Request A site visit fee
After the Site Visit Convey an accurate cost on a call before putting it in contract format and having an exact accurate number.
Based on that call Ask if they would like you to develop an actual construction contract for them.
If they want a final contract schedule the call to go over the proposal before getting off the phone if possible.
If they need to think about it or discuss it with someone, send this email.
Before developing a proposal Inform the Client that we need to be on a call at the time of signing the proposal to avoid any sort of miscommunication or misinterpretations.
Don’t wait until the proposal is finished to schedule the proposal overview call, as soon as you know when you’ll certainly have a proposal completed, schedule a proposal overview meeting on Calendly according to the time you need to finish. Only prepare the full proposal after receiving the meeting re-confirmation. This avoids putting in excessive time on no-shows.
If the client asks to see the proposal before the call say this: “We used to just send out proposals and have the client review on their own but 9/10 times it led to miscommunications and misunderstanding, so even thoit its a bit more of an investment on our part, to make sure all bases are covered and to provide the best experience possible we only send out the proposal on a phone call, we do this even with some of highly experienced construction industry clients. If you need more time to review the proposal after that call, you are more than welcome to hang on to it and do so. Does X time and day still work?
Once Calendy Re confirmation is recieved Create a detailed Scope of Work referencing plans, specs, documents, etc. with details of what’s Included AND Excluded
Review the complete Proposal with the Estimator
Conduct call, review contract, and expectations
As the call ends ask them based on what we've discussed based on the terms based on everything, what are your thoughts on wanting to move forward?
If they say they would like to move forward, ask them if they would like for you while you have them on the call to walk them through the approval and deposit process.
Close and Send a Follow-up Email with the Next steps/Hand Off.
KPIs:
Calls Made Per Hour: 20-25 (Tracks call volume and efficiency)
Call Connection Rate: 15-20% (Measures reaching the right people)
Call Duration (Successful Calls): 4 - 7 minutes (Ensures meaningful conversations)
Follow-Up Calls Scheduled Daily: 10-15 (Indicates initial call effectiveness)
Leads Generated Daily: 5-10 (Tracks lead generation consistency)
Lead Qualification Rate: 70-80% (Measures targeting qualified leads)
Lead Conversion Rate to Opportunities: 20-30% (Indicates lead quality)
Appointments Set Daily: 2-3 (Ensures a steady flow of meetings)
Appointment Show Rate: 80-90% (Measures the validity of appointments)
Time to First Appointment: 2 days (Maintains momentum and client interest)