Small ProjectWorkflow

Complete and obtain signatures on: Contract · Spec Sheet (no TBDs without an explanatory note) · Notice of Cancellation · Capital Improvement form. Both parties sign all documents before leaving.

Accepted via: ACH · Check · Zelle (jerry@valverax.com, max $2,500/day) · Financing confirmation. Secure a verifiable receipt — screenshot, confirmation number, or physical check. "I'll pay tomorrow" is not collected.

REP uploads all required documents, pictures, measurements, sketches, signed contracts, amendments, and any other deal materials to the Estimate and Contract subfolders of the Prospect folder in Google Drive. Every item must be present, legible, and in the correct subfolder before handoff. Missing or misplaced files = incomplete handoff.

Work through every item in the checklist below before sending the handoff email. Self-verify — do not rely on OM to catch what you missed. Missing items = rejected deal.

Email to: production@valverax.com. Subject: Deal: YYYY-MM-DD – Customer Name – Project Type. Body: any special/urgent notes, or "Ready to Go." State first payment method and where it was dropped off.

All documents present and signed · Deposit verified · Scope readable without asking REP questions. If OM must ask a clarifying question to understand the scope, the handoff failed and the deal is rejected.

Approved: deal moves to Phase 3 and job Stage in Valor is updated to Pre-Construction. Rejected: returned to REP with a specific, written deficiency list. When a deal is rejected, a Task is created in Valor and assigned to the REP outlining what must be corrected. The job Stage remains Initiation until the deal package is fully accepted — it does not advance until OM approves.

HubSpot: Deal Stage = Closed Won. Valor: sync contact data, assign RTP date, update job Stage to Pre-Construction. Jerry updates deposit in Valor. Systems must reflect reality — if it says unpaid, it is unpaid.

From customercare@valverax.com, cc REP. Confirm receipt of signed contract. Outline next steps in plain language. Set realistic timeline ranges — not specific dates at this stage.

Coordinate PM and customer availability. Add calendar event for PM and customer. Send written confirmation to customer explaining what the final measure is and what happens next.

Verify all dimensions · Validate structure and tie-ins · Identify risks or unknowns · Take comprehensive photos · Answer customer questions honestly. If something is unclear, flag it — don't assume. Take more measurements than needed — coming back costs everyone. If anything discovered on-site deviates from the sold scope and requires a change order, involve the REP immediately to get an estimate for the change order before any commitments are made to the customer.

Confirm project is small (no permit needed) · Reconcile any discrepancies between the sold scope and what was found on-site · Update Valor with verified site data. If anything is guesswork, stop and clarify before proceeding.

Based on the locked scope, produce a complete material breakdown: every item needed, exact quantities, specifications, and supplier sources. This is the document that drives the order — it must be thorough and accurate. No estimating, no rounding up and hoping. If a quantity is uncertain, resolve it before this step is complete.

Materials may ONLY be ordered from the completed material breakdown — quantities and specifications must be verified before submitting any order. No "we'll adjust later" — returns cost margin. Submit all orders, secure confirmation numbers, and forward all order confirmations to OM.

When the manufacturer or supplier sends back a confirmation, PM verifies it against the material breakdown: correct items, correct quantities, correct specifications, delivery terms. Any discrepancy must be resolved immediately — do not let a wrong order sit. Log confirmation numbers and forward verified confirmations to OM.

Record all supplier ETAs in the production calendar. ETAs are tracked — not trusted. Set follow-up reminders to verify ETAs before promising any dates to the customer. Update Valor Job Stage to Procurement.

Include: current status · what's ordered · next milestone · what could cause a delay. Customers tolerate delays. They do not tolerate silence or surprises.

Follow up with all suppliers on outstanding orders. Confirm ETAs against the production calendar. If any delivery is delayed or at risk, notify PM immediately so scheduling can adjust. Do not wait for a supplier to proactively communicate a problem.

When materials arrive, PM physically receives and inspects the shipment against the delivery slip. Verify: every line item on the slip is present · quantities match the material breakdown · no visible damage to any items · specifications match what was ordered. If anything is missing, incorrect, or damaged, contact the supplier immediately and do not proceed until resolved. Log receipt confirmation and notify OM.

Once PM confirms materials are received and verified, contact the homeowner with an update. This is a positive touchpoint — let them know the project is progressing. Provide a general timeline for the next phase (construction scheduling), not a specific start date yet.

Prepare and confirm everything needed for a smooth crew deployment: materials staged and accounted for · install plan and work orders complete · crew assignments confirmed · install payouts calculated and ready · any special tools or equipment arranged. If anything is missing or incorrect, resolve before scheduling the crew.

Define start date and key milestones. Communicate to OM. Note: 99% of start dates shift due to weather and crew progress on prior jobs — this is a working plan, not a commitment to the customer.

Written notification plus call. CC: REP. Update Valor Job Stage to Construction. Once a date is communicated to the customer it must be honored — or OM must notify the customer of any change before the day arrives.

PM oversees quality and progress per the spec sheet and work order. Any deviation from the agreed scope requires a contract amendment — not a field decision. Customer concerns during construction route through PM to OM to REP.

Before the crew packs up and leaves, PM walks through the completed work against the spec sheet and work order. Verify: all contracted deliverables are installed · site is clean · no damage to surrounding areas · all tools and materials removed · customer's property is in order. Document with completion photos. If anything is substandard, resolve it before the crew leaves — not on a return trip.

Report to OM: work complete / substantially complete / punch list required. Ambiguity here creates payment delays and customer confusion later. OM updates Valor Job Stage to Post-Construction upon receiving this report.

Confirm completion status with PM/Crew Lead. Document in HubSpot. Notify REP with any known issues or punch-list items. REP should never walk into the final walkthrough without being briefed.

Generate and send the final invoice to the homeowner before the walkthrough. The invoice must reflect all payment terms as written in the contract: total project value, deposit received, 45% due at major completion, and 5% due after punchlist resolution. Sending the invoice prior to the walkthrough sets clear expectations and reduces friction at collection time.

Review completed scope against contract. Confirm all deliverables present. Take completion photos. Identify any remaining concerns. This is a trust confirmation — not a sales call. Do not upsell or pitch during this visit.

REP documents items clearly and sets written expectations with customer. Coordinates resolution timeline with OM and PM. Do not promise dates PM cannot commit to. The 5% final payment is held until all items are resolved.

Collect at or immediately after the final walkthrough when work is substantially complete. Verify · Log · Match to contract terms. If payment is delayed: document reason, create follow-up task, notify OM immediately. Hope is not a collection strategy.

Collected only after every punch-list item has been fully addressed and confirmed with the customer. Do not collect this payment early — it is the customer's leverage for accountability. Once collected, confirm with OM immediately.

Confirm all three payments are logged and verified (50% deposit · 45% major completion · 5% punchlist final). Reconcile total revenue against all project costs — materials, labor, and overhead. Identify and resolve any discrepancies before issuing payouts.

Process and confirm payouts for everyone on the job: REP commission · crew payments · outstanding supplier invoices. All payouts must be issued promptly — delays erode trust and morale. Document each payout with date and amount.

HubSpot Deal Stage → Paid · Valor Job Stage → Closed. Archive to customer folder: completion photos · final contract (with amendments) · all payment confirmations · payout records · notes on issues. Future service depends on complete records.

Any team member who receives the contact (REP, OM, PM, AS, or Crew) submits a ticket via valverax.com/support. Ticket name format: FirstName LastName – Description (e.g., Joe Smith – Roof Leaking). If customer sends photos, email them to the appropriate person immediately.

Assess scope · Determine if warranty-covered · Propose solution · Contact customer with a clear plan and timeline.

PM coordinates repair or sub. OM tracks open tickets. Customer is kept informed at every step — no silence.

Confirm resolution with customer. Log outcome in HubSpot. Close ticket. If customer returns to a positive sentiment, treat as a new post-project review opportunity.