BEFORE YOU START
Key takeaways
- Give each customer request one order identity from the beginning.
- Every handoff needs an outcome, an owner, and a next action.
- Keep survey results, quote approval, job readiness, and installation completion distinct.
FROM ONE STAGE TO THE NEXT
Step by step
Record the request and schedule the survey
Keep the customer contact, site address, job type, and initial request together. Before the visit, the surveyor should know when to arrive and what needs measuring.
Check: Who is the customer, where is the site, when is the visit, and what is requested?
Measure and document the site
Record dimensions by opening or item, site photos, and installation constraints. Mark uncertain measurements for follow-up instead of silently treating them as final.
Check: Can the team prepare a quote without guessing the dimensions or site conditions?
Build the quote from survey findings
Connect specifications, quantities, pricing, and work notes to the measurements. Record revisions when the customer changes materials or scope. Move on only when the approved quote version is clear.
Check: Which version did the customer approve, and what does it include?
Prepare the job, materials, and schedule
Turn approved work into actionable tasks. Check materials and accessories, availability, the assigned team, and the installation schedule before promising a firm date.
Check: What is ready, what is waiting, and who owns the next action?
Install, record issues, and verify
Installers need the measurements, location, and work scope. Record completion photos and issues requiring follow-up. After review, distinguish finished work from work that still needs correction.
Check: Is there evidence of the result and a list of unresolved issues?
IN PRACTICE
A simple example: three aluminium windows
A customer requests three windows. At the site, the surveyor finds that one opening needs an adjustment. That note belongs in the survey and quote, not only in a chat. When the job is scheduled, the team knows the materials and the risky opening. Completion photos and adjustment notes then help the owner verify the work.
KEEP EVERY DETAIL IN VIEW
Handoff checklist before moving forward
- Record decisions and specification changes on the same order.
- Assign one owner for the next stage.
- Separate “waiting for customer”, “waiting for material”, and “waiting for crew”.
- For a site issue, record the decision and who approved it.
This workflow can start as a simple checklist. AlumiFlow brings customer, survey, quote, job, and installation context together when your team needs one shared place to work.
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