Construction - Roofing - Quote to Final Invoice

Log the incoming enquiry with property address, contact details, job type, and initial scope notes from the first call or email.

Record survey findings including roof area, access requirements, scaffold needs, material specification, and any structural defects. Attach notes to the record before building the quote.

Build the itemized quote covering labour, materials with markup, scaffold hire as a named line item, and a weather contingency allowance. Set quotation validity and send to the customer.

On quote acceptance, raise a deposit invoice for 25-40% of the total job value and convert the quote to an active job record before scheduling materials or crew.

Raise purchase orders for roofing materials and scaffold hire. Record expected delivery dates against the job to align the crew schedule with material availability on site.

Confirm material deliveries on site against purchase orders. Log any shortfalls or substitutions immediately to keep the job record accurate and support supplier follow-up.

Capture daily progress notes, record any mid-job variations discovered, and obtain the customer's sign-off on completion using a digital site form.

Raise the final balance invoice applying agreed variations and deducting the deposit paid. Review final costs against the quoted price to assess job margin.

Scaffold and material costs are estimated from memory rather than from a confirmed supplier quote, leading to underestimates that erode the job margin before work begins.

Deposits are collected verbally on acceptance with no formal invoice raised, leaving cash received unrecorded in the job record until the final invoice is prepared.

Weather delays extend jobs into additional scaffold hire periods with no variation raised to recover the extra cost from the customer.