Quote Builder Submission / Ordering Material

Objective: This Standard Operating Procedure (SOP) outlines the responsibilities and procedures for an  assistant in   Budd’s Plumbing to track down a key performance indicator that tracks our overall conversion of the marketing spend we are spending within Budd’s Plumbing .  

Listed below are the instructions on how to receive a quote builder form, order material for the job after the quote is approved as well as scheduling the job. Follow the instructions as listed: 

Quote Builder Submitted 

  1. Quote builder form is submitted 

                    a. A asana Task will be assigned to you after form is submitted

Asana task Assigned

  1. Review task and instructions 
  2. Copy Note:

      3. Locate quote inside jobber by searching for quote number provided

      4. Open Quote and scroll to bottom of the page to notes

     5. Inside Note details, input quote builder info by pasting copied notes

     6. Click checkbox “jobs” under “Line notes to related”

      7. Click on green save under notes

     8. Asana Task can be marked completed

Quote Approved and Material is to be ordered 

  1. Open approved quote

        2. Review notes inside quote 

             a. Confirm notes match approved quote 

             b. Review team members to be assigned 

             c. Review and note total amount of visits listed

       3. Click on Green “Convert to Job”

        4. Scroll down to “Schedule” and click on schedule later

       5. Assign team member(s) as listed in notes

         6. Confirm correct “Job Form” is attached to job

         7. Scroll to bottom of the page and click green “Save Job”

Ordering Material 

  1. Review Job Notes on the bottom of page 

       2. If job total excesses $1,500.00 confirm deposit has been received before ordering any material  text

                       a. Follow instruction for invoices in SOP folder/folder “Invoicing” 

       3. Open and Complete a “Material Job Order Form” 

                       a. This form can be found inside Asana project “Special orders / Return”  under section “Job Order Forms”

         4. Make a duplicate copy of task “Job Order Forms (Template) 

                 a. Instructions for this task as listed inside this template, follow till all tasks are marked complete.

Add Job Notes 

  1. Confirmation email or order has been received from vendor  
  2. Attach Order sheet provided by vendor to job notes. 
  3. Inside note details type in Ordered Material List

Note: This SOP can be customized based on the specific requirements and guidelines of Budd’s Plumbing. Regularly review and update the SOP to ensure it remains accurate and aligned with the company's evolving needs. Make notes below in Red that would make this SOP more efficient. Before changing the SOP above, Ben and Mike need to sign off on it.