CRM & Tools~11 min

Proposal Generation Workflow

Purpose

End-to-end workflow for generating professional proposals using ServiceTitan, from initial assessment to delivered document.

Every time a customer needs a formal proposal — standard service estimates, large project proposals, or multi-phase work.

Complete the customer assessment and diagnostics.

Take all required photos and document findings in ServiceTitan.

Determine which Good/Better/Best options are appropriate for this job.

Open the job in ServiceTitan → Estimates → New Estimate.

Select the appropriate template for the job type.

Build each option with the flat rate pricing book.

Customize descriptions to be customer-facing and outcome-focused.

Attach diagnostic photos to the proposal.

Include: scope, timeline, warranty, payment terms, and financing options.

Review the customer preview to ensure it's professional.

In-person: Walk through the proposal on your tablet. Present Best → Good.
Remote/follow-up: Send via ServiceTitan's estimate email. This tracks opens and views.
Complex proposals: For large or multi-phase projects, consider presenting in a follow-up appointment dedicated to the proposal.

Log the proposal outcome: accepted, pending, or declined.

Set follow-up dates for pending proposals.

If the customer requests changes, create a revised version (don't modify the original).

Track open proposals in the follow-up dashboard.

Every proposal should look like it came from a professional company — because it did.
The proposal is often the customer's first tangible impression of Spartan. Make it count.
Use outcome-based language, not technical jargon.
Proposals with photos convert at a higher rate than text-only proposals.