Sales Process~11 min

Proposal Documentation Standards

Purpose

Standards for how estimates and proposals are documented, stored, and communicated to customers.

Every time an estimate is created, sent, revised, or referenced.

Customer information: Full name, service address, phone, email.

Scope of work: Clear description in customer-friendly language.

Options: Good/Better/Best tiers with itemized pricing.

Total cost: All-inclusive — tax, permits, disposal, everything. No hidden fees.

Timeline: Estimated start date and duration.

Warranty: Manufacturer warranty + Spartan labor warranty per option.

Payment terms: Due at completion, financing options, accepted methods.

Photos: Diagnostic photos attached.

Validity: "This estimate is valid for 30 days."

All estimates in ServiceTitan — no Word docs, PDFs, or handwritten quotes.

Use standard ServiceTitan estimate templates per job category.

Descriptions must be customer-facing professional — no internal jargon or codes.

Every estimate includes at least 2 options (Good and Better minimum; Best when applicable).

Photos uploaded to job record before estimate creation.

In-person: Present on tablet during appointment.

Email: Send through ServiceTitan's estimate email (tracks opens and views).

Printed: Generate PDF from ServiceTitan if customer requests.

Never text pricing without a formal estimate attached.

Create new version in ServiceTitan — don't delete the original.

Note revision reason in job notes.

Resend updated estimate via email.

Revisions follow the same approval thresholds.

Sloppy estimates lose jobs. Professional presentation reflects professional work.
ServiceTitan tracks when customers view estimates — use this to time follow-ups.
All estimates saved regardless of outcome — data drives reporting and analytics.