Workflow Map

Purpose. This is the index for Summit's operational SOPs. It shows how a lead becomes a job and how a job becomes a closed, paid, reviewed project. Every SOP in this folder covers one segment of this map. If you are new, read this page first, then read the SOP for the segment you work in. Pete Sandoval owns this map; Rosa Delgado owns keeping the CRM stages in sync with it.

The full path: lead to closeout

Every job at Summit moves through the same backbone, whether it is a $650 roof repair or a $150k remodel. Emergencies take a shortcut at the front (see step 2a) but rejoin the same path.

1. Lead arrives and is logged in GHL as New Lead. Intake rules live in New Job Intake SOP. Speed-to-lead target: first contact within 15 minutes during business hours; overnight leads get contacted the next morning.
2. Lead is qualified and contacted (Contacted). Sales-side detail is in Lead Handling Process and Lead Qualification.

• 2a. Emergency shortcut: active leak, storm strike, or board-up request goes straight to Emergency Job SOP. After triage, the job skips to Estimate Scheduled in GHL.

1. Site visit is booked (Estimate Scheduled). Rosa books Tara's calendar per Estimate Scheduling SOP.
2. Estimate is delivered (Estimate Sent) within 3 business days of the site visit. Pricing rules are in Pricing and Estimating Rules.
3. Follow-up runs (Follow-Up) until the customer decides. See Estimate Follow-Up.
4. Job is won (Won). Sales hands the file to production per Project Handoff SOP. This is the single most failure-prone seam in the company; treat that SOP as non-negotiable.
5. Crew is scheduled and dispatched. Pete assigns crews per Crew Dispatch SOP.
6. Work is in progress. Customers hear from us on a fixed rhythm per Customer Update SOP. Crews document everything in CompanyCam.
7. Job is inspected and closed. Punch list, photo review, and walkthrough per Quality Control SOP. Remodels collect the final 10% at walkthrough sign-off.
8. Closeout. Rosa confirms final invoice in QuickBooks, files the job folder in Google Drive, and triggers the review request. Any complaint at any stage routes through Complaint Escalation SOP.

Stage-to-SOP quick reference

Lost leads are not dead; they route to Lost Lead Reactivation.

Tool touchpoints across the map

• GHL is the source of truth for where a job stands. If it did not happen in GHL, it did not happen. Stage definitions are in GoHighLevel CRM Rules.
• CompanyCam is the source of truth for site conditions: intake photos, pre-work photos, progress photos, and final QC photos.
• Google Drive holds the job folder: signed estimate, contracts, permits, insurance paperwork, change orders. Folder structure rules are in File Storage.
• QuickBooks handles deposits, progress billing, and final invoices. Rosa reconciles GHL Won jobs against QuickBooks weekly.

Rules that apply everywhere on this map

• One job, one GHL opportunity. Never track a job in two records.
• Only humans move GHL stages. The AI agent drafts and summarizes; it never changes stages.
• Emergency dispatch is always $450 flat plus tarping, credited if Summit does the permanent repair. No exceptions without Dave.
• Discounts over 5% need Tara or Dave. Crews and reps do not negotiate price in the field.
• When any step fails or gets skipped, log it. Patterns feed Common Mistakes, which is reviewed monthly in the ops meeting.

Related

• Lead Handling Process
• GoHighLevel CRM Rules
• Team Structure
• Escalation Matrix
• Common Mistakes