Identify the project and its current version
Use a stable project reference and separate configuration, quote and order revisions. Record the buyer, chosen product, measurement status and current proposal. Similar pergolas should not be distinguished only by a screenshot filename or salesperson's memory when several people are handling the same account.
Define stage-specific responsibilities
Assign owners for discovery, quotation, survey, commercial approval and release. Define the records needed for the handoff between those owners. A calendar entry should reference the correct project and event type, with any missing measurements or approval prerequisites available to the assigned person.
Review exceptions, not only totals
Maintain a short exception list: survey overdue, measurements missing, quote expired, specification changed and release awaiting approval. Each entry should show the project, responsible person and required decision. If a customer changes glazing after acceptance, retain the accepted version, prepare the proposed change and notify whoever is arranging materials and installation. Close the exception only when the required records and people have been updated.
Implementation checklist
- Stable project references
- Configuration and quote revisions
- Stage-specific owners
- Exceptions and prerequisites