Sales-to-Production Handover

What changed in v1.1 (from the PM's review of v1.0, Sept 28): the client acknowledgement is a welcome letter within 72 hours, not 1 business day; client-facing timelines were added; an interim site visit confirms dimensions until Rendr's measurements are proven; the PM may rename renderer files to the naming standard; orders are logged in the Job Tracker. Items marked v1.1 are new. The full list is in the change log at the end.

1. Purpose

Every Bath Tune-Up project reaches the Project Manager complete, accurate and client-approved. Orders can then be placed, materials received and the installation scheduled without delays, mid-job client calls or disputes at walkthrough.

It solves three recurring problems:

• Missing information. Drawings without dimensions and selections without quantities or install materials (grout, valves, adhesive, paint) force the PM to chase Sales or the client after handover.
• Version confusion. "Approved" in JobTread has not been enough. Too often the wrong draft was ordered from. The signed PDF sent by email is now the only source of truth.
• Misaligned expectations. When the client signs a dimensioned drawing, installers build exactly to it and everyone agrees on what "done" means. Changes after that are change orders, not rework.

Target outcome: contract signed → installation start in about 10 weeks, with the on-site install inside the standard 2–3 week window.

2. Roles & ownership

Every deliverable has exactly one owner. Others may contribute; the owner is accountable.

Accountability by email. When Sales sends the Handover Email, they certify they have proofed the packet and selection sheet and that the two agree. When the PM acknowledges it, ownership formally transfers to the PM.

3. Timeline standard (sale → install ≈ 10 weeks)

Design and selections run in parallel, not one after the other. Running them in sequence wastes about two weeks.

What we tell the client v1.1

Start dates depend on scope and product availability, so clients hear a range measured from the day we receive both signed approvals (drawings and selections), never a promised date:

• Smaller projects, or demolitions with no custom products or cabinetry: typically 4–8 weeks from signed approvals.
• All other bathroom projects: typically 6–10 weeks, depending on product availability.

The PM confirms receipt within 72 hours (the welcome letter) and sends a projected start week within 1–2 weeks of the approvals.

• Kitchens (KTU) for comparison: design + selections is about one month. Bathrooms should never take longer than that.
• Long-lead products: anything over 4 weeks' lead time must be flagged by Sales before the client signs, and the client told the start date will move. The PM keeps a "long-lead / avoid" vendor list (for example Birch) and shares it with Sales.
• Client-paced delays (slow reviews, missed selection meetings) pause the clock. Sales records the date and reason in JobTread.

4. Stage 1 — The Design Packet (Drafter)

The Design Packet is the drawing set the client signs and the installer builds from. It uses one universal format for both KTU and BTU. The page order is always the same, so anyone can pick up any job.

4.1 Required pages, in this order

Floor-plan exception (the only one): a floor plan may be skipped only for a simple tub-to-shower (or shower-to-tub) conversion where no walls move and no fixtures relocate. Elevations are still required.

4.2 Elevation dimension checklist

Every item on a worked wall is located by height from finished floor and centerline, so no one has to call the client mid-job to ask where the toilet-paper holder goes.

4.3 Title block & revision control

• Every drawing page shows client name, address, project number, drawn by, issue date and Rev #.
• Project number format: BTU-YY-## (e.g. BTU-26-05). It must be identical on the packet, the Selection Sheet and the JobTread job.
• Revision numbering: R0 = first presentation, then R1, R2… The date updates with every revision.
• File name: BTU-26-05_Segal_DesignPacket_R2_2026-04-14.pdf. The Selection Sheet follows the same pattern (…_Selections_R2_…).
• v1.1 Our own Drafter always follows this naming. External renderers are asked to; when their file doesn't, the PM renames it to the standard when saving it to the job's Drive folder. The naming is non-negotiable on our side of the handoff, not a reason to send a renderer's file back.
• Sales sends the Drafter the final selections before the final revision, so drawings, renderings and spec page match. The Drafter updates drawings; they do not choose products.

5. Stage 2 — The Selection Sheet (Sales)

The Selection Sheet is the complete buy list. If it is not on the sheet, it does not get ordered. Sales owns the quantities; the PM does not re-do the math.

5.1 Every line must include

5.2 Master material checklist (every category marked "selected" or "N/A")

5.3 Where the Selection Sheet is built v1.1

The Selection Sheet is the JobTread document built from the template "Order Sheet — final selections (PDF)", following the line standard on the Selections & Order Sheet page. The pricing tool (pricing.ktubtu.com) generates the order sheet from JobTread's finalized estimate plus the approved selections and flags any line missing SKU, finish, quantity or source as Needs info. A client "accepting" picks in the pricing tool is a preference, not a signature: it never replaces the signed PDF.

6. Stage 3 — Client sign-off

• Sales sends the client both PDFs together: the final Design Packet and the final Selection Sheet (same revision number).
• The client signs both with the same date. They go together and describe the same project.
• A signature and date on the Design Packet is required. A binding scope page inside the packet is encouraged.
• An "Approved" status in JobTread does not replace the signed PDFs. JobTread is the filing cabinet; the signed PDF is the contract.
• Once signed, the documents are locked. Any later change follows the change-order process (section 10).

7. Stage 4 — The Handover Email (Sales → PM)

The handover is an email with attached PDFs, not a message saying "it's on JobTread." Handover is official when this email is sent.

7.1 Required contents

• Subject: HANDOVER – BTU-YY-## – Client Last Name – Street Address
• Scope summary in a few lines.
• Watch-outs: iffy plumbing, old wiring, structural concerns, access or parking limits, pets, occupied home, HOA or building rules.
• Items being kept or reused, and client-supplied items (with delivery dates).
• Client date requests: desired start, blackout dates, hard deadlines.
• Payment status: deposit received (Y/N), next payment due at ordering.
• Attachments: signed Design Packet PDF (Rev #) and signed Selection Sheet PDF (Rev #), uploaded to the JobTread job before the email is sent.

7.2 Template

v1.1 The pricing tool drafts this email for Sales when the client's selections are approved, pre-filling scope, the order sheet link and the Needs-info count. Sales completes the watch-outs and dates, attaches the signed PDFs and sends it. The recipients are set in the pricing tool's admin screen (default TLivingston@kitchentuneup.com for both brands).

8. Stage 5 — PM Production Gate

Within 2 business days of the handover, the PM checks the package against this gate. The PM proofs alignment (drawing matches selections, dimensions make sense) and does not re-calculate Sales' quantities.

• Handover Email received with scope summary, watch-outs, dates and payment status
• Signed Design Packet PDF attached (client name/address on cover, Rev # and date)
• Signed Selection Sheet PDF attached, signed the same date as the packet
• Project number and Rev # match across packet, Selection Sheet and JobTread
• Floor plan present (or valid tub/shower-conversion exception) with overall wall dimensions and sink/toilet/drain centerlines
• Elevations for every worked wall, with heights and centerlines for fixtures, accessories, niche, grab bars and lights
• Every drawn item is on the Selection Sheet and every selection is on the drawing, with matching sizes/models
• Every line has brand, model/SKU, finish, quantity (tile in sq ft with overage) and a single decided source
• No "TBD," "not selected," or unresolved sourcing notes
• Install materials listed: grout, Schluter/edges, transitions, waterproofing, wet-wall adhesive, caulk, valves/stops, paint
• Kept/reused and client-supplied items clearly marked
• Deposit received (confirmed with Owner)
• Same PDFs uploaded to JobTread

8.1 If the package fails the gate

• The PM replies to the Handover Email with a numbered list of what is missing (cc Owner if it is a repeat).
• Sales fixes and resends within 2 business days. If the fix needs the client, Sales gets a re-signed revision.
• The PM's 14-day ordering clock starts only when a complete package is received.
• Minor clarifications that don't change scope ("which grout color on the floor?") can be answered by email without a new revision, but the answer must be written in that email thread.

9. Stages 6–8 — Welcome, ordering, receiving, installer handover

9.1 Client welcome letter (within 72 hours) v1.1

The PM emails the client directly (cc Sales) within 72 hours of receiving the approvals, to confirm everything has been verified and is being processed. If the Sales Designer prefers to send client communications themselves, they say so in the Handover Email.

9.2 Ordering (within 14 calendar days of a complete handover)

• Place every order from the signed Selection Sheet only.
• v1.1 Log each order in the job's tab of the Job Tracker sheet: vendor, PO number, order date, confirmed ship date, tracking, actual cost. JobTread's API cannot record purchase orders, so the tracker is where order status lives; it refreshes the item list from JobTread automatically.
• Request payment release from the Owner for vendor deposits. Payment timing is part of the 14 days, so ask early.
• Confirm stock and ship dates in writing from each vendor. For backorders or discontinued items, tell Sales and the client within 1 business day and offer a like-for-like substitute (substitutes need written client approval).
• Cross-check completeness: "Did we get a sink? A drain? The valve body for this trim?"
• Send the client the projected start week (cc Sales) once ship dates are confirmed, within 1–2 weeks of the approvals.

9.3 Receiving & inspection (within 2 business days of each delivery)

• Inspect for damage before signing freight receipts. Note damage on the bill of lading and photograph it.
• Open and verify model, finish, size and quantity against the Selection Sheet. Check tile lot/shade numbers match across boxes.
• Report damaged or incorrect items to the vendor the same day and reorder immediately.
• Label and stage everything by project number in one location. Record received/missing status in the Job Tracker.

9.4 Installer Handover Package & final start date

Once all materials are received and inspected (or the rest have a confirmed arrival before they're needed):

• Installer Handover Package: signed Design Packet, signed Selection Sheet, critical-dimension sheet, watch-outs, received-materials list, client contact and access notes.
• The installer reviews the package and staged materials before start and raises any conflicts to the PM.
• Confirm the schedule with the installer, then the final start date and arrival time with the client at least 5 business days before start.
• Send the client prep instructions (9.5).

9.5 Client prep checklist (sent with final start confirmation)

• Clear the bathroom completely: vanity, cabinets, shelves, shower, medicine cabinet
• Clear a path from the entry to the bathroom; remove fragile items and wall art along it
• Parking/driveway space for the crew and dumpster (if used)
• Access plan: who lets the crew in, keys/codes, alarm
• Pets secured away from the work area
• An alternate bathroom for the duration of the project
• Know where the main water shut-off and electrical panel are
• Pre-start call or walkthrough (recommended): PM + client (+ installer lead) to review drawings, protection, hours, cleanup and communication cadence

10. Change orders & the signed-drawing rule

• After sign-off, any change to scope, selection, location or dimension requires a written change order — description, price, schedule impact and client signature — before the work or order changes.
• Approved change orders produce a new revision (R+1) of the affected document, re-sent to the PM by email.
• The PM re-verifies affected orders and updates the client on any date impact. In the Job Tracker, a removed or replaced item is struck through, never deleted, so the change stays visible.
• The signed drawing is the standard at walkthrough. If the work matches the signed drawing and the client wants it moved, that is billable change work. If it doesn't match, BTU corrects it at no charge.

11. During install & closeout

• Daily progress photos in CompanyCam; daily log in JobTread.
• The PM or installer lead sends the client a short status update at least twice a week.
• Final walkthrough against the signed Design Packet; punch list in writing with a completion date.
• Closeout: punch complete, final payment requested, care and warranty information delivered, review request sent. Actual costs are complete in the Job Tracker so the job's real gross profit is known.

12. KPIs (reviewed monthly by Operations)

13. Reference example — Segal project

The Segal packet (Project 26-1, issued 4/14/2026) and selection sheet (Selections 26-5, signed 4/16/2026) are the model for the format: title block on every page, a dimensioned floor plan, four elevations, renderings, a material spec page and a client-signed selection sheet. Measured against this SOP, it also shows what to tighten:

14. Responsibility at a glance

Sales = complete handoff: approved design + dimensioned drawings + complete, quantified selections + client dates → PM, by email, signed.
PM = execute: welcome → gate → order → track → receive → inspect → stage → installer package → confirm start.

15. Open decisions for owners

Sign-off

Change log