Sales & Rush Order

The Sales section must be completed and signed off by the Project Manager and a Manager before any other work begins. Every item here establishes the foundation the rest of the job is built on — missing or incorrect information here will cause problems downstream.

• 1
  Confirm the Signed Proposal & Design Sheet is on File

  Make sure both the signed proposal and the signed design sheet have been uploaded to the Documents section of the job in SquareCoil before moving forward. These do not need to be printed or included in the job pack. For Ship-In jobs, only the signed proposal is required.
• 2
  Verify the Design Sheet Matches the Scope of Work

  Review the design sheet and confirm every item in the scope of work is accurately reflected. Any discrepancy needs to be caught and resolved before the job is handed off. For Manufacturing jobs, also confirm that the full scope of work, disconnect switch locations, and elevations are all documented on the design sheet — these are required for permitting and fabrication.
• 3
  Confirm Paint/Vinyl Colors are Documented on the Design Sheet

  All paint and vinyl colors must be documented on the design sheet so the shop has an accurate reference when building. If colors aren't applicable to the job, this item can be skipped.
• 4
  Enter All Job Information into SquareCoil

  Before this section can be signed off, the following must be entered and accurate in SquareCoil: client name and contact information, billing info, work site address, and all relevant contacts (property manager, GC, national account rep, etc.). Incomplete information in SquareCoil delays every department that follows.
• 5
  Assign Estimates & Pricing to the Work Order in SquareCoil

  The shop order in SquareCoil must have all estimates and pricing assigned before the job proceeds. This ensures the ownership review step has accurate data to reference at close-out.
• 6
  Set the Survey Date in Project Status

  Every job requires a survey — set the survey date in Project Status at least two weeks out. The only exception is if the survey has already been completed before reaching this stage, in which case enter the date it was done. Ship-In jobs set Survey to N/A in the following step since no survey is needed.
• 7
  Set the Correct Stages to N/A in Project Status

  Each checklist type has a specific set of Project Status stages that don't apply and must be set to N/A. Setting these correctly now keeps Project Status clean and prevents confusion later. Refer to your checklist type below:

  Low Complexity: Set Receiving, Service, and Shipping to N/A.

  Manufacturing: Set Receiving, Service, and Shipping to N/A. Permits are handled separately in Step 8.

  Ship-In: Set Survey, Manufacturing, Service, and Shipping to N/A. Permits are handled separately in Step 8.

  SquareCoil Training · Module 07: Project Status →
• 8
  Determine if Permits are Required

  Manufacturing and Ship-In jobs require a permit decision at the Sales stage. If permits are required, print and fill out the permit checklist and place it in Maria's bin — do not set Permits to N/A in Project Status. If permits are not required, set Permits to N/A in Project Status and cross out the permit line on the checklist.
• 9
  Print & Assemble the Job Folder

  Print the Master Checklist, Shop Order, and the required copies of the Design Sheet and place them in the physical job folder. The number of Design Sheet copies depends on your checklist type — Low Complexity requires two (2) copies, Manufacturing requires five (5) copies. The job folder travels with the job — keep it complete and organized. For Ship-In jobs, also include any additional documents received from the national account (specifications, install instructions, contact sheets, etc.).

The Rush Order section is conditional — it only applies if the job has been designated as a rush by the Project Manager or account team. If no rush designation has been made, this section is skipped entirely. Rush Orders require explicit Owner approval before any expedited work begins.

• 1
  Confirm the Rush Designation

  A job is a Rush Order when the client or account team requires it to be completed faster than the standard production timeline. If the PM or account team has communicated a rush requirement, this section must be completed before manufacturing or installation begins. If no rush has been communicated, skip this section entirely.

  When in doubt, ask. If there's any ambiguity about whether a job is a rush, confirm with the PM before proceeding. Treating a non-rush job as a rush can pull resources from other jobs unnecessarily.
• 2
  Obtain Two Owner Signatures

  The Rush Order section of the checklist requires two Owner signatures — both must be obtained before any rush work begins. Owner sign-off confirms the decision has been reviewed and authorized at the ownership level. This cannot be signed off by a manager alone.

  Both signatures are required. Do not proceed with rush work until both Owner signature lines on the checklist are completed.