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SALES BOOKING
Sales Booking Sheet

Sales Booking Sheet

Filled by Sales when the deal is won. Saved to the Pipedrive deal.

HOW TO USE THIS SHEET
  1. Fill this sheet the moment the deal is won — not days later.
  2. Open the Site Surveyor Sheet from the same Pipedrive deal first — read it before filling this one. Pay particular attention to A9 (Pricing).
  3. If you sold at a different price than the surveyor's recommendation, section B6 captures the variance and the reason.
  4. Sign at the bottom and save the file to the Pipedrive deal.
Job Basics
Same as on the Site Surveyor Sheet.
Full address including postcode.
Job Type
BSales Booking
e.g. 'V1' or 'V2'. Must match the version the client accepted.
B1 — Commercial Readiness
Written acceptance received? (email / signed quote / PO)
Deposit CLEARED into the account? (not invoiced / not promised)
Accepted quote PDF saved to Pipedrive?
T&Cs issued and acknowledged by client?
Payment schedule confirmed in writing?
Any verbal concessions made that are NOT on the quote?
List all verbal agreements that aren't on the quote.
Must match the quote. Companies House verified if commercial.
All 'optional extras' on the quote either accepted OR declined? (no 'maybe' items)
B2 — Scope Reconciliation (check against the Site Surveyor Sheet)
Open the Site Surveyor Sheet from the Pipedrive deal and confirm the quote matches. Any 'No' below = DO NOT BOOK until resolved.
RAL on the quote matches the surveyor's RAL in A5?
Product system on quote matches surveyor's specification in A5?
Quoted quantities reconcile with surveyor's measurements in A2?
Day-rate items: units covered and over-run consequences clear?
Stripping decision on quote matches surveyor's decision in A4?
Items EXCLUDED from scope are listed in the quote?
Access equipment costs are in the quote OR agreed with client?
Weather-dependency and programme impact walked through with client?
On-site contact confirmed and matches surveyor's record (or updated if different)?
Document what you changed and why.
B3 — Sales Notes
Decision-maker post-booking? Payment discipline? Escalation points?
Anything said in conversation the office needs to know.
Events, insurance renewals, HQ visits, property handovers. What breaks if we're late?
Managing agents, landlords, main contractors, architects, insurers.
Catch-all.
B4 — Risk Flags
Difficult / known-problem client?
Booked margin below company target?
Unrealistic timeline pressure?
Non-standard warranty / aftercare commitments made?
Regulated / sensitive environment? (school, hospital, food, listed)
CDM-notifiable / Principal Contractor required?
For margin below target, include value and reason.
B5 — Pricing & Variance from Surveyor's Recommendation
Read A9 on the Site Surveyor Sheet first. Copy the surveyor's recommended price below. Then enter the price you actually sold at. If they're different, the rest of this section explains why — every variance gets a reason.
Copy exactly from the Site Surveyor Sheet, section A9.
What the client actually accepted. Whole price ex VAT.
Negative = sold below recommendation. Positive = sold above.
Variance as a % of surveyor's price.
If price changed — what changed?
Be specific. e.g. '5% discount to win against competitor quote'. 'Client wanted 1 coat instead of 2 — surveyor consulted, agreed acceptable for this substrate'. 'VE'd out the structural steel painting at client's request'.
Was the surveyor consulted before any scope or coat change?
Required if surveyor not consulted on a scope or coat change.
Variance over 10% or scope/coats changed? — if Yes, requires Director / MD approval below
B6 — Sign-off
SALES SIGN-OFF I confirm the commercial and client information in this sheet is accurate, the quote has been reconciled against the Site Surveyor Sheet, the price variance (if any) is recorded with reason, and all sales-side intelligence known at booking has been captured.
Photos — Client Enquiry
SAVE THIS SHEET TO THE PIPEDRIVE DEAL — File name: Booking_[ClientName].docx