Copy the whole checklist, then fill in the names and your rules.
The rule
No job is scheduled until all twelve checks are done and the proof is in the job record.
A job that fails goes back to the owner of the missing check. It does not go on the calendar.
From the sale (owner: [sales rep or sales manager])
1. Contract: signed by the homeowner or client. Proof: the signed contract in the job record.
2. Deposit: collected. Proof: the receipt or payment record.
3. Financing: approved, or marked not needed. Proof: the approval letter or a note that the job is cash.
4. Scope: confirmed in writing, with exclusions. Proof: the final scope attached, matching the contract.
5. Measurements: confirmed. Proof: the measurement report or the site sheet with photos.
6. Selections: every product, colour and option chosen. Proof: the selection sheet signed or confirmed by email.
For the build (owner: [production coordinator])
7. Special orders: identified and ordered, with a delivery date. Proof: the supplier confirmation.
8. Permit: requirements confirmed, and the permit issued where one is needed. Proof: the permit number or a note that none is required.
9. Crew type: the right crew for the work. Proof: the crew named in the job record.
10. Equipment: everything beyond the standard truck booked, such as [dumpster, lift, extra ladder]. Proof: the booking confirmation.
On site (owner: [sales collects, production confirms])
11. Access: instructions written down: parking, gates, pets, where materials can go. Proof: the access note in the job record.
12. Homeowner limits: days and times the homeowner cannot have a crew there. Proof: the limits in the job record, confirmed with the homeowner by [phone or email].
Who checks the gate
[Name or role] reviews every job before it is scheduled and signs off that all twelve checks are done.
[Name or role] reviews the not-ready list every morning and chases the owner of each missing check.
Long-lead items are flagged on the day the job is sold, not when it is scheduled.
Record keeping
Log every job that failed the gate, which check was missing and how long it waited.
Review the log every [week or month]. If one check fails again and again, fix it where it starts.