The handoff when a job is won
When a lead is marked Accepted, Asphalt OS on its own:
- Creates the job.
- Creates five handoff tasks (below).
- Decides whether a notice to owner (NTO) is needed.
- Builds the paperwork checklist.
- Emails the customer what happens next, with the link to the billing form.
- Alerts the production team.
| Task | Goes to | Due (business days) |
|---|---|---|
| Countersigned contract filed | Office | 1 |
| COI sent to client | Office | 2 |
| Plant order placed | Operations | 3 |
| Trucking booked | Operations | 3 |
| Schedule date set | Operations | 2 |
"Office" and "Operations" are the people you chose under Routing on Automations.
The paperwork checklist
Paperwork lists every accepted job with documents still outstanding. Each job has a checklist: COI to customer, W-9 to customer, Signed contract filed, PO / billing form received, Lien waiver and Notice to owner (NTO), plus your own items.
- Each item is Needed, Sent, Received or Not needed, with a due date, notes and an attachment (PDF, PNG or JPEG, up to 10 MB).
- Which items apply depends on the customer type: most types get the COI, W-9, contract and PO form; general contractors and tenants also get the lien waiver; homeowners get only the contract and PO form. Change this under Checklist defaults.
- Ticking off the COI, the contract or the NTO also closes the matching handoff task.
- Who sent or received an item, and when, is recorded.
Company documents
Upload your company's current COI and W-9 once, under Company documents. Then a Send button on the COI and W-9 items emails the document to the customer contact, and the item is marked Sent. The emailed link lasts 30 days.
When your company COI expires within 30 days, the office gets a task (and another once it has expired). Uploading a new COI closes them.
The billing form
Send the billing form gives the customer a link, good for 60 days, to fill in their accounts payable contact and email, PO number, billing address, and whether they are tax exempt. If it isn't back within 27 business hours, the office gets a task to chase it.
Notice to owner
A notice to owner is needed by default when the customer is a general contractor or a tenant, with a 30-day deadline. The task "Send NTO (lien notice)" is due 5 days before the deadline. Change the customer types and the deadline on Automations.
Confirm NTO rules and deadlines for your jobs with your construction attorney.
Paperwork needs "Send job paperwork (COI, W-9, contracts)": VP Operations, the Controller and the Office manager in a new company. Sending also needs "Text and email customers".