Discover the Progress Billing Sample for Marketing that Transforms Your Workflow

Progress billing sample for Marketing

hey guys create a product manager at brokerage and I want to walk you through how I've managed doing construction loans over the last 10 or 12 years inside of my practice and then and of the key thing here for a broker is that we settle the land which is great you sit on the land but for the client that's only half of the story you know a great experience to then and a crap experience or a bad experience rather to get to the finished product and the client gets to move in that's what the clients looking for and so I wanted to walk through how I manage you know continuing to provide a great fun experience all the way through to completion of the build taking myself largely out of the process and ensuring that I'm not having to spend too much time on it and what do I do in my practice is I use a combination of checklists and workflow to manage that so for example the first thing is we have a checklist here called construction so the checklists are available on the right-hand side and look you can control what's in your checklist but now in the box you know what we're looking for here is you know when you're building contract work when you're public liability insurance Council approved plans fully assigned construction contract and then you need a letter of commencement issued and against all these things of course there can be tip texts and little videos to point your team to what those things mean we're gonna have obviously the first payments made all the way through to 5:00 and then the final request received is where you need to get a little bit extra information such as you know final payment made by a bank cheque is that building insurance a building insurance received already final payment made and then updating the clients address and sending a congratulations gift and you're gonna seem quickly add in there so for example of those a progress payment six for example you quickly add in you know protoplanet six paid or what have you that's the first thing we'll use and that just gives you and your team you know if you receive that and that and you're waiting on those two it gives you a visual indication of what you're actually waiting on to get that letter of commencement so that's using checklists to sort of keep and keep up to date where you are inside of the construction process the second thing we would use is obviously in the Kanban you know this client has is the building client and this client is going to go through these different stages and we can do as Esther the client moves for the different stages progress payment receives submitted and complete you can have you set up your own workflow so I'll show you an example of that now so set your own workflow for different things you gotta just go your workflow settings here go to workflow templates and just create a new workflow again we're gonna provide something out of the box to our users but you know you can create your own I'm gonna call this you know zero one progress pain press receive and what I'm gonna do is I want to only want to trigger this workflow when the deal or the record moves into programmer request receive so it's going to trigger when it moves into that stage and I have it set for the entire group not just particular broker but you can sort of change that and what I want to do here is I want to have ideally a task and the task is going to be something like you know get it signed submit to the bank so I'll just pause and create that task and before I do that let's go so I'll do those create the task I'm gonna call give it a name you know check and submit request to Linda and again you're gonna have to put Ana priority in your queue you can here in the task description it's a good idea to put a little video like a zoom video on what this what this means in case you've got a brand new user starting a key for the first time saw in video is a good idea it's a good idea to put some more context around this so what things are required as it hasn't been signed yeah being spine and you can put that sort of stuff in the checklist as well so that's the I've got a task and what I want to do is once that task is completed I then want to create an email and any emails and once that task complete it's a bit so that your team sent it to the client I'm gonna want to move stage actually so I'm gonna wanna move stage and then a move stage to progress payment request submitted so progress payment requests submitted to lender and that's gonna be the end of that workflow cuz all off from that workflow to create the task do the job and then I want to move it to into submit from Linda I'm gonna save that one and I can publish that one I'm now gonna create a new works right now and my new my next workflow is going to be this submitted to Linda one so on the submitter to lender one authors I was gonna have a trigger at that particular stage so submitted to Linda and again here I'm gonna want an email that goes out so my email is going to go out and I use an email template and in my mind template I'm gonna give it a name cause that quickly for you so I've done here I've just created it's gonna be the entire broker visits to and and also practice and the subject and then it's going to do a quick line here which is going to be hi you know client quite for third notes it's hi John Mary you know thank you for the recent payment I have submitted to and I can set the lender so here's an example I've got off I've submitted to the lender I'll follow up in two days to confirm receive any questions please let me know and attached to that I've added a little attachments you know which is my construction FAQ which is you know which is the Mosul and just to give the client a bit of info about the different stages and what to expect and and how their opponents work and things like that so that's how so I've now created an email template there which I can use another workflow sort of create an email template so when the deal moves into progress payments submitted to lender I've now got an email that's going to go up I think I don't want a probably do a delay and we're gonna want to know so I'm gonna undo a task rather and the task is going to be to follow up to confirm its received so there's my task to confirm that it's been received I probably want that to be to populate say two business days after I've sent it you might want to change it and again you can so two business days after the emails been sent I'm gonna want two tasks but all the tasks to create straightaway I mean the other option I can do is do a delay which says you know wait two days or two business days and then do the tasks the issue with that is that there's no visibility you wouldn't know that the task is there whereas if you create the task immediately and it's true for two days in the future you know it's there you know it's going to be there where you can do of course is you can cancel pending workflow steps as well so the workflow will stop if it's already been paid so never an email and stuff to follow up it's been paid and then I probably gonna want another email potentially that says you know it's you know it's it's the ETA on the approval so I can create a new template for that such as created a quick template here that's going to send out to the client to say how I'm just confirming it's been received and it's due to be paid and four months pay so now I'm now whether the user moves into the stage manually or it's done by workflow there's now a when it's submitted your lender there's an email to the client at after file that's been paid and an email to confirm the turnaround time we expect to be paid on we may also want to do an email here to update the related parties maybe one up letter buildup so I'll show you how that works so what I played the Builder I come in here okay so now I've got an email here it's updating the Builder it's going to be sent to the Builder or gonna be sent to you and you fall onto the Builder and just says look how I build a name I've just checked with the lender and I'll confirm that for this client the it's due to be paid by this date any questions do not hesitate to reach out so now I've got a now in with one move of the with one one move of the card and two submitted I've now got a nice follow up with a couple of emails and now we're going to want a task to confirm that it's paid so again I'm going to run a task etiquette of spade sort asks for two days confirm it's being paid and that will remain in the queue or the tasks until it's paid once that's much complete now the deal will automatically move into progress payment completed we will continue on with the workflow to update the Builder and update the client has been paid and one of the key things we want to do then when we update the client is to give them you know again if it's the final payment we might want to advise them on what's going to be needed for that final payment and so now we'll go workflow here with an email templates going to confirm that's been paid and again I can test something there to explain what the final payment would be required as well so now but then I sort of workflow there I can now create the email for the builder to update the builder as well and here's my data template to the Builder and now click Save on that I'll now publish save and publish this workflow and in the space that I've just recorded this video I've just built an entire workflow to manage the progress payment schedule again you'll get that out of the box with breaker engine will copy that to you but it's very quick very powerful way to manage your workflow for construction payments and I'll do another video for variations similar sort of process but that's how I sort of manage my process inside of broker engine using workflow using the dashboards workflow and the checklists another way you can use it is you could have a stage here for each one of your stages you can actually have you know 10 13 different Kanban stages where you have you know for each different repayments of the first payment second payment third payment fourth payment and they would later get even more granular around what's required at each stage you know it's stage one for the first payment we always need a bit more together get a letter of commencement and then your first payment you need a bit more Norman for the first one if there's its first home owners grant involved in a valuation so again you could get even more granular if you use a car barn as a full can balance stage for each stage of the progress payments and then you could have granular works like for the first payment and for the final payment as well but I used to checklist in conjunction with these four main stages that we just repeat over and over again I hope that's been helpful hoping something there you can implement at your practice any questions please reach out to support a broken engine comm today you