A construction sales process for a small builder has six stages: reply, qualify, visit, early paid work where it fits, price and send, then follow up and sign. Writing the stages down, and doing them the same way each time, stops good enquiries slipping through. This guide covers each stage in order and links to the detail.
The six stages of a construction sales process
| Stage | What happens | What you are checking |
|---|---|---|
| 1. Reply | Answer the enquiry the same day | Is it a real person with a real job? |
| 2. Qualify | A short call with set questions | Land, finance, area, decision maker |
| 3. Visit | Site visit for qualified jobs only | Scope, access, site conditions |
| 4. Early work | Paid preliminary agreement, where it fits | Is the homeowner serious? |
| 5. Price and send | Quote on a clear scope | Does the quote match what was agreed? |
| 6. Follow up and sign | Chase on a schedule, then contract | Questions, changes, decision date |
Your business may add or drop a stage. A small renovation might skip the paid stage. A new home will probably not. What matters is that you know which stage each enquiry is at.
Reply and qualify
Reply. The first reply sets the tone. Answer by phone or text on the day. If you cannot, have an automatic text go out.
Qualify. Five minutes on the phone saves hours later. Ask:
- What do you want built, and where?
- Do you own the land, or have a contract on it?
- How are you paying for it? Is finance in place or being arranged?
- Have you spoken to anyone else, and what stage are you at?
- Who else is involved in the decision?
- When would you like to start?
Do not treat these as a test. Treat them as a way to find out whether you can help. If the answer is no, say so kindly and move on. Our guide on qualifying building enquiries goes through the questions in detail.
The site visit and the early paid stage
Visit. Queensland’s building regulator says contractors should usually visit the site so they can scope the work and price it accurately (QBCC, Seeking and comparing quotes). Only visit qualified jobs. Take photos and measurements, and note access, services and anything that will change the cost. Before you leave, say what happens next and when.
Early paid work. For anything that needs design input, feasibility, or detailed costing, you can ask the homeowner to pay for that stage under a preliminary agreement. It makes both sides commit, and it pays for your time. It is not right for every job. Read charging for preliminary work before you set one up.
Rules on contracts, deposits and what you can charge for differ by state. Check with your state regulator before you set one up.
Price and send
A quote is a record of what you and the homeowner agreed. It should list the scope, specifications, materials, finishes, labour and timelines. The QBCC page says homeowners should compare quotes that price the same things, and it asks them to look at contingencies, certifications, inspections and fees. Write yours so that a homeowner can compare it fairly.
- List what is included and what is not.
- State how long the quote is valid.
- Say what your price assumes, like site access or soil conditions.
- Show how variations will be handled.
Deposits are regulated. The same QBCC page says that for domestic building work in Queensland, deposits are generally capped by contract value, with 5% the maximum at $20,000 or more, 10% from $3,300 to $19,999, and 20% at $3,300 or less. It also says no deposit is required until the contract is signed. Other states have their own rules. Check yours with the regulator, because this is a Queensland rule only.
Send the quote when you said you would. Better, call the homeowner and walk through it. A quote emailed with no conversation is the quote most likely to go quiet. If you use software to build and track quotes, check that it shows which quotes are waiting on a follow-up.
Follow up and close
Many quotes are not signed in the first week. That is normal. A homeowner is often waiting on finance, comparing builders, or talking to family. You need a schedule, not luck.
- Call or text two days after sending, to check it arrived and answer questions.
- Follow up again a week later with something useful, like an answer to a question they asked.
- Keep going at longer gaps while they are still deciding.
- Ask directly for a decision date.
Write the date of each follow-up in your list the day you send the quote. If the answer is no, ask why. The answer is the most useful information you will get. Why builder quotes go quiet covers what usually sits behind the silence. PreBuild Systems also does this part for builders; see quote follow-up.
When the homeowner says yes, confirm the contract details in writing before you sign. Do not start work without a signed contract. Contract rules also vary by state.
Handover to the build
A signed contract is not the end of the sale. How the homeowner is treated in the first fortnight shapes how the build goes and whether they refer you.
- Send a short note covering the key dates, who they deal with and how to reach you.
- Hand the job file to whoever runs the site: scope, quote assumptions, photos and notes from every conversation.
- Confirm the first payment, start date and what you need from the homeowner, like selections.
- Tell them what the first week will look like.
If the person who sold the job is not the person who builds it, the file is what keeps the promises. Anything said on the phone and not written down will get lost. For how this fits into growing the business as a whole, see how to grow a small construction business.
Common questions
What are the stages of a construction sales process?
Six stages: reply, qualify, site visit, early paid work where it fits, price and send, then follow up and sign. After that comes the handover to the build.
How many follow-ups should I do on a quote?
There is no magic number. Follow up as long as the homeowner is still deciding and you have something useful to say each time. Ask for a decision date.
Should I visit every enquiry?
No. Qualify first. Visits cost you travel and time, so keep them for jobs where land, finance and decision maker are clear.
Can I use the same sales process for tradies?
The stages are the same for most trades. Smaller jobs compress them. A repair may go from call to quote in a day with no early paid stage.