Please enable JavaScript.
Coggle requires JavaScript to display documents.
Modular Operational Architecture for PCC - Coggle Diagram
Modular Operational Architecture for PCC
SERVICE 1 — PROJECT FOUNDATION REVIEW
Base package £499–£1,500
Fixed Based Scope Including
✔ Project review
✔ Scope review
✔ Budget sense check
✔ Builder quote comparison
✔ Risk review
✔ Procurement observations
✔ Summary recommendations report
✔ Initial consultation
Add-ons Package £150–£750 each depending complexity.
1) CONTRACT SETUP & REVIEW
PURPOSE
Includes
homeowner contract setup,
JCT homeowner contract guidance,
scope alignment review,
payment schedule review,
variation clause review,
practical completion requirements,
contract risk observations.
DIFFERENCE FROM BASE PACKAGE
BASE SERVICE
✔ identifies missing contract protections
✔ highlights payment risks
✔ notes procurement concerns
ADD-ON SERVICE
✔ reviews actual contract clauses
✔ assists with contract structure
✔ reviews payment schedules
✔ reviews variations clauses
✔ reviews practical completion language
✔ reviews retention provisions
✔ reviews liquidated damages applicability
✔ aligns scope to contract documentation
WORKFLOW
Client uploads:
proposed contracts,
builder terms,
payment schedules,
scope documents.
AI-assisted contract extraction.
Contract risk analysis.
Review observations generated.
Final contract advisory summary issued.
SOP - REVIEW AREAS
Contract Type
JCT Homeowner?
bespoke builder contract?
quotation only?
Payment Structure
deposits,
stage payments,
retention,
valuation process.
Variation Process
change management,
approvals,
cost control
Programme Obligations
timelines,
delays,
extension provisions.
Completion & Defects
snagging,
defect liability,
practical completion clarity.
TEMPLATE
CONTRACT REVIEW MATRIX
Clause
Status
Risk
Observation
Recommendation
AI AUTOMATION
✔ extract clauses
✔ identify missing protections
✔ compare against standard clauses
✔ summarise risks
✔ draft recommendations
OUTPUTS
✔ Contract review report
✔ Risk observations
✔ Recommended amendments summary
2) DETAILED SCOPE & SPECIFICATION ANALYSIS
Includes
drawing/spec review,
missing scope identification,
contractor scope alignment,
exclusion review,
coordination gaps,
risk items.
DIFFERENCE FROM BASE PACKAGE
BASE SERVICE
✔ identifies high-level missing scope
✔ notes exclusions
✔ flags concerns
ADD-ON SERVICE
✔ detailed line-by-line review
✔ scope coordination analysis
✔ drawing/spec alignment
✔ builder inclusion mapping
✔ detailed exclusion analysis
✔ package interface review
WORKFLOW
Client uploads:
full drawings,
schedules,
specifications,
contractor scope
AI extracts scope items.
Cross-document comparison performed.
Detailed coordination matrix created.
Final scope analysis issued.
SOP
REVIEW AREAS
Architectural Scope
Structural Scope
MEP Scope
Utility Requirements
FF&E
Client Supply Items
Builder Exclusions
Interface Coordination
Temporary Works
Testing & Commissioning
TEMPLATE
Item
Drawing Ref
Spec Ref
Contractor Inclusion
Gap
Risk
AI AUTOMATION
✔ extract scope items
✔ identify inconsistencies
✔ compare specifications
✔ flag exclusions
✔ identify coordination gaps
OUTPUTS
✔ Detailed scope analysis
✔ Coordination risk report
✔ Exclusion schedule
3) ONTRACTOR TENDER COMPARISON
Includes
side-by-side tender analysis,
pricing anomaly review,
exclusions comparison,
risk scoring,
contractor evaluation matrix.
DIFFERENCE FROM BASE PACKAGE
BASE SERVICE
✔ high-level quote comparison
✔ identifies pricing anomalies
✔ highlights obvious concerns
ADD-ON SERVICE
✔ weighted contractor scoring
✔ programme comparison
✔ procurement risk analysis
✔ commercial analysis
✔ contractor capability review
✔ exclusions benchmarking
✔ payment term comparison
WORKFLOW
Client uploads:
all tender submissions,
programmes,
exclusions,
payment schedules.
AI extracts structured data.
Scoring matrix generated.
Risk assessment completed
Procurement recommendation issued.
SOP
REVIEW AREAS
Price
Programme
Scope Completeness
Exclusions
Contractor Experience
Financial Stability
Payment Terms
Procurement Risk
TEMPLATE
Contractor
Score
Price
Risk
Programme
Recommendation
AI AUTOMATION
✔ compare submissions
✔ generate scoring matrix
✔ identify anomalies
✔ benchmark exclusions
✔ summarise procurement risks
OUPUTS
✔ Tender evaluation report
✔ Contractor ranking
✔ Procurement recommendation
4) BUDGET & VARIATION RISK ANALYSIS
Includes
contingency guidance,
variation exposure review,
likely hidden cost areas,
procurement risks.
DIFFERENCE FROM BASE PACKAGE
BASE SERVICE
✔ budget realism review
✔ contingency observations
✔ cost concern identification
ADD-ON SERVICE
✔ variation exposure modelling
✔ contingency scenario analysis
✔ provisional sum analysis
✔ inflation exposure review
✔ package-by-package risk review
✔ commercial sensitivity analysis
WORKFLOW
Input:
budget,
tenders,
scope documents,
contingency allowances.
AI-assisted cost analysis.
Commercial risk modelling.
Risk report generated.
SOP
REVIEW AREAS
Provisional Sums
Missing Scope Risk
Contingency Adequacy
Inflation Exposure
Client Change Risk
Procurement Timing Risk
Contractor Variation Exposure
TEMPLATE
Risk Area
Exposure
Probability
Impact
Mitigation
AI AUTOMATION
✔ analyse cost exposure
✔ identify high-risk allowances
✔ estimate variation risk areas
✔ generate contingency guidance
OUTPUTS
✔ Budget risk report
✔ Variation exposure summary
✔ Commercial recommendations
Service Operational Engine
Master Workflow
STAGE 2 — INITIAL CONSULTATION
Step 4
30–45 minute consultation call.
Consultation Structure
SOP
Inputs Required
7 more items...
Part 1 — Background
What are they building?
What stage are they at?
Have they renovated before?
Part 2 — Pain Points
Biggest concerns?
Contractor concerns?
Budget concerns?
Timeline concerns?
Part 3 — Project Status
Planning approval?
Drawings complete?
Builders shortlisted?
Contracts issued?
Part 4 — Desired Outcome
What do they need help with?
What does success look like?
Step 5
AI-generated meeting summary stored in CRM/Notion.
STAGE 1 — LEAD CAPTURE & QUALIFICATION
Template Structure
Deliverables
✔ Discovery summary
✔ CRM update
✔ Opportunity qualification
✔ Client next steps
Should include:
client profile,
project summary,
pain points,
risks,
next actions,
opportunity score.
AI Automation Tools
Otter.ai
ChatGPT
Make.com
Notion AI
Step 1
Client books call via:
Calendly
website
CRM form
Step 2
Automated confirmation email sent.
Step 3
Client receives:
onboarding questionnaire,
document upload request.
STAGE 3 — DOCUMENT COLLECTION
Step 6
Client uploads:
drawings,
schedules,
planning docs,
specifications,
timelines.
Step 7 Documents stored automatically.
STAGE 4 — PROJECT ANALYSIS
Step 8 AI-assisted review initiated.
Step 9 PM review completed.
Reviews undertaken
Project Review
SOP
Design Completeness
missing packages?
enough detail?
drawings coordinated?
Planning Status
approved?
conditions discharged?
Technical Readiness
structural design?
services coordination?
utility considerations?
Delivery Readiness
procurement strategy?
contractor status?
programme realistic?
TEMPLATE
Project Review Checklist
Use: Red / Amber / Green system.
1 more item...
OBJECTIVE
Assess:
project maturity,
documentation completeness,
delivery readiness,
obvious coordination gaps.
WORKFLOW
Client uploads:
drawings,
schedules,
planning docs,
specifications,
timelines.
Documents stored automtically
1 more item...
AI AUTOMATION
✔ document summaries
✔ identify missing information
✔ compare drawing revisions
✔ generate review observations
✔ highlight coordination gaps
OUTPUTS
✔ Project readiness score
✔ Key observations
✔ Missing information tracker
Scope Review
OBJECTIVE
Identify:
unclear scope,
missing scope,
coordination gaps,
exclusion risks.
WORKFLOW
Review:
drawings,
builder scope,
specifications,
exclusions.
Compare across documents using AI
1 more item...
SOP
Review Categories
Architectural Scope
Structural Scope
MEP Scope
External Works
FF&E
Client Supply Items
Exclusions
Temporary Works
TEMPLATE
Scope alignment matrix with columns:
Item
Drawing
Reference
Included?
Excluded?
Risk Level
Comments
AI AUTOMATION
✔ extract scope items
✔ compare documents
✔ identify inconsistencies
✔ flag exclusion language
✔ summarise risks
OUTPUTS
✔ Scope review matrix
✔ Missing scope list
✔ Exclusion risks
Budget Sense Check
OBJECTIVE
Assess:
budget realism,
abnormal pricing,
contingency exposure,
likely future costs.
WORKFLOW
Input:
client budget,
builder quotes,
project type,
location.
Review:
4 more items...
SOP
Review Areas
Build Cost Realism
Contingency Adequacy
Provisional Sums
Unrealistic Allowances
Inflation Exposure
Missing Scope Cost Risk
TEMPLATE
Budget Review Dashboard
Include:
3 more items...
AI AUTOMATION
✔ quote extraction
✔ pricing comparison
✔ identify anomalies
✔ generate cost summaries
✔ benchmark observations
OUTPUTS
✔ Budget risk summary
✔ Cost anomaly report
✔ Contingency observations
Builder quote comparison
OBJECTIVE
Create:
transparency,
comparison clarity,
procurement confidence.
WORKFLOW
Upload multiple quotes
AI extracts pricing and scope
1 more item...
SOP
Compare:
total cost,
exclusions,
programme,
provisional sums,
payment terms,
warranties,
scope alignment.
TEMPLATE
Tender Comparison Matrix
Contractor
Price
Programme
Exclusions
Risks
Notes
Recommendation
AI AUTOMATION
✔ extract quote data
✔ identify pricing gaps
✔ compare exclusions
✔ generate comparison tables
✔ highlight anomalies
OUTPUTS
✔ Builder comparison report
✔ Procurement observations
✔ Recommendation summary
Risk Review
OBJECTIVE
Identify:
delivery risks,
commercial risks,
contractual risks,
programme risks.
WORKFLOW
Combine:
consultation findings,
project review,
scope review,
budget review.
Generate Risk Register
SOP
Cost Risks
Contractor Risks
Scope Risks
Programme Risks
Design Risks
Regulatory Risks
Client Risks
TEMPLATE
Risk register
Risk
Probability
Impact
Mitigation
Owner
AI AUTOMATION
✔ generate draft risk register
✔ categorise risks
✔ propose mitigations
✔ identify recurring patterns
OUTPUTS
✔ Project risk register
✔ Priority risks summary
Procurement obsversations
OBJECTIVE
Advise:
procurement strategy,
contractor selection,
sequencing,
commercial approach.
WORKFLOW
Assess:
project complexity,
contractor market,
procurement timing,
documentation maturity.
Generate:
1 more item...
SOP
Single Stage vs Two Stage
Contractor Suitability
Procurement Timing
Design Completeness
Contractual Readiness
TEMPLATE
Procurement Advisory Summary
Sections:
4 more items...
AI AUTOMATION
✔ summarise procurement strategy
✔ identify sequencing concerns
✔ generate recommendations
OUTPUTS
✔ Procurement advice summary
STAGE 5 — REPORT GENERATION
OBJECTIVE
Deliver:
premium advisory experience,
clear recommendations,
professional output.
WORKFLOW
All module outputs feed into A MASTER REPORT TEMPLATE
AI generates draft report.
PM reviews/refines
Final branded PDF issued.
REPORT STRUCTURE
1. Executive Summary
2. Project Overview
3. Key Findings
4. Risks & Concerns
5. Budget Observations
6. Builder Comparison
7. Procurement Advice
8. Recommendations
9. Suggested Next Steps
AI AUTOMATION
✔ compile all findings
✔ generate narrative summaries
✔ create executive summary
✔ structure recommendations
✔ format professional report draft
OUTPUTS
✔ Final PDF report
✔ Client presentation version
✔ CRM follow-up workflow
STAGE 6 — CLIENT PRESENTATION
OBJECTIVE
Deliver:
clear professional guidance,
confidence,
actionable recommendations,
and premium advisory experience.
WORKFLOW
STEP 1 — Report Finalisation
STEP 2 — Presentation Deck Auto-Creation
STEP 3 — Client Review Session Scheduled
STEP 4 — Presentation Delivery
1 more item...
SOP
Required Inputs
Final recommendations report
Risk register
Builder comparison
Budget observations
Procurement advice
Scope review summary
SECTIONS
SECTION 1 — Welcome & Project Overview
Cover:
Project name
Property image (optional)
Date
Prepared by PCC
Summary Slide:
Project overview
Objectives
Current stage
Key concerns identified
SECTION 2 — Key Findings
Present:
✔ major risks
✔ missing scope
✔ pricing concerns
✔ procurement observations
✔ contractor observations
SECTION 3 — Budget Observations
Cover:
budget realism,
contingency exposure,
abnormal pricing,
likely variation risks
SECTION 4 — Builder Comparison
Use:
Simple visual comparison matrix.
Focus on:
transparency,
pros/cons,
risk exposure,
recommendation rationale.
SECTION 5 — Key Risks
Prioritise: Top 5–10 risks only.
SECTION 6 — Recommendations
Should answer: “What should the client actually do next?”
Include:
✔ immediate actions
✔ procurement recommendations
✔ contract recommendations
✔ design coordination recommendations
✔ contingency advice
✔ sequencing advice
SECTION 7 — Next Steps
This naturally transitions into:
oversight,
support,
upsell opportunities.
TEMPLATE
SLIDE STRUCTURE
1. Cover Slide
2. Executive Summary
3. Project Snapshot
4. Key Risks
5. Budget Review
6. Scope Concerns
7. Builder Comparison
8. Procurement Observations
9. Recommendations
10. Suggested Next Steps
11. Q&A
AI AUTOMATION
ChatGPT/Claude
✔ convert report into presentation summary
✔ simplify technical language
✔ generate executive summary
✔ structure slide narrative
✔ draft speaker notes
Canva AI
✔ generate branded deck layouts
✔ auto-format presentation structure
✔ visualise comparison matrices
Make.com Automation
When report marked "complete"
✔ auto-create presentation folder
✔ duplicate branded template
✔ generate presentation draft
✔ create client meeting task
✔ send scheduling link
OUTPUTS
✔ Branded presentation deck
✔ PDF version
✔ Client meeting summary
✔ Next step action list
STAGE 7 — FOLLOW-UP / UPSALE
OBJECTIVE
Convert Trust, Uncertainty and identified risks …into ongoing advisory engagement.
WORKFLOW
STEP 1 — Presentation Completed
STEP 2 — AI Generates Follow-Up Summary
STEP 3 — Client Receives Recommendations Email
STEP 4 — CRM Triggers Follow-Up Sequence
1 more item...
SOP
INITIAL FOLLOW-UP (Within 24 Hours)
Client Receives:
thank you email
summary recommendations
presentation PDF
action tracker
next steps
WHAT TO IDENTIFY
Indicators for Oversight Service
High-Risk Projects
inexperienced client,
poor contractors,
large budget,
complex scope,
planning issues,
coordination concerns.
Indicators for Additional Services
Contract Assistance
Procurement Support
Snagging Support
Payment Review Support
Monthly Oversight
EXAMPLE TRANSITION LANGUAGE
BAD
“Would you like to upgrade to our monthly package?”
GOOD:
“Based on the level of contractor coordination required and the identified variation risks, ongoing oversight support may help reduce exposure during delivery.”
FOLLOW-UP TIMELINE
DAY 1
Send:
summary,
recommendations,
next steps.
DAY 3–5
Check-in:
any questions?
contractor decisions?
next actions?
DAY 7–14
If project progressing:introduce:
oversight,
procurement support,
contract assistance.
DAY 30+
Nurture:
newsletters,
guidance,
insights,
referrals.
TEMPLATE STRUCTURE
1. Thank You Email
2. Recommendations Summary
3. Next Steps Tracker
4. Oversight Proposal Template
5. Referral Request
6. Testimonial Request
7. Project Check-In
AI AUTOMATION
CRM TRIGGERS - When project stage marked:
“Presentation Complete”
✔ send follow-up email
✔ attach deliverables
✔ create follow-up tasks
✔ schedule reminders
✔ trigger nurture sequence
ChatGPT / Claude
✔ personalise follow-up summaries
✔ generate next-step recommendations
✔ draft oversight proposals
✔ identify upsell opportunities
✔ create nurture content
MAKE.COM AUTOMATION
Actions:
create follow-up email,
update CRM,
schedule reminder,
create oversight opportunity,
notify consultant.
OUTPUTS
✔ Follow-up email
✔ Action tracker
✔ Ongoing support proposal
✔ CRM nurture sequence
✔ Referral opportunity
SERVICE 2 — PROJECT OVERSIGHT
WHAT THIS PACKAGE SOLVES
For clients who:
already have contractors,
are actively renovating,
want oversight,
want accountability,
want stress reduction.
CORE PACKAGE INCLUDES
✔ Monthly oversight
✔ Weekly reporting
✔ Progress tracking
✔ Budget monitoring
✔ Variation tracking
✔ Payment review
✔ Risk management
✔ Client advisory support
✔ Dashboard access
✔ Contractor coordination support
OPTIONAL ADD-ONS
Site Visit Package (optional physical inspections)
Procurement Support
Snagging Reviews
Additional Reporting
Contractor Meeting Attendance
Handover Support
PRICING
£500–£3,000/month
Depending on:
project value,
complexity,
involvement level.
MASTER WORKFLOW — PROJECT OVERSIGHT
STAGE 1 — CLIENT ONBOARDING
OBJECTIVE
Set up:
project infrastructure,
communication channels,
reporting cadence,
automation workflows.
WORKFLOW
Client signs agreement
Automated onboarding triggered
Client receives:
onboarding form,
dashboard access,
document upload links,
communication guidance.
AI creates:
project workspace,
folder structure,
reporting schedule,
risk register template.
SOP
✔ contractor details
✔ programme
✔ contract
✔ budget
✔ drawings
✔ reporting contacts
✔ payment schedules
✔ project milestones
TEMPLATE
Item
Status
Notes
AI AUTOMATION
MAKE.COM AUTOMATIONS
When deal marked:
“Won”
✔ create Notion project workspace
✔ create Google Drive structure
✔ generate dashboard
✔ create reporting schedule
✔ send onboarding emails
✔ generate task tracker
OUTPUTS
✔ Project dashboard
✔ Reporting structure
✔ Client workspace
STAGE 2 — PROJECT DASHBOARD SETUP
DASHBOARD SHOULD SHOW
✔ programme status
✔ budget status
✔ variations
✔ risks/issues
✔ actions
✔ progress photos
✔ upcoming milestones
✔ payment tracker
WORKFLOW
Data flows from:
contractor forms,
client updates,
site photos,
AI summaries.
Dashboard auto-updates.
Client receives live visibility.
SOP
DASHBOARDD STRUCTURE
Project Overview
Budget Tracker
Risk Register
Variation Tracker
Programme Tracker
Weekly Reports
Actions Log
AI AUTOMATION
✔ summarise updates
✔ categorise issues
✔ generate progress summaries
✔ identify delays
✔ identify missing actions
TOOLS
Notion
Airtable
Monday.com
Softr
Glide
OUTPUTS
✔ Live client dashboard
✔ Automated reporting visibility
STAGE 3 — CONTRACTOR DATA COLLECTION
WORKFLOW
Weekly automated reminder sent to contractor
Contractor completes update form
Uploads:
photos,
progress updates,
issues,
upcoming activities.
AI processes information.
Dashboard updated automatically.
SOP
WEEKLY CONTRACTOR SUBMISSIONS
✔ progress summary
✔ completed works
✔ upcoming works
✔ delays/issues
✔ variations
✔ photos
✔ decisions required
TEMPLATE
WEEKLY UPDATE FORM
Simple structured form:
dropdowns,
status trackers,
upload fields.
AI AUTOMATION
✔ summarise contractor updates
✔ detect programme risks
✔ identify recurring delays
✔ extract actions
✔ categorise issues
TOOLS
Tally Forms
Typeform
Make.com
Notion AI
ChatGPT
OUTPUTS
✔ Automated progress summaries
✔ Issue alerts
✔ Dashboard updates
STAGE 4 — WEEKLY AUTOMATED REPORTING
WORKFLOW
Data collected automatically
AI compiles:
progress,
risks,
budget,
issues.
Draft report generated
Quick PM review
Client report issued automatically.
SOP
REPORT SECTIONS
Progress Overview
Budget Status
Programme Status
Key Risks
Variations
Required Decisions
Upcoming Milestones
TEMPLATE
Minimalist consultancy-style design.
AI AUTOMATION
✔ generate narrative summaries
✔ identify key risks
✔ generate executive summary
✔ highlight actions
✔ create simplified client language
OUTPUTS
✔ Weekly report PDF
✔ Dashboard update
✔ Client summary email
STAGE 5 — AI ANALYSIS & ALERTS
MODULE 5 — PROGRESS TRACKING
OBJECTIVE
Monitor:
programme,
milestones,
delays,
critical risks.
WORKFLOW
Contractor submits:
milestone updates,
dates,
photos.
AI compares against:
baseline programme,
planned milestones.
Delay alerts generated automatically.
SOP
TRACK
✔ critical milestones
✔ slippage
✔ float erosion
✔ contractor delays
✔ client decision delays
TEMPLATE
Programme tracker
Activity
Planned
Actual
Variance
Risk
AI AUTOMATION
✔ detect delays
✔ identify risk trends
✔ summarise programme exposure
✔ generate milestone alerts
OUTPUTS
✔ Programme dashboard
✔ Delay alerts
✔ Progress summaries
MODULE 6 — BUDGET MONITORING
OBJECTIVE
Provide:
homeowner commercial visibility,
variation control,
spending awareness.
WORKFLOW
Contractor uploads:
valuations,
variation requests,
invoices.
AI extracts data.
Budget tracker updated automatically.
Risk alerts generated.
SOP
TRACK:
✔ approved spend
✔ pending variations
✔ contingency usage
✔ budget exposure
✔ payment status
TEMPLATE
BUDGET TRACKER
Budget item
Original
Current
Variance
Status
MODULE 7 — VARIATION TRACKING
OBJECTIVE
Protect clients from:
uncontrolled changes,
verbal agreements,
cost escalation.
WORKFLOW
Variation submitted digitally
AI categorises:
scope,
value,
impact,
urgency.
Variation log updated automatically.
Client approval workflow triggered.
SOP
VARIATION PROCESS
✔ submission
✔ review
✔ impact assessment
✔ approval/rejection
✔ budget update
TEMPLATE
VARIATION REGISTER
Ref
Description
Cost
Time impact
Status
AI AUTOMATION
✔ summarise variations
✔ identify recurring themes
✔ estimate cumulative exposure
✔ flag high-risk changes
OUTPUTS
✔ Variation dashboard
✔ Approval workflow
✔ Budget impact summary
MODULE 8 — PAYMENT REVIEW
OBJECTIVE
Protect clients from:
overpayment,
premature payments,
unsupported claims.
WORKFLOW
Contractor submits payment application
AI extracts:
amounts,
claimed works,
supporting info.
Review observations generated.
Client receives advisory summary.
SOP
REVIEW
✔ payment alignment
✔ unsupported claims
✔ variation inclusion
✔ retention
✔ milestone alignment
TEMPLATE
PAYMENT REVIEW SUMMARY
Claim Area
Observation
Risk
Recommendation
AI AUTOMATION
✔ extract payment data
✔ compare against programme
✔ identify anomalies
✔ generate observations
OUTPUT
✔ Payment review summary
✔ Commercial observations
MODULE 9 — RISK MANAGEMENT
OBJECTIVE
Maintain Proactive Oversight
WORKFLOW
All system data feeds:
risk register,
AI alerts,
trend analysis.
Risks prioritised automatically.
Client summary generated.
SOP
RISK TYPES
✔ cost
✔ programme
✔ contractor
✔ design
✔ scope
✔ procurement
✔ client decision
TEMPLATE
LIVE RISK REGISTER
Risk
Probability
Impact
Mitigation
Status
AI AUTOMATION
✔ identify new risks
✔ escalate trends
✔ generate mitigation suggestions
✔ prioritise exposure
OUTPUTS
✔ Live risk dashboard
✔ Monthly risk summaries
AI AUTOMATION
✔ extract invoice data
✔ compare against budget
✔ identify abnormal increases
✔ summarise exposure
OUTPUTS
✔ Budget dashboard
✔ Commercial summaries
✔ Variation alerts
STAGE 6 — CLIENT UPDATE DELIVERY
OBJECTIVE
Provide:
reassurance,
strategic guidance,
escalation support.
WORKFLOW
Client submits:
questions,
concerns,
decisions.
AI triages requests.
Only important items escalated to you.
SOP
ADVISORY AREAS
✔ contractor disputes
✔ design decisions
✔ budget concerns
✔ procurement advice
✔ sequencing guidance
AI AUTOMATION
✔ categorise requests
✔ draft responses
✔ identify urgent items
✔ generate recommendations
OUTPUTS
✔ Advisory responses
✔ Decision logs
STAGE 7 — MONTHLY STRATEGIC REVIEW
OBJECTIVE
Provide:
premium touchpoint,
relationship management,
strategic oversight
WORKFLOW
AI compiles:
monthly performance,
risks,
budget status,
key trends.
Monthly review deck generated.
Strategic review meeting held.
OUTPUTS
✔ Monthly review presentation
✔ Strategic recommendations
✔ Next-step actions
STAGE 8 — PROJECT CLOSEOUT / UPSELL
OBJECTIVE
DELIVER
✔ structured closure
✔ confidence
✔ final accountability review
✔ future support pathway
✔ relationship continuation
CLOSE OUT SEQUENCE
STEP 1 - PROJECT COMPLETION TRIGGER
WORKFLOW
Trigger occurs when:
project marked “substantially complete” OR
practical completion milestone reached OR
final payment stage initiated
Automation starts closeout sequence.
AI AUTOMATION
MAKE.COM AUTOMATION
✔ create closeout task list
✔ generate final report template
✔ trigger client feedback workflow
✔ create testimonial request reminder
✔ initiate nurture campaign
OUTPUTS
✔ Closeout workflow activated
✔ Client notification sequence initiated
OBJECTIVE
Create an automated transition into closeout workflow
STEP 2 AI CLOSEOUT REVIEW
OBJECTIVES
Compile:
entire project performance,
risks encountered,
outcomes achieved,
lessons learned.
WORKFLOW
AI pulls data from:
AI generates:
project summary,
key metrics,
issues encountered,
achievements.
reports
variations
budget tracker
risk register
progress reports
actions log
contractor updates
SOP
REVIEW AREAS
Programme Performance
Budget Performance
Variation Summary
Key Risks Managed
Contractor Performance
Outstanding Issues
Defects Status
Client Decisions
TEMPLATE
CLOSEOUT PERFORMANCE DASHBOARD
Area
Outcome
Commentary
AI AUTOMATION
✔ summarise full project history
✔ calculate key metrics
✔ identify recurring issues
✔ generate lessons learned
✔ create executive summary
OUTPUTS
✔ Draft closeout summary
✔ Project performance analysis
STEP 3 - FINAL PROJECT SUMMARY REPORT
OBJECTIVE
Provide premium end-product deliverable. This should feel:
polished,
intelligent,
highly professional.
WORKFLOW
AI compiles:
project summaries,
risks,
commercial outcomes,
lessons learned,
outstanding actions.
Report auto-generated.
Quick PM review.
1 more item...
TEMPLATE
REPORT STRUCTURE
1. Executive Summary
2. Original Project Objectives
3. Project Outcome Summary
4. Budget Performance
5. Programme Performance
6. Variations Summary
7. Key Risks Managed
8. Outstanding Defects / Actions
9. Recommendations Going Forward
10. Maintenance / Warranty Notes
AI AUTOMATION
✔ compile project data
✔ generate narrative summaries
✔ create charts/tables
✔ produce executive summary
✔ identify lessons learned
OUTPUTS
✔ Final closeout report
✔ PDF deliverable
✔ Client archive package
STEP 4 - FINAL CLIENT REVIEW MEETING
OBJECTIVE
Reinforce:
value delivered,
trust,
professionalism.
WORKFLOW
Client receives:
final report,
closeout summary,
recommendations.
Final review meeting held.
Discuss:
4 more items...
SOP
DISCUSSION TOPICS
✔ project successes
✔ challenges managed
✔ remaining defects
✔ warranty considerations
✔ maintenance guidance
✔ future improvements
AI AUTOMATION
✔ generate meeting summary
✔ capture feedback
✔ extract testimonials
✔ generate follow-up actions
OUTPUTS
✔ Meeting notes
✔ Feedback captured
✔ Future opportunities identified
STEP 5 - SNAGGING / DEFECTS RECOMMENDATIONS
OBJECTIVE
Provide:
ongoing reassurance,
post-completion protection.
WORKFLOW
Review:
outstanding defects,
unresolved variations,
warranties,
maintenance obligations.
Generate:
closeout recommendations.
SOP
REVIEW
✔ snagging items
✔ contractor obligations
✔ retention status
✔ warranties
✔ maintenance risks
TEMPLATES
DEFECTS & CLOSEOUT TRACKER
Item
Status
Responsibility
Target date
AI AUTOMATION
✔ categorise defects
✔ identify unresolved items
✔ summarise outstanding risks
OUTPUTS
✔ Snagging tracker
✔ Warranty summary
✔ Outstanding items register
STEP 6 - TESTIMONIAL & REFERRAL CAPTURE
OBJECTIVE
Turn Satisfied clients into marketing assets.
WORKFLOW
Positive feedback identified
Automated testimonial request triggered
Referral request triggered later
SOP
REQUEST
✔ Google review
✔ LinkedIn recommendation
✔ written testimonial
✔ before/after photos
✔ referral introductions
TEMPLATE
TESTIMONIAL REQUEST EMAIL
Should feel:
appreciative,
professional,
low pressure.
AI AUTOMATION
✔ identify happy clients
✔ draft testimonial requests
✔ generate case study summaries
✔ create referral prompts
OUTPUTS
✔ Testimonials
✔ Reviews
✔ Referral opportunities
✔ Marketing content
STEP 7 - LONG-TERM RELATIONSHIP NURTURE
OBJECTIVE
Remain a trusted advisor after project ends
This creates:
future revenue.
referrals,
repeat work,
WORKFLOW
Client added to:
nurture sequence,
newsletter,
homeowner insights content,
property advisory updates.
SOP
NUTURE CONTENT
✔ maintenance reminders
✔ renovation insights
✔ contractor guidance
✔ property improvement ideas
✔ cost-saving advice
AI AUTOMATION
✔ generate newsletter content
✔ personalise follow-ups
✔ schedule nurture emails
OUTPUTS
✔ Long-term engagement
✔ Brand retention
✔ Repeat opportunities
STEP 8 - FUTURE SERVICES / REPEAT BUSINESS
OBJECTIVE
Identify:
future property projects,
investment opportunities,
ongoing advisory needs.
POTENTIAL FUTURE SERVICES
✔ landlord portfolio oversight
✔ annual property reviews
✔ refurbishment planning
✔ maintenance consultancy
✔ contractor vetting
✔ acquisition due diligence
AI AUTOMATION
✔ identify repeat opportunities
✔ monitor engagement signals
✔ recommend follow-up services
OUTPUTS
✔ Upsell opportunities
✔ Recurring service pipeline
STEP 9 - CRM RETENTION & MARKETING AUTOMATION
OBJECTIVE
Turn completed projects into automated lead generation ecosystems
WORKFLOW
Project completed
Client segmented automatically
Added to:
4 more items...
SOP
CRM TAGGING - CATEGORIES
✔ homeowner
✔ landlord
✔ investor
✔ high-value client
✔ referral source
✔ repeat client potential
AUTOMATION SEQUENCES
30 Days Post Completion
Check-in email
90 Days
Review request
6 Months
Property maintenance insights
12 Months
Annual project review offer
AI AUTOMATION
✔ segment clients
✔ personalise campaigns
✔ generate nurture content
✔ monitor engagement
OUTPUTS
✔ Automated nurture system
✔ Referral ecosystem
✔ Long-term pipeline generation