A 6-Stage Pipeline That Keeps Trades Profitable

Running jobs on memory and WhatsApp works—until it doesn't. One missed deposit, one verbal change, one late invoice, and your week goes sideways. Here's a simple 6-stage pipeline any small team can run to stay on top of work, cash, and client decisions.

This is plain, practical. No buzzwords. Just a clear flow and a weekly rhythm that keeps the lights on and the team calm.

The 6 Stages (keep it visible)

1. Lead
1. Site Visit & Scope
1. Quote Sent
1. Scheduled (Deposit Due)
1. In Progress
1. Closeout & Warranty

Post this above your bench or office door. Every job sits in one stage—no in-between. Your goals each week: move jobs forward, collect what's due, and log decisions in writing.

Stage 1: Lead

What to do now

Call back fast (same day). Book a site visit.
Save the client details and a quick summary of the request.

Red flags

Vague scope, no budget hint, urgent “tomorrow” jobs that never sign.

Quick script

Hi [Name], it's [Your Name]. I can visit [Day/Time] to scope. We'll agree the work, timing, and VAT rate, then I'll send a clear quote. Does [slot] work?

Stage 2: Site Visit & Scope

What to capture on site

Dimensions, pictures, existing condition
Decisions needed (paint code, tile format, fixture model)
Constraints (neighbors, access, hours)

Make a simple decision list

Decision Log - [Client / Address]
1) Tile model — Client by 18/09
2) Shower screen size — Contractor to confirm after measure
3) Paint RAL code — Client by 20/09

Note VAT context: 10% for renovation, 5.5% for energy improvements (insulation, certain heating), 20% for new builds.

At this point, your notes should become a quote, not a memory.

—

At ~40% of the journey, set up the pipeline where it actually lives:

Create the client and job once.
Dictate your quote while it's fresh.
Turn decisions into trackable items.

Try doing it in one place with Donizo. Speak your scope, attach photos, and let it draft the quote so you stop rewriting the same lines.

Stage 3: Quote Sent

Minimum contents

Clear scope with inclusions/exclusions
VAT line with the correct rate (10%, 5.5%, or 20%)
Timeline window and what's needed from the client to start
Payment plan (e.g., 30% deposit, 40% mid-way, 30% at handover)

Follow-up rhythm

Day 2: quick check-in
Day 7: final nudge

Templates

Day 2 SMS
Hi [Name], quote sent. Any questions? I can hold [week] if deposit is in by [date].

Day 7 Email
Subject: Quote follow-up — start date
Hi [Name], I can reserve [week] if we receive the 30% deposit by [date]. Reply “OK” and I’ll send the deposit invoice.

Stage 4: Scheduled (Deposit Due)

Rules to live by

No deposit, no booking. It avoids calendar chaos and protects your cash.
Send a proper deposit invoice with the correct VAT rate.

Example

Invoice: Deposit 30% — Renovation bathroom, [Address]
TVA 10% (eligible renovation)
Due: [Date]

If delayed

Hi [Name], to keep your start for [date], we need the deposit today. If not received, I’ll release the slot and offer the next available window.

Stage 5: In Progress

Daily habits

5-minute site check: status, blockers, photos
Update the decision log — anything verbal goes in writing
Invoice mid-way milestone on time

When scope shifts

Change note — [Job]
Requested: extra outlet in hallway
Price: €180 + TVA 10%
Impact: +0.5 day
Approved by: [Name] on [date]

Cash discipline

Mid-way invoice: send the same day the milestone is hit
Don’t wait till Friday; delays compound

—

Around the 70% mark, the job can still drown you—missed mid-payments, scattered messages, no record of “we said”.

Track payments in one list
Keep all messages and notes tied to the job
Push a mid-invoice with the right VAT in two taps

This is exactly where Donizo helps: project stages, decision notes, invoices with 10% / 5.5% / 20% TVA, and a clear “who owes what” list so you don’t chase ghosts.

Stage 6: Closeout & Warranty

Handover pack

Final invoice with correct VAT rate and breakdown
Photos of completed work
Warranty terms (simple: 12–24 months on workmanship)
Maintenance tips (tile grout care, boiler service interval)

Collect fast

Hi [Name], work is complete. Final invoice attached. As agreed, payment due today. Once settled, I’ll send your warranty sheet and photos.

Snag list

Write a small punch list, fix quickly, then re-send the final invoice if it was paused

Your Weekly 20-Minute Check

Do this once a week, same time:

Pipeline health
- How many in each stage?
- Any stuck for 7+ days? Why?
Cash
- Deposits due this week
- Mid-way invoices due/sent
- Overdues (who, how long, next action)
Decisions waiting on clients
- List 1–3 critical items blocking work

Example board

Leads (3): Durand kitchen, Benali bathroom, HOA hallway paint
Site Visit (1): Rousseau 18/09
Quote Sent (2): Martin, Vidal
Scheduled (2): Lopez 23/09 (deposit due 16/09), Keita 01/10
In Progress (1): Nguyên — mid-invoice 40% sent 11/09
Closeout (1): Lefèvre — final invoice due today

Real-World Scenarios

The plumber who skipped the deposit: booked a week, client delayed, slot died. With this pipeline, that job never leaves “Quote Sent” until the deposit invoice is paid.
The painter with “extra wall” verbal request: 2 extra days, no pay. With a one-line change note sent from site, the margin stays intact.

Tools to Make It Stick

You can run this on a whiteboard. But if you want less admin:

Capture scope by voice
Send clean proposals and follow-ups
Invoice with 10% / 5.5% / 20% VAT done right
Track payments and overdue clients
Keep job status and notes in one place

That’s the day job for Donizo. It’s built for solo pros and small crews who want fewer surprises and steadier cash.

Quick Checklist (print this)

Every job sits in one of 6 stages
Deposit before scheduling — no exceptions
Mid-invoice sent the day the milestone is hit
Decision log updated daily
Weekly 20-minute check done
All messages and files tied to the job

Bottom Line

Simple beats fancy. A clear 6-stage pipeline, steady follow-ups, and clean paperwork will save your week. If you want the admin done without the headache, try Donizo and run the whole flow in one place.