Introduction
Ever had a “simple” job derailed by parking bans, a lift that’s too small, or a concierge who won’t let you start before 10? That’s margin leaking out. The fix isn’t more emails; it’s capturing access constraints properly at the visit and baking them into what the client signs. Here’s why that matters, how to do it quickly with voice, text and photos, and the kind of results small teams actually see.
Table of Contents
Key Takeaways
- Access is a silent margin killer. Lose 1 hour on an 8‑hour day and you’ve burned 12.5% of labour capacity.
- In general, capturing parking, lift sizes and haul routes on site with voice plus photos cuts back‑and‑forth by about half.
- Documented access assumptions reduce change disputes; many contractors find this saves 2–3 admin hours per small job.
- Proposals with clear access clauses get quicker decisions; it’s common for “What about parking?” emails to disappear when it’s already addressed in the PDF.
The Hidden Cost Of Access Surprises
The Problem You Already Know
- No parking bay secured; crew circles the block for 30 minutes.
- Lift is 720 mm wide; 800 mm units don’t fit. Return trip needed.
- Building quiet hours 12:00–14:00; tools down, progress stalls.
In general, a 45‑minute delay at the start equals roughly 9% of an 8‑hour day gone. On stair carries, handling speed commonly drops by around one‑third versus level access. Stack two or three of these and a profitable one‑day job becomes a just‑about break‑even.
The Practical Solution
Make access a first‑class part of the scope. Don’t rely on memory or a scribble on the van dash. Capture it on site—spoken, photographed, and then printed in the proposal the client signs.
Example
If you note “3rd floor, stair carry, max width 860 mm, no lift; two parking permits required; quiet hours 12:00–14:00”, you’ve set the rules. If any of that changes, you have grounds for a variation. If it doesn’t, you’re protected and productive.
The Feature: Voice-To-Proposal For Access Clarity
What It Is
Donizo’s voice‑to‑proposal lets you speak the job while you walk it. Add text and photos. Out comes a professional PDF you can send immediately, with client portal access and e‑signature built in.
Why It Matters For Access
- Voice beats typing when you’re in a corridor juggling a tape and camera.
- Photos capture tight doorways, loading distance and protection routes better than any paragraph.
- The signed PDF locks access assumptions in plain English, so expectations are aligned before day one.
Measurable Upside
- In general, a tight, access‑aware proposal takes 5–8 minutes to capture on site and can save 1–2 hours of coordination later.
- Commonly, photo evidence of routes and lift openings prevents at least one avoidable return per handful of urban jobs.
How It Works In Donizo
Step 1: Capture On Site
- Open a new proposal in Donizo.
- Use voice input to narrate access details while you walk: parking location, nearest entrance, lift presence and size, stair count and width, bin store distance, quiet hours, concierge requirements.
- Snap photos: street parking signs, lift plate with dimensions, tight corners, floor protection path, waste route.
Details To Dictate (Fast)
- Parking and load‑in: “Loading bay on North Street; 25 m to entrance; permit required.”
- Vertical movement: “Lift yes/no; door width; car depth; max load if shown.”
- Stairs: “Floors to climb; narrowest width; turns/landings.”
- Protection: “Route to protect from entrance to work area; floor type.”
- Waste: “Bin store distance; skip location; lift use for waste allowed yes/no.”
- Building rules: “Quiet hours; working hours; contact for access; insurance docs needed.”
Step 2: Generate The Proposal
- Donizo compiles your voice notes, text and photos into a professional PDF.
- On paid plans, add your branding so it looks like your company from page one.
- Include a clear access section and assumptions—easy to skim, hard to miss.
Step 3: Send And Get It Signed
- Send by email with client portal access from Donizo.
- Client accepts with digital e‑signature for legally binding approval.
- In general, when access is spelled out with photos, “quick questions” threads drop sharply, and decisions come faster.
Step 4: Convert To Invoice When Accepted
- Once it’s signed, convert the proposal to an invoice in one click in Donizo.
- No re‑typing; your access assumptions flow through, so you’re invoicing for the exact scope agreed.
Real Examples Contractors Will Recognise
Example 1: City‑Centre Flat, No Lift
- Problem: Joinery install, third floor, stair carry unknown. Crew originally planned to carry full‑size panels.
- Solution: During survey, voice‑capture: “Stairs 860 mm clear; 5 turns; landing depths 900 mm.” Photos of each landing added.
- Result: Panels pre‑cut to fit; zero returns. In general, this prevented 1–2 hours of on‑site rework and an extra trip.
Example 2: Bathroom Refresh With Quiet Hours
- Problem: Tools banned 12:00–14:00; client hadn’t mentioned it.
- Solution: Quiet hours captured and printed in proposal; schedule built around it; client signed via e‑signature same day.
- Result: No complaints, no idle crew. The crew used quiet hours for protection and cleanup; productivity steady.
Example 3: Terrace Door Replacement, Tight Access
- Problem: 800 mm doors, 740 mm lift opening. Risk of failed delivery.
- Solution: Photo of lift plate (opening and depth) included in proposal; doors ordered in split leaves.
- Result: First‑time fit; avoided a re‑order and a wasted delivery slot—typically a half‑day saved for small teams.
Implementation Tips You Can Use Today
A Simple Access Checklist To Speak On Site
- Parking and permits (how many, where, time limits)
- Load distance (metres from vehicle to entrance)
- Lift dimensions (door width/height, car depth); or stair width and turns
- Protection path (what surfaces, how long)
- Waste path and skip/bin location (and lift rules for waste)
- Working/quiet hours and building contact
Timing Guidance
- Keep the walk‑and‑talk to 5–8 minutes. If it’s taking longer, you’re over‑documenting.
- Photos: 6–10 targeted images usually do the job; more rarely helps unless it shows a unique constraint.
Wording That Sets Expectations
- “Price assumes permit secured by client or reimbursed at cost.”
- “Lift access available for materials; if withdrawn, stair carry surcharge applies.”
- “Quiet hours 12:00–14:00 respected; programme adjusted accordingly.”
Why This Works
In general, clients decide faster when they see access handled. They’re not guessing about parking or lift use. For you, every minute spent capturing it saves minutes (and often hours) later.
Frequently Asked Questions
What Access Details Matter Most To Capture?
Parking/permits, load distance, lift dimensions (or stair width/turns), protection routes, waste routes, and building working/quiet hours. If you only get three: lift/stairs, parking, and quiet hours.
How Do I Measure A Lift Quickly?
Open the doors fully; measure clear opening width and height, then car depth (back wall to threshold). A quick photo of the lift plate (if present) helps. If you can’t measure, photograph the opening with a tape across it for scale.
How Do I Price Stair Carries Fairly?
State your assumption (floors, width, turns) and price for that. Add a clause: “If access differs (extra floors, narrower stairs), a stair‑carry surcharge applies.” This keeps it transparent and aligned with what you documented.
Clients Push Back On Paying For Parking. What Now?
Show the photo of signage and state the rule in the proposal. Offer options: client secures permits, or you do and recharge at cost. Most homeowners accept when it’s visible and agreed upfront.
What If Access Changes After Signing?
Refer to the signed access assumptions. Explain the variance and issue a revised proposal or invoice line for the change. With Donizo’s e‑signature and proposal PDF, you have a clear paper trail to resolve it quickly.
Conclusion
Access isn’t an afterthought—it’s part of the job. When you capture it on site with voice, add photos, and make it part of the signed proposal, you protect your margin and your schedule. Donizo makes that fast: speak the details, generate a clean PDF, send with client portal access, get a legally binding e‑signature, then convert to invoice in one click when it’s accepted. Fewer surprises, faster yes, better days on site.
- access-constraints
- stair-carry-planning
- lift-measurements
- proposal-access-clauses
- urban-jobsite-logistics
