PagesSales & CRMOfficial

📞Discovery Call Notes

Structured SPIN-based discovery call template with prompting questions for each stage.

by Peopsy

Preview: Discovery Call Notes

Discovery Call Notes

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Call Details: [Prospect Name] | [Company] | [Date] | [Duration: 30 min]

Field	Value
Prospect	[Name]
Company	[Company]
Title	[Title]
Source	[Inbound / Outbound / Referral]
CRM Link	[Link]

Situation — Understanding Their World

Capture the prospect’s current state. What tools, processes, and team structure do they have today?

What does your current workflow look like for [process]?
How large is the team involved in this?
What tools are you using today?
How long have you been doing it this way?

Notes:

Problem — Identifying Pain Points

Dig into what’s not working. Look for friction, frustration, and inefficiency.

What’s the biggest challenge with your current approach?
Where do things break down or slow down?
How often does this problem occur?
What feedback do you hear from your team about this?

Notes:

Implication — Quantifying the Impact

Help the prospect realize the true cost of inaction. Connect their problem to business outcomes.

What happens when this problem isn’t solved?
How does this impact revenue, efficiency, or morale?
How much time/money does this cost per month?
What’s the opportunity cost of not addressing this?

Notes:

Need-Payoff — Envisioning the Solution

Let the prospect describe their ideal outcome. Align your solution to their vision.

If you could solve this, what would that look like?
How would your team’s day change?
What metrics would improve?
What would make this a successful investment for you?

Notes:

Next Steps

Send follow-up email with recap

Schedule demo for [date]

Share relevant case study

Confirm additional stakeholders for next call

About this template

Never walk into a discovery call unprepared again. This template follows the SPIN framework (Situation, Problem, Implication, Need-Payoff) and includes prompting questions so you capture the right information every time.

Tags

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Week of: [Date] — [Date]

Monday

Most important task for the day

Second priority task

Third priority task

Tuesday

Most important task for the day

Second priority task

Third priority task

Wednesday

Most important task for the day

Second priority task

Third priority task

Thursday

Most important task for the day

Second priority task

Third priority task

Friday

Most important task for the day

Second priority task

Wrap up loose ends and prep for next week

Weekly Review

Take 15 minutes on Friday afternoon to reflect on your week. This small habit compounds into massive clarity over time.

What did I accomplish this week?
What didn’t get done and why?
What should I carry forward to next week?
What’s one thing I could improve next week?

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Change Order Request

Complete this form for every proposed change to the original contract scope. Attach supporting documents (sketches, specs, photos) before routing for approval.

CO Details

Field	Value
CO Number	[CO-001]
Project Name	[Project Name]
Contract Number	[Contract #]
Date Initiated	[YYYY-MM-DD]
Requested By	[Name / Company]
Priority	[Standard / Urgent / Critical Path]

Parties

Role	Name	Company	Contact
Owner / Client	[Name]	[Company]	[Email / Phone]
General Contractor	[Name]	[Company]	[Email / Phone]
Architect of Record	[Name]	[Company]	[Email / Phone]
Subcontractor (if applicable)	[Name]	[Company]	[Email / Phone]

Description of Change

Reason for Change:

[Owner-directed change]
[Design error or omission]
[Unforeseen site condition]
[Code or regulatory requirement]
[Value engineering]
[Other: describe]

Detailed Description:

[Provide a detailed narrative of what is changing, why, and what areas of work are affected. Reference drawing numbers, spec sections, and RFI numbers as applicable.]

Reference Documents

[RFI #___]
[Drawing Sheet ___]
[Specification Section ___]
[Photo / Sketch attached]

Cost Impact

All cost estimates must include labor, material, equipment, subcontractor markup, and overhead & profit per contract terms.

Item	Description	Qty	Unit	Unit Cost	Total
1	[Labor — trade description]	[X]	[hrs]	[$XX.XX]	[$X,XXX]
2	[Material — description]	[X]	[ea/lf/sf]	[$XX.XX]	[$X,XXX]
3	[Equipment rental]	[X]	[days]	[$XXX]	[$X,XXX]
4	[Subcontractor — name/trade]	[1]	[LS]	[$X,XXX]	[$X,XXX]
	Subtotal				[$X,XXX]
	Overhead & Profit (__ %)				[$XXX]
	Total CO Value				[$X,XXX]

Net impact to contract value: [+ / - $X,XXX]

Schedule Impact

Field	Value
Days Added / Removed	[+/- X calendar days]
Affected Activities	[List critical path activities impacted]
Revised Substantial Completion	[YYYY-MM-DD]
Concurrent Work Possible?	[Yes / No — explain]

Approval Chain

Step	Role	Name	Date	Status
1	Submitted by (Requestor)	[Name]	[Date]	[Submitted]
2	Reviewed by (PM / Superintendent)	[Name]	[Date]	[Pending]
3	Approved by (GC Principal)	[Name]	[Date]	[Pending]
4	Approved by (Architect)	[Name]	[Date]	[Pending]
5	Approved by (Owner)	[Name]	[Date]	[Pending]

Verification Checklist

Scope clearly defined and not duplicated in other COs

Cost breakdown includes all labor, material, equipment, and markup

Schedule impact reviewed with superintendent

Downstream trade impacts identified (see Cascading Impact page)

Supporting documents attached (drawings, specs, photos)

Insurance and bonding implications reviewed if CO exceeds threshold

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Manage change orders from request through approval with cascading impact analysis and a running CO log.

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Client Onboarding Hub

Use this hub as your single source of truth for every new client engagement. Complete the overview below, then work through each sub-page to ensure a smooth, professional onboarding experience.

Client Overview

Field	Details
Client Name	[Company Name]
Main Contact	[Name, Title, Email, Phone]
Account Manager	[Your team member]
Start Date	[YYYY-MM-DD]
Retainer Value	[$X,XXX / month]
Services	[SEO, Content, Paid Media, Social, etc.]
Communication Cadence	[Weekly calls, bi-weekly reports, monthly reviews]
Contract Length	[6 months / 12 months / ongoing]
Billing Cycle	[Monthly / Quarterly]
Primary Goal	[e.g., Increase qualified leads by 40% in 6 months]

Master Onboarding Checklist

Work through each item below. Check them off as you go — aim to complete all items within the first two weeks of engagement.

Send welcome email with onboarding packet and team introductions

Schedule kickoff call (all stakeholders from both sides)

Set up shared Slack channel or communication workspace

Collect brand assets (logos, fonts, color codes, style guide)

Configure tools access (analytics, ad platforms, CMS, social accounts)

Create client reporting dashboard with agreed-upon KPIs

Establish content/creative approval workflow and turnaround times

Document escalation paths and emergency contacts

Set up project management board with initial deliverables

Schedule recurring check-in meetings for the first 90 days

Conduct internal team briefing on client goals and sensitivities

Send first check-in summary within 48 hours of kickoff

Key Dates & Milestones

Milestone	Target Date	Owner	Status
Welcome email sent	[Date]	[Name]	Pending
Kickoff call completed	[Date]	[Name]	Pending
All access credentials received	[Date]	[Name]	Pending
Brand guidelines documented	[Date]	[Name]	Pending
Reporting dashboard live	[Date]	[Name]	Pending
First deliverable shipped	[Date]	[Name]	Pending
30-day check-in	[Date]	[Name]	Pending
90-day review	[Date]	[Name]	Pending

Pro tip: Share this hub (or a client-facing version) with your new client so they can see progress and know exactly what to expect during onboarding.

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