New Customer Setup Checklist
New Customer Setup Checklist
Quick Summary
A new customer setup checklist helps construction companies collect the information needed to start a project efficiently and avoid confusion later. It creates a consistent process for documenting contacts, project details, communication preferences, and contract information. This checklist is useful for office managers, project managers, estimators, and business owners working with new customers.
When to Use This Checklist
- After a proposal has been accepted.
- Before scheduling project work.
- When creating a new customer record.
- Before assigning project management responsibilities.
- Prior to issuing the first invoice.
- When onboarding a new residential or commercial customer.
Before You Start
- Review the signed proposal, contract, or agreement.
- Verify customer contact information is available.
- Gather project scope and location details.
- Identify key decision-makers and project contacts.
- Confirm estimated project start timeframe.
- Prepare customer files and project folders.
Safety Checks
- Identify known site hazards shared by the customer.
- Confirm site access restrictions and entry procedures.
- Document occupied work areas and customer operations.
- Identify areas requiring special coordination.
- Review customer-specific safety requirements if provided.
- Record emergency contact information for the site.
Tools, Equipment, and Materials
- Signed proposal or contract.
- Customer contact information.
- Project scope documents.
- Site address and access information.
- Customer file or CRM record.
- Internal project setup forms.
New Customer Setup Checklist
- Create a customer record in company systems.
- Verify customer name, address, phone number, and email.
- Record project site address and location details.
- Identify primary and secondary customer contacts.
- Document approved project scope.
- Confirm contract or proposal acceptance.
- Record project budget or contract value.
- Confirm billing contact information.
- Document invoicing requirements and payment terms.
- Establish preferred communication methods.
- Record project schedule expectations.
- Document site access instructions and restrictions.
- Assign internal project manager or lead contact.
- Create project folders and file storage locations.
- Share customer information with the project team.
Documentation Needed
- Signed contract or proposal.
- Customer contact information.
- Project scope documents.
- Billing and payment information.
- Site access instructions and notes.
- Internal project setup records.
Common Mistakes to Avoid
- Starting work without complete customer contact information.
- Failing to identify the primary decision-maker.
- Not documenting site access requirements.
- Overlooking billing and invoicing details.
- Keeping customer information in multiple locations.
- Failing to communicate setup information to the project team.
End-of-Day / Final Review
- Customer records have been created and verified.
- Project information has been documented.
- Billing and communication details are complete.
- Internal project assignments have been made.
- Required documents have been saved and organized.
- The customer is fully set up and ready for project execution.
Checklist Completion
Project / Job Name
Jobsite / Location
Completed By
Role / Title
Completed Date
Completed Time
Signature
Reviewed / Approved By, if needed
Notes / Follow-Up Items
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