AA Home Builders - Detailed End-to-End Process

AA Home Builders - Detailed End-to-End Process (Internal SOP)
Phase 1 - Lead Intake + Qualification
1) New Lead Intake (same day)

Input: phone call / text / web lead
Actions
- Create a job record (Google Sheet/CRM): Name, phone, email, address, APN, lead source
- Ask 8 questions:
  1. What are you building? (ADU/JADU/addition/garage conversion)
  2. Desired sqft?
  3. Bedrooms / bathrooms?
  4. Rental or family use?
  5. Target start date?
  6. Budget range?
  7. Any HOA? Any previous plans/permits?
  8. Major constraints (tight access, slope, coastal, alley access)
- Request photos + short video (front, backyard, side yard, panel, water meter, gas meter, garage interior if conversion)
Output: Qualified lead profile + site visit scheduled

2) Pre-Screen (10 minutes, office)
Actions
- Quick map check: slope hints, access street, rear alley, lot shape
- Check for obvious deal-killers: no access, extreme slope, client budget unrealistic, timeline impossible
- If workable: confirm site visit window
Output: Go / No-go / Need more info

Phase 2 - Site Visit + Feasibility
3) Site Visit (30-60 minutes)
Actions (must-do photos + measurements)
- Measure access width and path from street to backyard
- Measure/estimate: existing structures + setbacks feel
- Locate and photo:
  - electrical panel (rating, available space)
  - water meter + main shutoff
  - gas meter
  - sewer cleanout (if visible)
- Check:
  - overhead lines
  - retaining walls / drainage flow
  - trees close to build area
  - garage framing condition (if conversion)
- Take 30+ photos + 2-minute walkthrough video
- Basic sketch with notes
Output: Site visit report package (photos + notes + measurements)

4) Feasibility Report + Rough Numbers (2-5 business days)
Actions
- Decide recommended path:
  - Detached ADU vs attached vs garage conversion vs above-garage
- Flag risks:
  - power upgrade likely?
  - sewer complexity?
  - slope / retaining?
  - tight staging?
  - coastal overlay / special review?
- Create rough budget (3 buckets):
  - Construction range
  - Soft costs range (design/engineering/permits)
  - Unknown allowances (utility upgrades, site work, retaining)
- Create rough schedule:
  - design (weeks)
  - permit review (weeks/months)
  - build duration (working days)
Output: Feasibility Report (1-3 pages) + Proceed to Design? decision

Phase 3 - Design Start (Paid)
5) Design Agreement + Retainer Collection
Actions
- Send design agreement (includes):
  - scope: concept plans -> permit set -> submission handling
  - deliverables list
  - revision limits
  - client responsibilities: provide survey (if needed), respond to decisions within X days
  - retainer amount + payment schedule
- Collect retainer + start date
Output: Signed design agreement + payment received + kickoff scheduled

6) Kickoff Meeting (60-90 minutes)
Actions
- Confirm program:
  - exact bed/bath count
  - kitchen type (full kitchen vs efficiency)
  - laundry needs
  - storage/closets
- Confirm style level:
  - Standard / Mid / Premium (this controls pricing)
- Confirm utility approach:
  - separate meter or shared
  - HVAC preference
  - water heater type/location
- Confirm decision deadlines:
  - layout freeze date
  - finish selection freeze date
  - electrical/lighting freeze date
Output: Kickoff notes + Design Brief (one-page summary)

Phase 4 - Design Production
7) Concept Layouts (A/B) (1-2 weeks)
Rules (AA quality control)
- Only ONE kitchen
- Bathrooms must be clearly labeled
- Bedrooms must be clearly labeled + closets shown
- Room sizes reasonable (no fake tiny bedrooms)
- No furniture clutter unless requested
Actions
- Create Concept A + Concept B
- Review call -> client chooses one
- Capture client changes in writing
Output: Client-selected concept + change notes

8) Design Development + Layout Freeze (1-3 weeks)
Actions
- Finalize:
  - doors/windows placement
  - plumbing stack logic (kitchen/bath back-to-back if possible)
  - exterior look (simple elevations)
  - roof direction/drainage logic
- Client signs Layout Freeze (even if informal email approval)
Output: Approved design direction (locked layout)

Phase 5 - Engineering + Energy + Permit Set
9) Engineering Coordination (parallel, 2-4 weeks)
Actions
- Structural engineer:
  - foundation plan
  - shear wall schedule
  - framing notes/details
- If needed: soils report
- Title 24 / energy compliance
- MEP (either full plans or performance notes depending on approach)
Output: Stamped structural + energy docs + MEP info

10) Permit Set Assembly (draft -> final)
Actions
- Combine into one clean set:
  - cover sheet
  - site plan
  - floor plan
  - elevations
  - sections
  - details
  - structural sheets
  - energy forms
- Create Permit Submittal Checklist and ensure no missing pages
Output: Permit-ready PDF set

11) Internal QA (before submitting)
AA No Conflict checklist
- Bed/bath count matches everywhere
- Kitchen count correct
- Notes consistent across sheets
- Dimensions consistent
- Material thickness consistent (no contradictions)
- Address + sheet index correct
Output: Approved for submission (internal sign-off)

Phase 6 - Permitting + Plan Check Management
12) Submit Permit Package
Actions
- Submit through City portal
- Record:
  - submittal date
  - project number
  - reviewer name (when assigned)
Output: Accepted submission confirmation

13) Plan Check Corrections Cycle
Actions
- When corrections arrive:
  - create correction log (each comment + who owns it)
  - respond to every line item
  - revise drawings and cloud changes
  - resubmit within 3-7 business days (goal)
- Repeat until approved
Output: Permit Issued + Approved stamped plans

Phase 7 - Pre-Construction Setup
14) Final Contract + Schedule + Procurement
Actions
- Final pricing + scope
- Payment schedule tied to inspections/milestones
- Order long-lead items:
  - windows/doors
  - cabinets
  - major fixtures
- Create build schedule:
  - start date
  - inspection gates
  - critical path items
Output: Signed construction contract + schedule + procurement list

15) Site Logistics + Mobilization Plan
Actions
- Neighbor notice (if you do it)
- Dumpster placement plan
- Material staging plan
- Protection plan:
  - driveway
  - landscaping
  - dust control
- Safety plan
Output: Job ready to start

Phase 8 - Construction Execution (Inspection-Driven)
16) Build Sequence + Inspection Gates
Typical gates
- Demo (if any)
- Foundation / slab / under-slab plumbing
- Framing + shear
- Rough electrical / plumbing / mechanical
- Insulation
- Drywall
- Waterproofing (wet areas)
- Cabinets + finishes
- Final MEP trims
- Final inspection
Output: Passed inspections on first attempt

17) Weekly Client Update (every Friday, non-negotiable)
Template
- Work completed this week
- Work planned next week
- Inspections passed / upcoming
- Decisions needed from client
- 5 photos
Output: Fewer disputes + more referrals

18) Change Orders (strict control)
Rule: No extra work starts without written approval
Each change order must include:
- description
- cost
- schedule impact (+days)
- payment terms
Output: Controlled scope + protected profit

Phase 9 - Closeout + Warranty
19) Punch List + Final Clean + Client Walkthrough
Actions
- Create punch list with due dates
- Final clean
- Walkthrough sign-off
Output: Completion acceptance

20) Final Package + Warranty System
Actions
- Deliver:
  - final inspection approvals
  - warranty info
  - manuals/model numbers
  - shutoff map (water/gas/electric)
- Warranty workflow:
  - response within 24-48 hours
  - scheduled warranty visits biannually (twice per year)