How to Roll Out a Notice Process to Your Team & Customers

What are visibility documents and notices?

Visibility documents make sure you are seen on the job while communicating important information to payment stakeholders. Visibility documents include preliminary notices, project awareness letters, requests for information, notices of completion, and other mailed or electronic documents that promote visibility.

Levelset helps contractors send these documents to improve communication, increase visibility, and secure lien rights.

Why should I send visibility documents?

Sending notices and other visibility documents is best practice on every job – big and small. It not only helps general contractors and property owners see who is contracted to ensure everyone is paid, but benefits everyone else on the job by:

• Increasing visibility & communication
• Ensuring jobs run smoothly
• Getting everyone paid quickly

Whether you’re sending your first notice, or if you’re about to send notices on all your jobs to create visibility and build better relationships, we’re here to help. We’ve made it easy by outlining the steps and resources you need to ensure smooth jobs every time with visibility documents.

How to Roll Out a Process to Send Notices on Every Job

Step 1: Communicate with your team.

It’s imperative to convey how notices improve customer relationships and speed up payment to your customer-facing teams so they can set expectations with customers clearly and early and answer questions if they arise. Here are resources for communicating your new process internally:

	Why Levelset, and Why Now? (Internal Communication) Use this as a memo, or copy and paste the copy for an internal email to stakeholders and customer-facing teams. Download
	How Notices Improve the Payment Process for Everyone Send to team members who want more information on what notices are and how they ensure smooth jobs and payment. Read it here
	What Levelset Notices Look Like Use this notice sample so your team can set expectations with customers. Download
	Job Information Sheet Template For smooth jobs, encourage your sales team to use this simple template to collect accurate job information. When there are inaccurate or incomplete job sheets, not only does it slow down payment, it can hurt relationships. Download
	How to Answer Customer Questions About Notices Your sales team can use these talking points if your customers have questions about the notices they’ve received. Read it here

Step 2: Set expectations with customers.

We recommend you let long-term customers know that they’ll be receiving notices going forward and set up-front expectations for any new ones. Here are resources for communicating your new process with customers:

	Customer Communication Template Use to communicate your notice process when you exchange invoices or contracts as a cover sheet or email template during preliminary interactions with your customers. Download
	Document Samples So you can make sure your customers know what to keep an eye out for. Download
	How Notices Improve the Payment Process for Everyone Send to any customers that want more information on what notices are and how they ensure smooth jobs and payment. Read it here

Step 3: Just start sending them!

Sign in to your Levelset account to get started. There are many ways to easily add all your jobs to Levelset, including spreadsheet import, software integrations, and more. If you need any help, don’t hesitate to reach out to our 5-star support team.