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The Double Check Process (QA)

We do not build without a safety net. The Double Check process ensures that every detail of an order is perfectly accurate before physical fulfillment begins.

Part 1: Submitting an Order for Double Check

Once your deal reaches the Deposit stage (meaning you have both a signed contract and payment), you must submit it for peer review.

  1. Navigate to the Finalize Page (Screen 5): This screen is only accessible when your deal is in the Deposit stage.

  2. Add Required Details: * Attach all relevant design documents.

    • Add any specific build notes or notes for your reviewers.

    • Assign your Double Checkers.

    • Select the Countertop Fabricator (if applicable).

  3. Submit: Click the "Finalize" button at the bottom right.

What Happens Next: The Deal Stage changes to Await Doublecheck. HubSpot automatically generates a Double Check Ticket linked to your deal. This ticket is your mission control—every approval, rejection, and note from your reviewers is logged here automatically, and you will be emailed with every update.

Part 2: Performing a Double Check

When you are assigned to review a peer's deal, you will receive an email with a link to the Double Check Ticket. You can also find it in HubSpot under the "Double checks assigned to me" view.

Step 1: Check the Ticket Status (HubSpot)

Before looking at any products, open the Double Check Ticket in HubSpot and look at the Activity Section to read any existing feedback and check the current status:

  • Pending: Ready for your review. Proceed to Step 2.

  • Pending Revision: The deal owner is currently making changes. Stop here.

  • Failed: The deal has already failed QA. Stop here.

  • Passed: The deal is already set to Closed Won. Stop here.

Step 2: Locate the Deal (MySalesHub)

  1. Go to the In-Progress Deals section in MySalesHub.

  2. Search using the Job Name.

  3. 🛑 Verify the Stage: The Deal Stage MUST say exactly Await Doublecheck. If it says Deposit or anything else, it is not ready.

  4. Click "Visit Form." The system will drop you directly onto the Double Check Screen (Screen 6). (Note: This is a read-only copy of Screen 5. You cannot edit their products or notes).

Step 3: Perform the Review & Log Your Decision

Cross-reference the attached design documents and vendor carts with the line items entered in the system. Once your review is complete, use the buttons at the bottom of the screen to log your decision:

  • 🔴 Reject: Use this if there are errors. You will be prompted to leave feedback. The HubSpot ticket instantly updates, and the Deal Owner is emailed to fix it.

  • 🟢 Approve: Use this if the order is flawless. Your approval is appended to the ticket.

Deal Owners and Managers:

🔙 Return to Deposit: Use this only if you intend to take the order out of Await Doublecheck and back to the Deposit stage. Typically, deal owners should do this once they are ready to make changes.

💡 The "Finalize & Close" Button: Once the deal has one or more approvals, the Finalize & Close button will appear on the bottom of the screen. Clicking this locks the deal and pushes it to Closed Won to begin physical fulfillment. Do not click this unless you are 100% sure you are ready for fulfillment.