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Overview of project & ERPNext design
Peter Steffey edited this page 2025-03-11 13:50:55 -04:00
Table of Contents

Process for new installs (Kris's department)

Residential Installs

  1. Front office or anyone else creates Opportunity
  2. Front office or Courtney schedules on-site, updates on-site date on Opportunity
  • ? What kind of calendar should this be done on? Opportunity calendar? Appointment List? Need to show on same calendar as Kris's hand-off meetings? 15-day walk?
  1. Kris/Josh go on on-site, take notes, creates and sends Quotation
  2. Customer accepts, putting the Quotation on Courtney's queue to handle
  3. Courtney asks for half-down, creates Sales Order
  4. Half-down comes in, Candy (?) creates Payment Entry linked to Sales Order, putting it back in Courtney's queue to handle
  5. Courtney creates project for scheduling
  6. Project is scheduled and completed. Time is tracked by foreman and distributed to crew.
  7. Kris creates sales invoice from sales order, makes adjustments as needed, uses this to track inventory.
  8. Front office schedules 15-day walk through, Jamie goes on the walk
  9. Schedule permit inspection to close out the permit

1. Incoming phone call -> gather info from phone call: name, address, time, date of meeting

  • Current process: Front office answers calls, or calls are routed to specific groups
    • Where is information from call written down?
  • New process: Create an Opportunity in ERPNext, then Kris or Josh can work down the list of "Open" opportunities
    • ?How are these on-site visits scheduled?
  • Person responsible: Front office, or misc others

2. Estimator meets on-site with customer to gather info

  • Current process: QBO
  • New process: Create Quotation from Opportunity in ERPNext with all the details from the in-person meeting. When quotation is submitted, Opportunity status changes from Open to Quotation
  • Person responsible: Kris/Kyle

3. Estimator sends estimate to customer with pricing based on on-site meeting

  • Current process: QBO, which has a button for customer to accept
  • New process: Create a Quotation in ERPNext, send email to customer using ERPNext
  • Person responsible: Kris
  • If customer does not respond within 5 days, office staff should follow up - need report to show them who they need to follow up with?
  • If customer does not answer or declines, ask why and how we can service differently - where do they enter this information?

4. Customer accepts or declines estimate

  • Current process: Email sent to Kayla for button, or installs@snw
  • New process: Email template, button to API call

5. Add job to queue

  • Current process: Add to spreadsheet
  • New Process: Check estimate in list and Create > Sales Order. Once new sales order is submitted, Quotation will change from Open to Ordered
  • Person responsible: Courtney/Lowell?

6. Office asks for and collects half-down/commitment payment

  • Current process: Reach out for phone call QBO, or credit card over phone, or check, cash
  • New Process: Create Payment Request from the sales order, link to payment page with woocommerce?
  • Person responsible: Courtney/Lowell handles initial communication after acceptance

7. Job packet to be created for field (why is this before the admin jobs start?)

  • Send customer general start date based on current schedule
  • Current process: ?
  • New process: Create Work Order, then ??
    • auto populate fields
    • Go on calendar, print work orders,
  • Person responsible: Courtney/Lowell?

8. Start job tasks - two weeks till initial proposed date

  • Send 3-5 day job start window to client
    • Current process: ?
    • New process: ?
    • Person responsible: Kris/Lowell
    • Not been doing this consistently
  • Foreman looks over paperwork and makes sure they have the materials and equipment needed (day or two ahead of job)
    • Current process: ?
    • New process: ?
    • Person responsible: Foreman on job
  • 811/Locate called in min of 3 days prior to installation start date (what is 811?)
    • Current process: Ad-hoc
    • New process: ?
    • Person responsible: Courtney/Lowell
  • Permit(s) called in and paid for
    • Current process: On calendar, bright red
    • New process: ?
    • Person responsible: Courtney/Lowell & front office

9. Final communication to customer and hand-off to foreman

  • Send customer 2-3 day window of start date
  • Current process: ?
  • New process: ?
  • Person responsible: ?

10. Execute Job

Need to decide if work order or project fits better here. Can use Work Order + BOM to group items and attach timesheet, or can use Project + Product Bundle on Sales Invoice to affect inventory.

  • Current process: ?
  • New process:
    • When foreman arrives at shop, he picks up crew and clocks in to the driving project
    • When foreman arrives at work location, he completes that and starts timer for the project they are working
    • When foreman completes the job timer, that triggers a server script that copies that time to all the workers that are on the same crew as that foreman
    • Foreman starts timer for driving again for the drive back
    • Foreman should mark project tasks as complete as needed throughout the day
  • Person responsible: Foreman assigned to project
  • After job complete, Foreman returns field packet (?) to office

11. Update invoice with any change orders / EPO (final billing/payment collection)

  • Update invoice and send to customer
    • Current process: QBO
    • New process: ?
    • Person responsible: Kris

12. Customer review

  • Communicate with customer via phone on how project went and schedule & complete 15 day walk
  • Current process: ?
  • New process: ?
  • Person responsible:

13. Collect final payment & warranty follow up

  • Send final (paid) invoice to customer and warranty letter, and file paperwork
  • auto populate with start and end dates
  • Current process: ?
  • New process: ?
  • Person responsible: Marty

Commercial Installs

  1. Josh/Kris works with the builders and gives an estimate of what it would cost per-address.
  2. Once the deal is signed, SNW is given access to the builder's software. This software has a queue of addresses to work.
  3. Courtney checks the builder's portals and transfers relevant info to her spreadsheet.
  • In the short term, she could turn this info into a Sales Order instead.
  • In the long term we should auto-create sales orders based on integrations from these systems. If the installation address is missing, she should be able to create that directly from the Sales Order.
  • There may be per-address EPOs/change orders that the builders put in that affect the work and price, these would need to go on the Sales Order and transfer to the invoice.
  1. When the each installation is complete, they either
  • click a button in the builder's software
  • send a monthly summary of the work that was done on the 25th, along with an invoice per-address

Process for service (John's department)

Something about pre-built routes

Questions

  • There's a lot on Taiga about the address and contacts, need to figure out how much of that is left to do
  • When is there next slow season?
  • For Kris: How are field units going to communicate info back to courtney? I've heard that paper packets hasn't worked great in the past. Do you have plans to distribute a tablet to each field team or just have foreman use their personal devices? Courtney wants to know when each task on a project is complete, so that she can take the appropriate steps.
  • For Kris: The way courtney described time sheets working now is a lot different than what it sounded like he was asking for, need clarification on how we want to handle these. Maybe Kris was only talking about non-americans
  • For Candy: How does she need timesheets to work for payroll