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Changes from call with Kris

Peter Steffey 2025-02-28 19:29:28 -05:00
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Automation.md

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## Sequence
1. Incoming phone call -> gather info from phone call: name, address, time, date of meeting (ERPNext: Lead)
2. Estimator meets on-site with customer to gather info
3. Estimator sends estimate (ERPNext: Quotation) to customer with pricing based on on-site meeting
- If customer does not respond within 5 days, office staff should follow up
- If customer does not answer or declines, ask why and how we can service differently
4. Customer accepts estimate (ERPNext: Quotation)
5. Office asks for and collects half-down/commitment payment (ERPNext: Create payment request from sales order)
6. Commitment payment received
7. Job packet to be created for field - Customer to be communicated general start date based on current schedule
8.

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Meeting-Notes.md Normal file

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### Kris - 28 FEB 25
- Working for 10 years, started in labour, been running everything for 5-6 years
- Service department run by John, Kris runs new installations department
- Courtney is assistant to Kris & Josh, title is technically "Accounts Receivable" but does a lot more
- SNW started as residential sprinkler work, now doing new construction and some commercial, everything to do with landscaping except for fencing.
- Kris says that ERPNext seems like it was build for for manufacturing, SNW is service, Kris isn't sure the best way to make this fit. Courtney has researched that a lot, should talk to her about it.
- What Kris actually does:
- Pulls list of leads, goes to meet with potential clients
- Creates quote and sends
- Estimation going to client sites, making quotes, once they accept
- Once client accepts, Kris is uninvolved until he goes to the job site with the foreman to introduce them and hand off the work to the foreman
- Next thing Kris does after that is just remind the client to pay and make sure they get paid
- Courtney/Lowell(Mitch) are Kris's admin staff
- Go onsite with foreman and customer, goes over packet and then passes off to foreman
- Typically email or office phone
- Kris has next 2-4 weeks in his head. Has used spreadsheets and various tools.
- 15 builders that they work with for new installs, does same install hundreds of times, shouldn't need to do the same thing every time
- Kris is going to send me calendar they've been using
- Nothing else after foreman takes over, reminding client to pay at end
- Courtney accepts, candy/kayla deposits
- Payment is roughly 10% cash, 20% check, 70% electronic banking
- Kris currently orders what is needed, wants foreman to do it
- 811 call before you dig
- Job card allows tracking hours to a project / work order, only thing Kris has found to do this
- Dean is parts manager, not big into electronic platform, takes notes on paper throughout the day as far as what goes out, he will work with Lowell to keep inventory up to date in the system. Dean pulls the parts from the work order a day before and makes packages for the teams to take
- Residential may have customizations while the job is going on, so don't really know inventory change until it is completed
- Job card is what the guys see, need to clock into the card and see info. Only address for commercial, but also sales order for residential so they know exactly what they are supposed to be doing
- System is mostly in place, Kris just wants reassurance that the way he is implementing things is correct and for everything to flow well

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Overview-of-project-%26-ERPNext-design.md

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## Process for new installs (Kris's department)
### 1. Incoming phone call -> gather info from phone call: name, address, time, date of meeting
- Current process ?
- New process: Create a Lead in ERPNext, then ?
@ -6,10 +8,10 @@
### 2. Estimator meets on-site with customer to gather info
- Current process: ?
- New process: ?
- Person responsible: ?
- Person responsible: Kris
### 3. Estimator sends estimate (ERPNext: Quotation) to customer with pricing based on on-site meeting
- Current process: ? (maybe QBO)
### 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: ?
- 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?
@ -20,19 +22,18 @@
- Quotation cannot be created unless it is linked to a customer
### 4. Customer accepts or declines estimate
- Current process: ? (maybe QBO)
- Current process: QBO
- New process: ? (does ERPNext have a place for the client to auto-accept?)
- Person responsible: ?
### 5. Create Sales Order
- Current process: ?
- New Process: Create Sales Order, get items from estimate
- Person responsible: ?
- Person responsible: Courtney/Lowell?
### 6. Office asks for and collects half-down/commitment payment
- Current process: ?
- New Process: Create Payment Request from the sales order, link to payment page with woocommerce?
- Person responsible: ?
- Person responsible: Courtney/Lowell
### 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
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- New process: Create Work Order, then ??
- auto populate fields
- Go on calendar, print work orders,
- Person responsible: ?
- 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: ?
- Foreman locates paperwork orders/stocks material and equipment needed for install
- Person responsible: Courtney/Lowell?
- 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: ?
- Person responsible: Foreman on job
- 811/Locate called in min of 3 days prior to installation start date (what is 811?)
- Current process: ?
- New process: ?
- Person responsible: ?
- Person responsible: Courtney/Lowell?
- Permit(s) called in and paid for
- Current process: ?
- New process: ?
- Person responsible: ?
- Person responsible: Courtney/Lowell?
When does scheduling crew take place?
@ -75,6 +76,7 @@ When does scheduling crew take place?
- Time tracking: (is this the right place for it? who's time is tracked?)
- add table for crew lead and multiple roles
- After job complete, Foreman returns field packet to office
- Do pre-built routes fit in here?
### 11. Update invoice with any change orders (final billing/payment collection)
- Update invoice and send to customer
@ -93,4 +95,7 @@ When does scheduling crew take place?
- auto populate with start and end dates
- Current process: ?
- New process: ?
- Person responsible: ?
- Person responsible: ?
## Questions
- How does the spring/fall service fit into above process?