Streamlining Job and Estimate Management for a Heavy Lifting Business
Client Profile
Our client specialises in heavy lifting and transport logistics, managing complex projects that involve moving large items from one location to another and more often than not, installing them. Their core business relies on precise job specifications and accurate estimates to meet their clients’ needs effectively. However, with minimal processes in place to record estimates and job specifications, the team faced recurring challenges in managing information and maintaining accuracy.
The Problem
With estimates and job details primarily communicated through emails and informal conversations, the business struggled with consistency and transparency. A recurring issue arose when the business owner would close deals over the phone and later step out of the office. If a client subsequently called back to make changes to the agreed-upon terms, office staff were often left in the dark. Without a reliable record of what had been agreed, they couldn’t adjust estimates or specifications accurately, leading to confusion, inefficiency, and, ultimately, potential revenue loss.
Recognising the impact of these challenges, the owner sought a solution to establish a clear, accessible system for recording all inquiries, agreements, and changes to estimates and job details.
The Objective
The project’s objectives were threefold:
Streamline the Estimate Process – Ensure that estimates can be documented accurately, confirmed via email, and readily accessible to all team members.
Seamlessly Convert Estimates to Jobs – Automate the process of turning accepted estimates into active jobs, creating a seamless transition from proposal to action.
Automate Invoicing to Capture All Completed Work – Track every estimate through to job completion and invoicing, ensuring no work goes unbilled.
The Solution
Desktop Logic developed a custom software solution tailored to the client’s specific needs. Key features included:
Estimate Recording and Conversion: The system now allows team members to record initial estimates, confirm them via email, and seamlessly convert them to jobs upon acceptance.
Job Tracking and Invoicing: Each job progresses through to invoicing once completed, utilizing agreed rates and charges directly within the system.
Document Management: To centralize information, a document management feature was added, storing all relevant contracts, drawings, and supporting documents for each job.
The Results
The new system delivered immediate benefits, transforming the client’s workflow:
Transparency and Accessibility: The entire team can now view and edit job details within the system, creating transparency and eliminating miscommunication.
Accurate Job Costing: Every job created in the system reflects exact, agreed-upon figures, even if based on quick estimates, ensuring that project costs are precise and consistent.
Complete Invoicing of All Work: The automated invoicing feature guarantees that no job goes unbilled, optimizing revenue capture for completed work.
Efficient Billing for Add-Ons: Additional items that arise during a job can be invoiced separately, avoiding delays on larger invoices and ensuring timely payment.
This solution has not only streamlined the client’s process but also strengthened their ability to manage complex projects efficiently and accurately, supporting both client satisfaction and business growth.