A job you have to study first

Requirements, a priced study, a project that carries the scope, tasks, materials bought against the job, and the margin it actually made.

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1 · The enquiry
A cold store wants its building insulated. Nobody can price that from a catalogue.
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Press New lead
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Who is asking
Mona Saleh at TRN-Horus Cold Storage.
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Save the lead
2 · Writing the requirements down
Before any price: what exactly are we being asked to deliver, and how will we know it is done.
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This is the study screen
Requirements, assumptions, what the client must provide, and the estimate — in one place.
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How the job is priced
Fixed price for a scope like this — the customer wants a number, not an hourly rate.
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Set the rate the hours are priced at
450 EGP an hour here. Even on a fixed price, the offer is built from hours × rate — leave it blank and every line prices at zero.
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Save the study settings
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Press Add scope item
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Requirement 1: what is being asked for
"Survey the cold store and produce the insulation drawings"
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How you will know it is done
Acceptance criteria, one per line. This is what protects you at handover.
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Must have, or nice to have
Must / Should / Could. The customer sees which is which before they sign.
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Estimate it three ways
Best case, likely, worst case. The system weights them — a single number is a guess dressed up.
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Save the requirement
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Add the second requirement
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Requirement 2: what is being asked for
"Supply and install 50mm PU panels to walls and ceiling"
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How you will know it is done
Acceptance criteria, one per line. This is what protects you at handover.
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Must have, or nice to have
Must / Should / Could. The customer sees which is which before they sign.
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Estimate it three ways
Best case, likely, worst case. The system weights them — a single number is a guess dressed up.
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Save the requirement
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What the client has to provide
Write it down now. A late site access is the commonest reason a job slips.
3 · Agreeing the scope, then pricing it
The scope is approved and frozen first — so the price is for something both sides have read.
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Approve the scope internally
Your own sign-off that the study is complete enough to price.
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Press Create quotation
The offer is built FROM the requirements — the customer prices the thing they read.
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The requirements arrived as priced lines
Each requirement is a line, priced from its estimated hours.
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Send it to the customer
Same as any offer: a private link, emailed to them.
4 · The customer answers
Same private link as any other offer — no login for them.
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They sign and accept
Acceptance is what lets the work start — and it is on the record.
5 · The study becomes a project
One press carries the requirements, their acceptance criteria and their estimates across.
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Press Create project
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The project opens with the scope inside it
Phases, a board, and every requirement — numbered, with its criteria and hours.
6 · Working the project
The board is how the work moves. Each card is somebody's next job.
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Press Add task
Start with the survey — it is what the first requirement asks for.
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What has to be done
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Tie the task to the requirement it serves
This is the link that lets you prove at handover that every requirement was delivered.
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Who does it, and by when
An unassigned task belongs to nobody, and nobody chases it.
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Save the task
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The card is on the board
Drag it between stages as the work moves, or open it to log time against it.
7 · Buying materials against this job
A purchase booked to the project is what makes the job cost real at the end.
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Press New purchase order
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Supplier and warehouse
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Book it to the project
This one field is the difference between a cost you can explain and one you cannot.
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What you are buying
Aluminium facing foil for the panels: 500 rolls at 120 EGP.
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Save it
60,000 EGP — over the limit again, so it waits for two signatures, exactly as before.
8 · What the job actually cost
Revenue, cost and margin for this job — from the documents, not from a spreadsheet.
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The job cost card
Materials, staff time and purchases against this project, beside what it was quoted at.
9 · The contract
A project of this size is signed. The contract carries the scope and the payment terms from the offer.
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Press Create contract
Built from the accepted offer, so the contract cannot say something the customer never agreed.
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The contract
Its value, its dates and the project it belongs to — all carried over.
10 · Billing the first stage
The offer said 50% on acceptance. That is what you bill now.
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Press Create invoice
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Record what the customer paid
Same as any invoice: the amount, and how the money arrived.
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Open the payments panel
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Amount and method
A bank transfer again — so it lands in the Bank account, not the till.
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Press Record payment
11 · The books, and what the job made
Posting turns the documents into entries. Nothing is retyped.
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Post to the ledger
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Sale, VAT, receivable, bank
Every entry names the document behind it, so an accountant can follow any figure back.