The company, its services and its paperwork

Company and mission, the service catalogue, rates and retainers, processes, the client record, documents, what is waiting on an approval, and your own subscription.

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1 · Who you are
The things a new employee needs in week one, and the things a customer asks for before signing: the mission, the departments, the branches.
1
Company and mission
Mission, vision and values written once and visible to everyone — and under them the quarter's objectives, each with the results that would prove it.
2
The service catalogue
What you sell that is not a product: installation, commissioning, a maintenance visit. Each has a price, so a quotation can pick it instead of retyping it.
3
Rates and retainers
A rate card prices an hour three ways — for a named person, for a title, or a default — and the most specific one wins. A retainer is work the client has already paid for, drawn down as it is done.
4
Processes — how the work is done here
The steps your best person follows, written down, so the result does not depend on which person took the job.
2 · The client record
One page per customer: their contacts, their projects, their invoices, what they owe, and the credit limit that stops the next order.
5
Every customer, and what they owe
A converted lead lands here automatically. The customer can be given their own portal — their quotations, invoices and tickets, nothing else.
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Documents
Folders with version history: upload a newer drawing and the old revision is kept, not overwritten. A file that belongs to one job is attached to that job instead.
3 · What is waiting on a person
Quotations, purchase orders and payment runs carry their own built-in gates. This is for everything else: a chain you design yourself.
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Design the chain, then route requests through it
Name the steps in order — department head, finance, the CEO — and a request moves to the next step only once the one before it has signed. Each decision keeps who signed, when, and what they said.
8
Submittals and guarantees
What must be approved before you build, the bank guarantees with the date each expires, and the delivery commitment that says what a late week costs — the clause nobody reads until it is invoked.
4 · Your own subscription
What you pay for this system, which modules you have switched on, and how many of your seats are used.
9
Billing and modules
Add a module and it appears in the menu the same minute; the price changes from the next invoice.