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One fleet job, start to finish.

The best way to show the product is to follow one job through it. This is the Music City Plumbing fleet from the demo shop: fifteen vans, six weeks, every screen it touched, in the order it touched them.

Looking for the list instead? Everything in the base price and the free integrations.

1Inquiry·Tue, Aug 22, 10:14 AM·Renee

Greg from Music City Plumbing calls about fifteen vans.

Renee adds the job while he is still talking: customer, fleet shape, fifteen units, prefix MCP. It lands in Inquiry with a number, CW-1042, before the call ends. No form with fourteen fields; four questions.

A fleet job with fifteen units
  • Four job shapes: vehicle, site, fleet, install-only
  • Fleet units are added one by one or pasted as a list
  • The VIN fills in each van from the federal database
2Quote sent·Fri, Aug 25, 3:40 PM·Dale

Two options, built from the price book in eleven minutes.

A 3/4 partial on all fifteen, or a full wrap. Dale takes $250 off the full-wrap unit price for the volume; the reason is typed once and the margin on the right updates from 56% to 53% as he types. Greg gets a link, not a PDF.

The quote builder with two options and a live margin
  • Up to three options per quote
  • Office staff can discount to a limit the owner sets
  • The customer sees totals with tax and the deposit
3Approved·Mon, Aug 28, 9:12 AM·Greg, on his phone

Greg accepts option two. Three things happen and nobody does them.

The job moves to Approved. A 50% deposit invoice for $29,925 is created and emailed. Marcus and Tyler get a notification that a fleet is coming. There is no step to remember, which is the point.

The quote as the customer sees it on a phone
  • Acceptance is recorded with name, time and device
  • Deposit invoice created on acceptance, paid online by ACH two days later
  • Everything appears in the audit log
4Proofing·Wed, Aug 30 to Fri, Sep 1·Jess, then Greg

Round one comes back with changes. Round two is approved, and the approval is tied to the exact files.

Greg wants the phone number bigger on the back doors and a darker navy. Jess uploads round two; Greg approves at 11:20 on Friday. Both rounds stay on the job forever, with his words and his name. Six months from now nobody can say they never saw it.

Two proof rounds, the first with changes requested, the second approved
  • Printing stays locked until an approved round exists
  • Fleets can be proofed per order or per vehicle
  • Owner can override the gate, with a reason, on the record
5Printing·Mon, Sep 4·Tyler

Film comes off the printer in batches of five. The lock on Printing is open now.

Tyler logs the rolls as they are used, 1,340 square feet of 3M IJ180 and laminate across the fleet, and the material cost starts landing on the job. A UPS tracking number on the job shows the second order of film arriving Thursday, before it is needed.

The board with the fleet card in Printing
  • Materials logged against the job, not a spreadsheet
  • Carrier tracking next to the install date it affects
  • Board columns renamed to how your shop talks
6Installing·Mon, Sep 25 onward·Marcus and Tyler

Five vans a week, one in the bay at a time. Every hour clocked against the job from the tablet by the door.

PIN, pick the job, done. When Marcus forgets to clock out on the 29th, Renee adds a correction next to the original punch with the reason; the original stays, struck through. Unit 04 turns out to have a rusted hinge; Marcus notes it with a photo and the crew sees it, the customer does not.

The wall tablet clock
  • Works when the wifi drops; syncs when it returns
  • Phone clock-in for site work
  • Originals are never edited; corrections sit beside them
7Done·Fri, Oct 2, 4:48 PM·Marcus, then Renee

Nine of fifteen done. Renee invoices the first five from the fleet screen, and Greg's check arrives the next morning.

Each unit has its own stage and date. Renee selects the finished ones and clicks Invoice selected; the progress invoice lists the five vans and deducts the deposit. The check is recorded by hand in ten seconds, and INV-2101 goes to paid.

A progress invoice for five fleet units
  • Progress invoices per unit; the final settles the balance
  • Card and bank online, checks by hand, every payment written once
  • Net 30 terms per customer
8What it made·Any time·Dale, owner only

96 hours clocked against 216 quoted. 88% margin so far against 56% planned. He knows before the job is over.

Job cost is not a report he runs at month end; it is a tab on the job that updates with every punch and every roll. By the time the fifteenth van rolls out, Dale knows exactly what a fleet van costs his shop, and the next fleet quote is priced from that.

Job costs report
  • Hours and materials against the quote, live
  • Margin by job shape across the quarter
  • Analytics: revenue, margin, win rate by month

Try it on your next van.

30 days free, no card. Your crew can be clocking in on it tomorrow morning.

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