Case study · Quoting & job management
A quoting and job-management system that replaces spreadsheets with one connected pipeline.
A growing business handling custom, project-based work alongside standard sales was running quotes and jobs through a spreadsheet-based workflow: details re-typed at every handoff, rates drifting quietly after price changes, no live view of margin or stock as a job progressed, and related customer emails scattered across separate inboxes.
We built a custom quoting and job-management system: a database-backed pipeline that takes an enquiry through to a priced, versioned quote, customer approval, production job tracking, and invoicing, with nothing re-typed at any handoff. Staff build quotes against fully configurable rate cards (materials, labour, service tiers, customer-specific discounts) that snapshot every rate at the moment of use, so historical quotes never drift even after prices change. Approved quotes flow straight into a kanban-style job board tracking six production stages, with live margin calculated from actual component costs as the job progresses. The system checks quote items against a live stock ledger for in-stock/order-needed status, generates branded PDF quotes, pushes approved jobs to Xero as draft invoices, and integrates with email so correspondence for a job is visible right alongside it, instead of buried in a separate inbox.
- Custom quoting
- Job tracking
- Email integration
- Xero integration