1Stop Introduction for Operations & Installation

1Stop Introduction for Operations & Installation

Introduction

Ditch the chaos and take full control of you installations. The Job module is the central hub for managing the installation process. It provides a single location for tracking all aspects of a Job, from scheduling to completion. Once a Sale is approved by management, 1Stop automatically generates a Job record that is linked to all the relevant submodules (e.g., Products Ordered, Permits, HOAs, Subcontractors) required to manage the installation. In this article, we provide an overview of the entire Job process, and all of the sub-modules to help you be faster and more profitable.

Tip
Below, we've outlined 10+ Job sub-modules that cover various aspects of installation management, such as product orders, inventory requests, subcontractor work, permitting and more. However, the utilization of these modules is at your discretion; you can opt to use them when you're prepared, aligning with your specific business needs. It's important to note that these modules are not mandatory to start benefiting from 1Stop.

Key Modules for Operations and Installation Teams

Jobs Module

The Jobs Module serves as the central hub for managing the entire installation process. Once a sale is approved by management, a Jobs record is automatically created. In addition to managing all relevant components of an installation, including all the modules referenced below, the Jobs record fulfills the following key functions:
  1. Sale Review Process - This stage ensures that what has been sold can be installed and completed profitably.
  2. Installation Scheduled - This stage ensures the proper scheduling and assignment of all jobs.
  3. Installation Commencement and Completion - This stage ensures each job is started and completed in a timely and efficient manner.
Each Job record also tracks the days from Sign to Site Visit, Signed to Approve, Sign to Install Start, Approve to Install Start, Install Start to Initial Estimated Start, Days in Complete Pending and Days in Complete Final. These stats are provided to help the team streamline the Job completion process.

Products Ordered Module

The Products Ordered Module is where you manage any product that needs to be ordered for the job. Once it is determined that product is required to be ordered,  a Product Order record is created to manage the following functions:
  1. Order Entry - This state is where the product order is entered and prepared to be released.
  2. Order Released - This state tracks when the order is officially released to the vendor.
  3. Partially Received - This state tracks when an order is partially received and automatically creates a new Product Order record for the items not received. 
  4. Product Received - This state tracks when the product is fully received
  5. Bill Approved - After the bill is received for the product and it is reviewed and approved, it enters this stage. An Expenditure record is created automatically for the accounting team to to process the approved bill.
  6. No Cost Approved - This state includes all product orders that have been approved with $0 costs associated with them. 
Each Product Order tracks the days from order release to order received to assist in approving scheduling. In addition, each Product Order record also tracks related permit and engineering records to assist on when each order can be released.  

Inventory Requests Module

The Inventory Request Module is where you select items from inventory required for a job. Once it is determined that inventory items are needed, a Inventory Request record is created to manage the following functions:
  1. Reserve - This stage ensures the the inventory items are reserved for stocking purposes.  
  2. Picked - This stage tracks when the inventory items are picked and prepared to be shipped to the Job site.
  3. Return - This stage ensures that any items that need to be returned are added back into inventory. 

Shipping Ticket Module

The Shipping Ticket Module is where you manage getting products and inventory items from the warehouse to the jobsite. Once a Product Order is received or and Inventory Request is picked those respective items are added to the shipping ticket to manage the following functions:
  1. Shipping Reviewed - This is the stage where the warehouse manager ensures that all product and parts and supplies for a job are added to the truck for delivery.
  2. Shipping Completed - This is the stage where all materials have been successfully delivered to a job site.

Permits Module

The Permits Module is where you manage all permits related to a Job. Once it is determined that a permit is required, a Permit record is created to manage the following functions:
  1. Permit Submission - This stage ensures all required documents are compiled for submission.
  2. Permit Corrections - If not approved, this stage ensures corrections are made and the permit is resubmitted.
  3. Permit Issuance - When the permit is approved and issued, it enters this stage. 
  4. Permit Revisions - If revisions are required after a permit is issued, this stage ensures appropriate revisions are made and the permit is resubmitted.
Each Permit record also tracks the days from setup to submission, submission to issuance and the total number of submissions to help the team streamline the permit submission process. 

HOAs Module

The HOAs Module is where you manage the HOA approval process, if applicable. Once it is determined that an HOA approval is required, a HOA record is created to manage the following functions:
  1. HOA Submission - This stage ensures all required documents are compiled to submit to the appropriate HOA.
  2. HOA Corrections - If not approved, this stage ensures corrections are made and the HOA is resubmitted.
  3. HOA Approval - When and HOA has been approved, it enters this stage.  
Each HOA record also tracks the days from setup to submission, submission to approval and the total number of submissions help the team streamline the HOA submission process.

Engineering Module

The Engineering Module is where you manage the engineering process to ensure all required engineer documents are completed. Once it is determined that engineering is required, an Engineering record is created to manage the following functions:
  1. Engineer Submission - This stage ensures all required documents are compiled to submit to the engineering company.
  2. Engineer Corrections - If modifications are required, this stage ensures corrections are made and the engineering documents are resubmitted.
  3. Final Plans Received - When the engineer company has completed the final plans, it enters this stage.
Each Engineer record also tracks the days from setup to submission, submission to final plans received and the total number of submissions to help the team streamline the engineering submission process.

Inspections Module

The Inspections Module is where you manage any inspections required for permits associated with the Job. The Inspection records are created to help manage the following functions:
  1. Inspection Setup - This stage ensures the Inspection record is setup and ready to schedule.
  2. Inspection Scheduled - This stage ensure the inspection is scheduled with the appropriate permit department.
  3. Inspection Failed - If the inspection failed, this stage ensures corrections are made and the inspection is rescheduled.
  4. Inspection Passed - If the inspection successfully passed and the inspection record is closed, it enters this stage.
Each Inspection record also tracks the days from initial schedule to pass as well as the total number of inspections scheduled to help the team streamline the inspection approval process. 

Subcontractors Module

The Subcontractors Module is where you manage subcontractors, if applicable.  Once it is determined that a subcontractor is required, a Subcontractor record is created to help manage the following functions:
  1. Estimate the Cost - This stage is where you setup and estimate what the subcontractor cost will be for this job.
  2. Receive and Approve Bill - This stage ensures subcontractor bill is received, reviewed for accuracy and approved.

Employee Worksheets Module

The Employee Worksheets Module is where you can enter employee related per item completed costs associated with a Job. Employee Worksheets can be created for the install leads to manage the following functions for each Job:
  1. Add Worksheet Items - This stage tracks the items that were completed and any other pay consideration for the employees. It also includes any relevant notes for the approval of the per item included.
  2. Submitted - This stage tracks when the worksheet is completed and submitted for the respective job. 
  3. Approved - This stage tracks who and when a Employee Worksheet was approved. 
When an Employee worksheet is approved, Payroll record is created for each employee associated with the worksheet.

Time Logs Module

The Time Logs Module allows you to to track employee time on specific jobs. Whenever an employee clocks-in or requests personal or vacation days, a Time Log record is automatically created. This log is utilized to monitor and document the approval of an employee's hours and can be utilized by you accounting team to facilitate payroll processing.  The Time Log also provides the ability to allocate direct employee related time to relevant job cost records.

Expenditures Module

The Expenditures Module is where you enter all costs associated with a Job, excluding Products Ordered, Subcontractor and Employee Labor. When expenditures are incurred, an Expenditure record should be created to manage the following functions:
  1. Type and Completion - This stage identifies if the expenditure is from a Vendor, a credit card charge, or an employee expense report. It also prompts the user to complete the relevant details about the expenditure, including attaching the appropriate receipts or invoices.
  2.  Approval - This stage tracks when the expenditure is approved by the appropriate manager.

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