Notes for owners · Industry-Specific Software Guides
How to Keep the Quote, the Factory and the Site on One Version
Keep one project file in which every revision is saved and only the approved one is released to the factory, the glass processor or the crew. Measurements, quotes, material issues and snags hang from that file. GullySystem’s interior design and tile showroom products work this way for several of the trades on its home improvement page.
Ganesh HS, Strategy and Technology, GullySystem · · 3 min read
Start with the tape measure
Interior firms, window makers, flooring and tile showrooms, painters and glass companies all begin with a measured size. It may be a room, an opening, a wall or a terrace.
Record the sizes on a phone at the site and price from your own rate list by area, running foot, module or opening. A figure typed twice is a figure that can be typed wrongly.
Save revisions and mark one approved
A client changes a chimney, a hinge, a shade or a counter on a phone call. Each change should save as a new revision of the quote, with its date.
Mark the revision the client approved. The factory, the glass processor and the crew should read only that one. An old cutting list is paid for in a remade carcass or a scrapped frame.
- Every quote revision saved with its date
- One revision marked as approved
- Cutting list released from the approved revision only
- Re-measurement after plaster kept beside the first size
Track material by project, lot and shade
Plywood, boxes, tins, profiles and silicone leave the store for several sites. Record what was received, issued and returned for each project.
For tiles and flooring, record the lot and shade of every box. A second lot that does not match is plain to see in a finished floor.
Check readiness before a crew goes
Crews reach sites that are not ready. Plaster is wet, a plumbing point is missing or material has not arrived. The day is paid anyway.
Confirm readiness before assigning an installation or fitting team. Log each item as it goes in, with photographs.
Close with snags, stage bills and warranty
Handover waits on a snag list, and the last payment waits on handover. Close each snag against a name, and link each stage bill to work done.
Warranties and AMCs run for years. Keep the warranty against the area or unit it covers, with its end date, so a callback is checked against what was applied.
Revision and readiness sheet
Give each project one row listing the approved revision, the date it was approved and who released it to the factory. Add columns for site readiness and open snags. A blank cell shows where the site and the factory could drift apart.
Open a blank worksheet to printQuestions owners ask
Does this replace our design or cutting software?
No. You keep drawing in AutoCAD, SketchUp or your own tool, and cutting optimisation stays with your fabrication software. The project record holds the drawings and versions around them.
Can one product serve designers, showrooms and contractors?
Not on its own. The interior design product fits designers, kitchen makers and fit-out firms, and the tile showroom product fits tile and flooring dealers. Other trades have products of their own or are built to order.
Can software tell us whether two lots will match?
No. Shade matching is still done by eye, box against box. The system records which lot went to which site, so the person picking extra boxes knows which one to send.