Work arrives as an email, a portal download, or a CSV. The hub turns it into a job on a board, gets it approved and returned with one action, and puts it on the right crew's list. Nobody retypes it on the way.
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How a work order becomes an assigned job without being retyped
Coming in the explainer series. Until then, the mechanism is written out below.
Ask any prime how they get assigned work and the answer is a list. An email with an RFP attached. A portal where tickets appear. Three CSV downloads a morning for tickets, work orders, and trouble tickets. Sometimes the RFP has to be signed and sent back before the job is real.
Then somebody in the office reformats it. The codes and quantities get keyed into a tracking sheet. The sheet gets sent to a crew lead by text. The signed RFP gets scanned and filed somewhere. If the ISP changes a quantity, the sheet is wrong and nobody knows until the invoice bounces.
The person doing that work is usually the one who is also supposed to keep the dashboard current. Both jobs suffer, because both jobs are copying and pasting.
The hub is an intake address and a board. Work sent to the address, or pulled from the portal export, becomes a job record with the codes, quantities, addresses, and requirements already on it. From there it moves through gates that each have one owner.
The RFP, work order, or ticket file lands on the board as a job. Codes and quantities are extracted into the record, not retyped. The original stays attached.
The manager opens the card, checks the scope against the codes list, and approves. If the ISP needs the RFP signed and returned, that happens from the same card, in one action. The signed copy is on the record.
The job goes to a crew or a sub. It appears on their list in the priority order you set. Reassign it, and it drops off one list and onto another.
The crew works the job from their list. What they enter is limited to the codes on the RFP. Photos, quantities, and ticket numbers land on the same record. See map to invoice for what happens next.
The point of the board: every job coming in lands somewhere for somebody to pick up and take the next step. No job is waiting in an inbox that only one person checks.
The person who used to spend the morning on downloads and reformatting is not doing that anymore. They review the board, chase the exceptions, and take on more work, because the steps that used to live in their head (sign this, return that, text the crew, update the sheet) are the gates on the record.
The manager stops being the bottleneck for approvals. An RFP waiting on a signature shows as waiting on the manager, by name, on a board everyone can see. It gets signed because it is visible, not because somebody remembered to ask.
And when the ISP asks where a job stands, the answer is on the card. Nobody calls the crew to find out.
An intake address, a portal export, or both, but every job comes in the same way so every job lands on the board.
The RFP's own items become the job's items. That is what the RFP tracker bills against later.
A job that needs a signature waits on a named person, visibly.
Not a text, not a sheet. If it is on the list, it is theirs.
How the door is built depends on how your ISPs send work. That is scoped in the Operations Audit, on your real inbox, before anything is built.
No. The portal is where the ISP publishes work. The hub is where your company receives it, approves it, and assigns it. Portal exports and emailed RFPs both feed the same board, so the office works one list instead of several.
That is a gate on the card. The manager approves, signs, and returns it in one action, and the signed copy stays on the job record. The job cannot be assigned until the gate is closed, and the board shows who it is waiting on.
Subs see their own list: the jobs assigned to them, in priority order, with the codes and quantities from the RFP. They do not see other subs' work or the prime's approvals. Reassigning a job moves it between lists.
The board feeds job tracking and the RFP tracker. What the crew does with the job is map to invoice, and how the sub bills against it is sub invoicing.
Would it be a bad idea to trace one RFP from your inbox to the crew's phone on a 30 minute fit call? No pitch. We will tell you whether an Operations Audit is a fit.
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