ROLES

Roles

A job passes through more hands than the person who priced it. The owner, the estimator, whoever answers the phone, the crew on site and whoever does the books all work from the same document — each seeing the part of it that is theirs.

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OwnerFULL ACCESSSees every job, every margin and every payment without asking anyone to pull a report.✓Margin on every quote before it goes out✓Every payment recorded against its job✓One number for what is owed

EstimatorPRICES AND SENDSDescribes the job, checks the numbers the rate book produced, and sends it the same afternoon.✓The rate book, already applied✓The sent and the signed, one list✓Change orders priced off the original

SalesWINS THE WORKRuns the conversation from first call to signature, and knows which quotes are still live without asking anyone.✓Every quote and where it stands✓Who opened the quote, and when✓Signature and deposit on the same page

Project ManagerRUNS THE JOBHolds the programme together: what is approved, what is waiting, what the client has been told and by whom.✓Every job and its current state✓Change orders against the original scope✓The whole chain, quote to invoice

PurchasingBUYS THE MATERIALSTakes the quantities off the signed document and orders against them, so the takeoff and the invoice agree.✓Quantities straight off the signed scope✓What was added by change order✓Cost against the price that was quoted

OfficeRUNS THE PAPERWORKAnswers the phone, chases the signature, files what came back and knows where every job stands.✓Every document for every client✓Who has read it and when✓The signed copy filed for both sides

ForemanON SITEOpens the work order on a phone, sees the scope, and raises what changed before it becomes an argument.✓The work order, open on a phone✓Scope and quantities off the signed document✓A change order raised from the van

BookkeeperTHE BOOKSReconciles what came in against what was invoiced, with the receipt attached to the line that caused it.✓Payments matched to their invoices✓Nothing to key in twice✓A receipt trail with dates and amounts

Who Can Do What

Four seats carry the permissions; the eight hats above wear them. The owner holds the Owner seat, the office and whoever runs the numbers sit in Admin or Estimator seats, and the crew on site holds Field.

CAN THEYOWNERADMINESTIMATORFIELD

View contacts & leads✓✓✓✓

Edit contacts✓✓✓—

Create & send quotes✓✓✓—

Move pipeline stages✓✓✓—

View projects✓✓✓✓

Upload job photos✓✓✓✓

Record payments✓✓——

View finances✓✓——

Manage team✓———

Manage settings✓———

This is the same matrix the product shows on its Team page — the contract multi-seat accounts will enforce when they land. Today a workspace starts with one full seat, and one person usually wears several of the hats above.

Workspace

What holds it together when there is more than one of you in the account — with what ships today marked plainly.

Your ratesTODAYOne rate book for the business. Labour, materials and equipment — described once, applied to every document.

Your rulesTODAYMarkup, tax, deposit percentages and payment terms. Set once and every document obeys them.

Company settingsTODAYLegal name, address, logo and the terms that print on the back page.

Shared templatesTODAYOne set of documents for the business. Change the terms once and the next quote carries them.

Activity trailTODAYSent, viewed, signed and paid — each with a timestamp against the document it happened to.

Seats and rolesWITH MULTI-SEATAdd a person, pick a seat from the matrix above, done. The contract is published before the enforcement arrives.

Assignment and alertsPLANNEDEvery job has an owner, and signed, paid or opened is told to the person it belongs to.

ApprovalsPLANNEDDiscounts, credits and rate changes wait for whoever you nominate.

Branches, single sign-on and audit exports are covered on the enterprise page. Scheduling and crew dispatch live in MeloJobs.

Eight people, one document, nobody asking who has the latest version.

Start with one seat and the whole document chain. Multi-seat lands on the same workspace — the matrix above is the contract it will enforce.

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