Stage
Intake
What starts the job: phone call, email, plan set, paper folder, service request, or Alicia scan.
Job Folder Workshop
Map how a job folder moves through intake, scheduling, field work, records, billing, and closeout so the SOP can be checked before it becomes automation.
Dixieland Job Folder WorkshopSeeded from SOP workshop canvas on 2026-05-29
Stage
Classify
Decide whether the packet is residential, commercial, service call, T&M, or unknown.
Stage
Schedule
Decide how the packet enters the day/date queue and whether there is a printout.
Stage
Assign
Assign crew, materials, truck, and daily work responsibilities.
Stage
Field Work
Capture daily work records, rough-in sheets, material notes, service notes, and T&M support.
Stage
Job Records / Q&A
Decide where the work becomes a record: Q&A today, Drive folder, Notion index, recreated print-sheet fields, or future system.
Stage
Billing / Review
Confirm commercial billing, T&M billing, service-call packets, POs, and restricted finance review.
Stage
Archive / Closeout
Decide where the finished packet lives: Drive job folder, Notion row, restricted folder, or approved template.
Person
Alicia Cornwell
Operations Lead. Confirms source scans, office process meaning, folder rules, and Contractor Foreman workflow context.
Person
Ashley Bowman
Receptionist / Front Desk. Likely touches phones, scheduling, client greeting, and intake handoff.
Person
Amy Terwilliger
Administrative Assistant. Likely touches Q&A database work, office admin, and long-term job record knowledge.
Person
Willy Brown
President. Confirms leadership approval, scheduling/operations validation, and scanner-folder fix priority.
Person
Liz Brown
Co-owner / Director. Confirms ownership decisions, budget approval, QuickBooks ownership, and Ray transition context.
Person
Danny Brown
Next-Gen Owner in commercial estimating. Confirms commercial estimating and bid-review workflow.
Person
Kelly Engel
Project Manager and Estimator. Touches estimating, project management, and residential/commercial coordination.
Person
Mike Gatwood
Estimator. Touches estimating, bid support, and job setup context.
Person
Shi Phillips
Junior Project Manager. Touches project management support, job status follow-up, and documentation handoff.
Person
Trish Bailey
Purchasing / Materials. Touches POs, materials receiving, and fleet/truck maintenance records.
Person
Lee Treadway Pittman
External consultant. Helps shape operations modernization, Q&A migration, and scheduling workflow.
Person
Chase Treadway
CT Solutions external consultant. Owns IT infrastructure, Drive/Notion/Obsidian/repo setup, security, and automation planning.
Question
Who touches a new job first?
Options include front desk, Alicia, estimator, field lead, or another owner.
Question
Who decides job type?
Residential, commercial, service call, T&M, or unknown needs a clear owner.
Question
Who approves billing support?
Commercial billing, T&M billing, service-call packets, POs, and restricted finance review may need different approvers.
Question
Who can see restricted job data?
Payment evidence, check copies, profit/loss, payroll, bank details, and credentials need boundaries.
Question
What means job folder complete?
Need a plain checklist before automation.
Question
Which print sheets should be recreated?
For each sheet Alicia showed, decide whether to recreate as printable template, capture as database fields, or keep as source-only reference.
Print Sheet
Daily Work Record
Candidate rebuilt print sheet and future Daily Work Records database mapping.
Print Sheet
Commercial Billing Page
Candidate rebuilt print sheet and future Billing Review mapping. Requires restricted-field review.
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