Problem It Solves

Many teams juggle multiple tools—spreadsheets for projects, CRMs for customers, separate quote systems, and disparate task trackers—resulting in siloed data and wasted time switching between apps. Without a unified view, it’s hard to keep everyone aligned, track progress, and ensure nothing slips through the cracks. By centralizing projects, customer records, quotes, and workflows into one portal, you eliminate tool sprawl, reduce manual handoffs, and give everyone a single source of truth for day-to-day operations.

Process Overview

1. Users log into the Team Operations Portal (built in Interfaces) to access tabs for Projects, Customers, Quotes, and Tasks.

2. New projects are created in the “Projects” Table with fields like Name, Owner, Start/End Dates, and Status.

3. Customer records live in the “Customers” Table, capturing details (Name, Contact Info, Industry), and can be linked to projects.

4. Quotes are generated via a form that writes to the “Quotes” Table, triggering Zaps to notify sales or finance teams.

5. Tasks and activities are managed in a “Tasks” Table, with automated reminders sent when deadlines approach.

6. All updates (project status changes, quote approvals, task completions) post real-time notifications to Slack or email so everyone stays informed.

Key Features & Capabilities

• Unified Interface Dashboard
  A single hub with tabs for Projects, Customers, Quotes, and Tasks—no more bouncing between multiple apps.

• Linked Tables for Data Consistency
  Projects, Customers, Quotes, and Tasks are stored in interconnected Tables so you can, for example, view all quotes tied to a specific customer or project.

• Custom Quote Form
  Build and embed a branded quote request form that writes directly to the “Quotes” Table and triggers automated approval workflows.

• Automated Reminders & Notifications
  Zaps send Slack or email alerts when project milestones are due, quotes need approval, or tasks are overdue—keeping teams on track.

• Role-Based Views & Permissions
  Configure who can view or edit each Table (e.g., Sales sees Customers/Quotes, Operations sees Projects/Tasks) to maintain data security and clarity.

• Easy Reporting & Export
  Generate simple exports or reports from any Table (e.g., open quotes, active projects, customer lists) for stakeholder updates or audits.

Typical Use Cases

• Small Agency
  Manages multiple client projects: tracks each project’s timeline, stores client contact info, sends quotes directly from the portal, and assigns internal tasks, ensuring nothing falls through the cracks.

• Professional Services Firm
  Onboards new clients by entering customer details, linking them to engagement projects, generating proposals in the Quotes section, and assigning deliverables in Tasks—all from one place.

• Internal Operations Team
  Coordinates cross-departmental initiatives: tracks status of IT projects, maintains a directory of stakeholders (Customers Table), issues quotes for internal cost allocations, and sets tasks for each phase.

Prerequisites & Client Responsibilities

• Brand Assets & Custom Fields
  Provide your logo, color palette, and any specific fields you need for Projects, Customers, Quotes, or Tasks so we can customize each Table and form.

• Notification Channels
  Specify where alerts should post (Slack channel names or email addresses) so Zaps can route notifications when statuses change or deadlines approach.

• Workflow Rules
  Define any approval processes (e.g., quote must be approved by finance before sending) and task reminder SLAs (e.g., “Task due reminders at T-1 day”) so we can configure Zaps accordingly.

• User Roles & Access
  Identify which team members need “Viewer” access (to monitor data) vs “Editor” access (to create or update records) in the portal’s Projects, Customers, Quotes, and Tasks sections.

• Integration Endpoints (Optional)
  If you want Quotes or Customer updates pushed into another system (CRM, accounting software), provide the necessary API credentials so Zaps can handle those downstream workflows.

Pricing

• One-Time Setup: $650
  (Configure the branded Interface portal, build and link the Projects, Customers, Quotes, and Tasks Tables, and set up all necessary Zaps and notifications.)

• Monthly Support: $130/month
  (Maintain portal configurations, adjust Table schemas or Zaps as your processes evolve, and troubleshoot any issues.)