Sample deliverable: Build & Run
Platform plan and month 3 operations report
Copperline Mechanical. A 40-person HVAC contractor running dispatch on spreadsheets and a whiteboard.
Sample deliverable prepared for a fictional client. Names, figures, and findings are illustrative.
1Summary
Copperline Mechanical books around 600 service calls a month across residential and light commercial customers. Jobs are taken by phone, typed into a shared spreadsheet, and assigned on a whiteboard in the shop. Technicians call in for their next job, and invoices are re-keyed into QuickBooks at the end of each week.
We will build Copperline a dispatch platform that replaces the spreadsheet and whiteboard: one place to take a job, assign it, track it in the field, and turn it into an invoice. We host it, secure it, back it up, and keep improving it for one monthly subscription.
- From kickoff to launch
- 6 weeks
- Subscription, build included
- $2,400/mo
- Minimum term
- 12 months
- Feature work every month
- 10 hours
2Scope
Who uses it
| Role | People | What they do in the platform |
|---|---|---|
| Office staff | 4 | Take calls, create jobs, look up customer and equipment history |
| Dispatchers | 2 | Assign and reorder jobs on the dispatch board, see who is where |
| Field technicians | 28 | See their day on a phone, update job status, add notes and photos, capture a signature |
| Owner and bookkeeper | 2 | Review completed jobs, approve invoices, see weekly numbers |
Version 1 features
- Job intake with customer, site, and equipment history
- Dispatch board by technician and day, with drag-to-reassign
- Technician phone view: today's jobs, directions, status updates, notes, photos, signature
- Completed jobs become draft invoices in QuickBooks Online
- Import of existing customers and equipment from the current spreadsheets
Not in version 1
- Payroll and timesheets (stays in the current payroll provider)
- Parts inventory
- A customer-facing booking app
These can be added later using the monthly feature hours.
3How it runs
- Office and field staff Sign in from any browser or phone with individual accounts
- Copperline dispatch app Hosted on Cloudflare, served over HTTPS only
- Managed PostgreSQL database Encrypted at rest, daily backups kept 30 days
- QuickBooks Online Completed jobs sync as draft invoices every 15 minutes
- Monitoring Around-the-clock uptime checks with alerts to Shipwright Labs
4Delivery plan
We build in three 2-week cycles. At the end of each cycle Copperline's team uses what was built and tells us what to change.
| Cycle | Weeks | What gets built | Milestone |
|---|---|---|---|
| 1 | 1 to 2 | Customer and equipment import, job intake | Office staff enter new jobs in the platform |
| 2 | 3 to 4 | Dispatch board, technician phone view | Dispatch runs in the platform; the whiteboard retires |
| 3 | 5 to 6 | QuickBooks sync, training, launch support | Go-live: invoices flow to QuickBooks without re-keying |
5What the subscription covers
| Item | Included |
|---|---|
| Price | $2,400/month, build included |
| Term | 12-month minimum |
| Hosting | Cloudflare application hosting and a managed PostgreSQL database |
| Monitoring | Around-the-clock uptime monitoring with alerts |
| Security updates | Critical patches within 2 business days; routine updates monthly |
| Backups | Daily, kept 30 days |
| Support response | Next business day; urgent outages within 4 business hours |
| Feature work | 10 hours per month for fixes, changes, and new features |
6Month 3 operations report
Each month Copperline receives a one-page report like this one, covering the third month after launch.
- Uptime
- 99.97%
- Releases shipped
- 6
- Support requests resolved
- 14
- Feature hours used
- 9.5 of 10
What shipped
- Technicians can attach up to 10 photos per job (requested by the service manager)
- Dispatch board shows each technician's last known location
- Faster QuickBooks sync for jobs with many line items
Incidents
One 12-minute outage on the 14th during a database provider maintenance window. Alerts fired within 2 minutes; no data was lost.
Next month
- Maintenance agreements: recurring tune-up jobs created automatically
- Weekly revenue summary emailed to the owner every Monday