Automated Email Capture
- Checks sales inboxes every 5 minutes in business hours
- AI extracts contact, project, lead type, address, dimensions and attachments
- Thread replies merge into the existing lead
- Spam filtered before any AI runs
Case Study · Manufacturing & Installation
An Operations Portal for a Custom Steel Door & Window Company
One role-aware platform covering the whole job lifecycle — inquiry, quote, deposit, CAD drawings, procurement, shipping, installation, final payment and warranty — with secure pages for clients, builders and homeowners.
Visit sightlinesteeldoors.comThe Challenge
A premium steel door and window maker was running complex, high-value jobs across a mix of tools that didn't talk to each other.
- Leads arriving across several sales inboxes with no single record
- Quotes built by hand from a complex, tiered price book
- Deposits, CAD drawings, procurement and installs tracked in spreadsheets and paper checklists
- Clients, builders and homeowners with no easy way to see status or approve work
- Around 30 delivery steps per job that were easy to miss
01
Lead Intake & CRM
Every inquiry lands in one place, with AI doing the data entry.
Smart Intake Form
- One form that adapts to builders or homeowners
- Builders: construction stage, rough-opening status, plans
- Homeowners: photos and rough dimensions
Leads & Customers
- Gapless, permanent L-#### and P-#### IDs
- Pipeline stages with closing reasons
- Activity timeline, merge duplicates, one-click conversion
- Builder compliance checklist: insurance, W-9, lien waivers
02
Pricing Catalog & Proposal Builder
A no-code price book feeding a proposal builder that handles tiers, tax and e-signature.
Pricing Catalog
- Profiles priced per square foot at four tiers
- Per-unit, single and double-door pricing with upcharges
- Admin-added sections appear on every door
- Percentage price changes in one step
Proposal Builder
- Doors built from catalog dropdowns, square footage auto-calculated
- Per-proposal price overrides
- Tax rules by client type
- AI import turns takeoff text into line items
Delivery & Change Orders
- Secure web links with open and view tracking
- Typed, timestamped signatures
- Auto-expiry after 30 days
- Change orders approved through their own link
03
Payments & Project Delivery
From deposit to warranty, the whole job runs in one system.
Payments & Finance
- Deposit, progress, final and refund payments
- Branded payment requests with ACH, card or check
- Expenses and accounts receivable aging
Project Milestones
- About 30 milestones per project
- Auto-filled from proposals, payments and CAD records
- Project managers confirm or override
Procurement & Containers
- Hardware orders, inventory and low-stock alerts
- Container planning by square footage
- Capacity bars and deadline banners
Scheduling & Installation
- Weekly calendar with two-way Google Calendar sync
- Pre-install site visits
- Punch lists, time tracking and client sign-off
Field Crew App
- Phone-friendly view of today's jobs
- Time clock, checklists and sign-off
Client & Builder Portals
- Secure links, no login needed
- Project progress with expiring links
- Builders update site readiness
04
Communication, Intelligence & Governance
Guidance, safety and access control built into every page.
Communication
- One branded layout for every automated email
- Template gallery with live previews
- Email test mode that redirects all mail safely
- Weekly internal digest
"What's Next" & AI Guide
- Panel listing expiring proposals, silent leads, overdue payments
- Floating AI assistant that knows the current page
- Dashboard and analytics with date filters
Roles & Admin
- Admin, office, sales and field crew roles
- Data permissions enforced on every record type
- AI credit usage dashboard
- Onboarding guide and team playbook
Engineering Principles
One System
Spreadsheets, inboxes and paper checklists replaced by one role-aware platform.
No Duplicates
Tracked messages, thread merging, one deposit per proposal and gapless IDs.
Automatic Sync
Data-driven workflows keep milestones, square footage and status current.
Web Over PDF
Secure web proposals and download links replaced garbled PDFs and attachments.
One Owner
Requests go to one assigned owner instead of the whole team.
Results Delivered
- Every lead captured automatically from email and the website
- Proposals built from a live price book, signed online
- Deposits created automatically when a proposal is accepted
- Around 30 delivery milestones tracked and auto-filled per job
- Clients, builders and crews each get their own simple view
- Clear visibility of what needs attention on every page