Contact person: Customized ERP-PDF Review Sales Assistant Tool

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Location: Calgary, Canada

Budget: Recommended by industry experts

Time to start: As soon as possible

Project description:
"Sales Assistant Tool – Project Brief

Goal
This tool checks sales quotes before they go to operations and installers.
Sales staff sometimes miss parts or details.
Operations spends hours fixing these mistakes.
Installers sometimes don’t get clear information.

The tool should:
Review sales quotes (PDFs from ERP).
Confirm the right parts are included.
Check that the right unit size and type was sold.
Flag missing add-ons or non-standard items.
Create a short, clear job packet for installers.

The system must be easy to update later. New rules and checklists must be added without rebuilding everything.

Current Workflow

Sales creates quote in ERP → exports as PDF.
PDFs are stored in SharePoint. Photos also stored in SharePoint.
Once quote becomes a sales order, it goes to operations.
Operations manager checks the quote against manuals and photos.
Installers get a PDF job packet through the calendar system.
Weekly meetings are used to catch errors.

Problems Today
Add-ons (TV brackets, vent kits) are often forgotten.
Wrong unit size or type is sometimes sold.
Installers don’t always know:
Where the unit should go.
Where venting goes.
Who does gas, electrical, framing.
Operations reviews every job manually. This takes a lot of time.

Volume
4–5 sales reps.
Each creates about 2 quotes per day (~8–10 total per day).
Seasonality per rep:
Busy season: ~60 quotes/month.
Slow season: ~35 quotes/month.

Installer Needs
Installers need clear, short job packets that show:
Where the unit will sit.
Where the vent will go.
Who does which tasks (gas, electrical, framing).
That the right unit size/model and all parts are included.

What the Tool Must Do (Version 1)
Read exported PDF quotes.
Confirm correct parts (venting kits, chimney).
Check correct unit type and size.
Flag missing add-ons and non-standard requirements.
Match to rules/checklists from manuals.
Later Versions
Real-time feedback to sales before sending quotes.
Use photos to check site conditions.
Digitize installer forms (replace PDFs).
Knowledge base organized by unit model.

Constraints
ERP has limited API → start with PDF review.
Files stored in SharePoint (quotes, photos, drawings).
Output must be a short, installer-friendly packet.

Sample Documents to Be Provided
You will get sample files to help build the tool:
Sales Order – PDF
Quote – Excel/PDF formats
Product Manual – PDF
Level 1 Discovery Template – Excel
Operations Checklist – PDF
Gas Unit Installation Pre+Post Checklist – PDF

What to Include in Your Proposal
Your approach/architecture.
How you would read and check PDF data.
Timeline.
Cost estimate.
Risks or assumptions.
What other information you need to complete scoping." (client-provided description)