Complete job management for installation projects — from quote to invoice

Imagine this scenario: the client requests a change to the quote, the project manager reports a delay due to a supplier, and the accounting department can’t close invoices because actuals don’t match. It’s a familiar spiral — draining time, margins, and peace of mind.

A typical job: from the first meeting to the final invoice

Here’s how it really happens. The technical manager in a plant engineering company receives a request, prepares a quote, and sends it to the client. During execution, variations occur: extra hours, unexpected purchases, subcontracting. At month-end, the person issuing invoices doesn’t have updated data and spends hours reconstructing actuals. The result? Late invoices, disputes, and weakened margins.

Smooth workflow with an integrated ERP

With a cloud-integrated ERP — like Business Central or a vertical solution such as So Smart — the story changes. Here’s how the same workflow unfolds without friction:

1. Structured and immediately actionable quote

• ✅ WBS templates and standardized work items: the quote already includes the structure of activities.
• ✅ Price lists and role-based rates: estimated hours are automatically valued based on the roles involved.
• ✅ Margin simulation: before sending the quote, see the estimated profitability immediately.

2. Resource planning and assignment without losses

The Work Breakdown Structure (WBS) turns into tasks assigned to people and equipment. Deadlines and dependencies are visible to everyone: technical office, project manager, and on-site staff.

• ✅ Integration with Microsoft Project for complex plans and dependencies.
• ✅ Planner/Teams for routine tasks, communication, and document sharing.

3. Real-time execution and actuals

Every hour worked, every purchase, and every subcontracting is recorded directly on the job: no more scattered sheets or forgotten emails.

• ✅ Time tracking with automatic valuation based on role and price list.
• ✅ Expense and purchase allocation directly to project activities.
• ✅ Actuals always updated, available for technical and accounting review.

4. Flexible and timely invoicing

Transitioning to accounts receivable is no longer a leap of faith: you can issue summary invoices, milestone-based invoices (SAL), or bill individual activities automatically.

• ✅ Configurable invoicing models (hours, SAL, fixed amount).
• ✅ Automatic generation of summary invoices for centralized volumes.
• ✅ Outstanding balance control and visibility on amounts not yet invoiced.

Concrete benefits — what changes for your business

Implementing an integrated process means measurable results:

• ✅ Reduced closing times for jobs and invoices.
• ✅ Protected margins thanks to continuous comparison between quote and actuals.
• ✅ Fewer disputes and stronger client relationships.
• ✅ Greater collaboration between technical staff, project managers, and accounting.

Tools and integrations that make a difference

A modern ERP doesn’t work alone: integration with Microsoft tools creates a powerful operational ecosystem:

• 🔗 Business Central as the management core (budget, costs, invoicing, reporting).
• 🔗 Microsoft Project for advanced technical planning.
• 🔗 Microsoft Planner and Teams for daily operations and communication.
• 🔗 Excel and Power BI for analysis, pivot tables, and custom dashboards.

A practical example

Your company receives an order to renovate the heating system of a public building. With the new process:

1. The quote is created in 30 minutes with WBS and predefined price lists.
2. The project manager assigns tasks in Project.
3. Hours are recorded on-site via mobile; purchases are allocated to the job.
4. At the end of the milestone, accounting generates the summary invoice automatically.

Time saved: dozens of hours per job. Margin maintained: yes.