ees-inventory

byPriyank Dave

Problem GE Powerzone runs on ServiceM8 (jobs) and Xero (accounting), but critical workflows are still manual: work orders arrive as emails/PDFs and must be hand-entered; technician notes are messy free-text needing cleanup before quoting/invoicing; job status, quote follow-ups, supplier responses, and parts stock all require checking multiple systems with no single view. Solution A centralized operations intelligence layer that integrates with ServiceM8 + Xero via their APIs and adds automation + a unified dashboard on top — without replacing either system. Automation components: Extract structured data from incoming work-order emails/PDFs (customer, location, appliance, fault) → drafts jobs for review before creation Clean up technician notes into structured repair records (appliance, fault, action, parts, follow-up quotes needed) Track job status end-to-end (created → diagnosis → quote → parts → repair → invoice), synced with ServiceM8 Automate supplier price/availability inquiries + auto-follow-up if no response in 7 days Automate customer quote/estimate follow-ups if no response in 3–7 days Track inventory (stock levels, storage locations, min-stock alerts, usage per job) Track payments/invoices via Xero (paid/unpaid/overdue) Dashboard: single view combining job pipeline, quote/estimate status, supply chain (POs, supplier responses, inventory), financials, and admin alerts (missing data, overdue quotes/suppliers, delayed repairs). Analytics (post-digitization): parts usage/failure trends, supplier performance (response time, delivery, pricing), repair trend analysis, technician/job efficiency metrics. Later add-on scope — Parts Intelligence & Reconciliation Engine: prevent duplicate part ordering/quoting across overlapping open jobs via a central parts usage ledger, cross-job matching (SKU/name/appliance/issue), install-event tracking, pre-quote validation with override, job linking, and AI-assisted similarity detection + alerts. Rollout Phase 1 — Digitization & visibility (ingestion, notes cleanup, dashboard, job tracking) Phase 2 — Supply chain & quote automation (inventory, supplier tracking/follow-ups, customer quote follow-ups) Phase 3 — Financial + operational analytics (Xero payments, parts/supplier/repair analytics) Core principle Automation drafts/suggests (jobs, formatted notes, alerts) — a human always reviews and approves before anything writes into ServiceM8 or Xero. Above is my project. Ask me any questions you want before assuming anything about this project before building.