Service Pro Management System � Scope

a

Scope

Customer Enquiry Management

Log, assign, and track enquiries from first contact through quote, confirmation, and conversion to order. Full follow-up log history per enquiry with channel and status tracking.

Engineer Visit Scheduling

Schedule, reschedule, complete, or cancel site visits per enquiry. Assign engineers, set time slots and durations, and track visit status end-to-end with automated email notifications.

Order & Payment Management

Convert confirmed enquiries to orders. Track total amount, deposit, and balance payments. Record instalments with payment type, date, and method. Full payment history and pending payment views.

Employee & Department Management

Manage employees with auto-generated codes (EMP-0001), assign to multiple departments (Sales, Design, Installation, Manufacturing, Management), and control role-based access across the platform.

Dashboard & Reporting

Admin dashboard with KPI cards for enquiry counts, order pipeline value, today's visits, and upcoming installations. Reports covering revenue, employee performance, enquiry sources, and trends over time.

Automated Email Notifications

Gmail SMTP-powered transactional emails triggered on key events � visit scheduled/rescheduled/completed, order confirmations, and status updates � keeping customers and staff informed automatically.

Enquiry Status Pipeline

New

Logged

In Progress

Assigned

Visit Scheduled

Engineer booked

Visit Done

Surveyed

Quote Sent

Awaiting decision

Confirmed

Ready for order

Converted

Order created

Order Status Pipeline

Confirmed

Deposit Paid

In Production

Ready to Install

Install Scheduled

Installed

Completed

b

Features & Functionality

Module / Area	Key Functionality	Highlights	Status
Authentication	JWT-based login with role middleware (Admin / Staff)	Protected routes; admin-only write operations enforced server-side	Live
Customer Management	CRUD with auto-codes (CUST-0001), search, multi-channel source tracking	Phone, WhatsApp, email, full address; linked enquiry history per customer	Live
Enquiry Management	Log enquiries with product interest, channel, priority, budget estimate	Auto-codes (ENQ-0001); assign to staff; full follow-up log with status transitions	Live
Employee Management	CRUD with auto-codes (EMP-0001); multi-department assignment	Departments: Sales, Design, Installation, Manufacturing, Management	Live
Visit Scheduling	Schedule, reschedule, complete, cancel visits per enquiry	Engineer assignment; duration tracking; email notifications on every status change	Live
Daily Schedule View	Engineer diary view filtered by date	All visits for the day with customer address, time slot, and status at a glance	Live
Calendar View	Visual calendar of all scheduled visits and installations	Admin-only; cross-engineer visibility for scheduling decisions	Live
Order Management	Convert confirmed enquiry to order; full order lifecycle tracking	Auto-codes (ORD-00001); total amount, deposit, balance; log history per order	Live
Payment Tracking	Record deposit and balance payments with method, date, and notes	Auto balance calculation; pending payments dashboard; payment history per order	Live
Admin Dashboard	KPI cards: enquiry counts, order pipeline value, visits today, upcoming installs	Recent enquiries, overdue items, today's visit schedule � all in one view	Live
Reports	Revenue reports, enquiry trends, source breakdown, employee performance	Date-range filtering; chart-ready data for frontend visualisation	Live
Organisation Settings	Configurable company name, contact info, branding settings	Admin-only write; staff can read; used globally across the platform	Live
Email Notifications	Automated transactional emails via Gmail SMTP	Async dispatch; visit confirmations, reschedule alerts, order updates	Module 4

Module Roadmap

Module 1 ?

Customer Enquiries

Enquiry logging, follow-up logs, customer records, employee assignment

Module 2

Engineer Visit Scheduling

Visit creation, rescheduling, completion, cancellation, daily diary

Module 3

Daily Schedule View

Per-engineer day view for visit planning and conflict avoidance

Module 4

Email Notifications

Gmail SMTP transactional emails on key status changes

Module 5

Employee & Department Mgmt

Full CRUD for employees and departments with role assignments

Module 6

Order Management

Convert enquiries to orders, track production, payments, and installation

c

Pictorial Process Flow

?

Enquiry

Customer logs interest

?

Assign & Follow Up

Staff assigned; logs added

?

Site Visit

Engineer surveys & quotes

?

Confirm & Convert

Quote accepted ? Order

?

Payments

Deposit & balance tracked

Install & Complete

Production ? Install ? Done

1

Customer Contacts � Enquiry Logged Staff logs the enquiry at /enquiries/new. Auto-code ENQ-0001 assigned. Customer record created (CUST-0001) or matched from existing. Product interest, channel (Phone/Email/Walk-in/Website), priority, and budget estimate recorded.

2

Assign & Status ? In Progress Admin assigns enquiry to a staff member. Status updated to In Progress. Follow-up logs added per interaction � each log captures channel, notes, and optional status change.

3

Visit Scheduled ? Engineer Surveys Site Admin creates a visit from the enquiry. Engineer assigned, date and time slot set. Status ? Visit Scheduled. Email notification dispatched to customer. Visit appears on the engineer's Daily Schedule and admin Calendar view.

4

Visit Completed ? Quote Sent Engineer completes visit; admin marks it Complete. Enquiry status moves to Visit Done, then Quote Sent once the quotation is delivered to the customer (via email or in person).

5

Quote Accepted ? Enquiry Confirmed ? Order Created Customer confirms. Enquiry status ? Confirmed. Admin clicks "Convert to Order" � an order record (ORD-00001) is created linked to the enquiry and customer. Enquiry status ? Converted to Order.

6

Deposit Collected ? Production Begins Deposit payment recorded against the order. Order status ? Deposit Paid ? In Production. Balance payment amount and expected installation date tracked throughout.

7

Ready to Install ? Installation Scheduled ? Installed ? Completed Order progresses through production. Installation scheduled via the visit module. Final balance recorded upon completion. Order status ? Completed. Full audit trail preserved in order logs and payment records.

d

Data Flow Diagram

Inputs

Staff / Admin Login (JWT)

Customer Details (phone, address, source)

Enquiry Data (product, channel, priority)

Follow-up Log Entries

Visit Schedule (engineer, date, time)

Visit Completion / Reschedule

Order Conversion (amount, deposit date)

Payment Records (deposit / balance)

Employee & Department Data

Organisation Settings

USP API Engine

Node.js � Express � PostgreSQL

? JWT Auth Middleware
? Role Guards (Admin/Staff)
? Business Logic Controllers
? Auto-Code Triggers (DB)
? Updated_at Triggers
? Email Dispatch (async)
? RESTful JSON API

Outputs

Dashboard KPIs & Stats

Enquiry List (filtered / searched)

Customer Detail + Enquiry History

Visit Schedule (daily + calendar)

Order Detail + Log History

Pending Payments List

Payment History per Order

Reports (revenue, performance, source)

Email Notifications (visit / order)

Employee Performance Data

Entity Relationship Summary

          Departments ? Employees (M:N via employee_departments)
          
          Customers ? Enquiries (1:N) ? EnquiryLogs (1:N)
          
           ? Visits (1:N) ? assigned to Employee
          
           ? Orders (1:1) ? OrderLogs (1:N)
          
           ? OrderPayments (1:N)
          
          All tables: created_at, updated_at auto-maintained via DB triggers

e

Technology Stack

Frontend

React

SPA with React Router; functional components and hooks throughout

v18 � CRA

Backend

Node.js + Express

RESTful API with controller/route separation; async/await throughout

Node v18+

Database

PostgreSQL

Relational DB with triggers for auto-codes and updated_at timestamps

v14+

Auth

JWT

Token-based authentication; role middleware (Admin / Staff) enforced on all routes

jsonwebtoken

HTTP Client

Axios

Centralised API layer in frontend; proxied to backend on dev, configured for prod

axios

Email

Nodemailer

Async Gmail SMTP transactional emails; templated HTML notifications

nodemailer

DB Driver

node-postgres (pg)

Connection pool for all database queries; parameterised queries throughout

pg pool

Dev Tooling

Nodemon

Auto-reload on backend changes during development

npm run dev

Environment

dotenv

Environment variable management; .env.example provided for setup

.env

Package Mgmt

npm

Separate package.json for frontend and backend; proxy configured in frontend

npm

Version Control

Git / GitHub

Source code hosted on GitHub; structured commits per module

GitHub

Planned

Railway / Cloud

Cloud deployment target; PostgreSQL and Node.js service containers