Briefto
Handover
Eight people, one client, about thirty-four weeks. Follow a turnkey fit-out from the first conversation to the day the keys change hands. See who does what, on which day, in which screen, and how it all ends up in one project file.
Eight people. One project file.
Pick someone to follow. Their part of the job lights up across the programme below and in every stage further down the page.
| Who | 01 BriefDay 0 | 02 RecceDay 0–3 | 03 DesignDay 3–61 | 04 BOQ & QuoteDay 61–75 | 05 ProcurementDay 75–105 | 06 ExecutionDay 105–217 | 07 BillingDay 105–238 | 08 SnagsDay 217–231 | 09 HandoverDay 231–238 |
|---|---|---|---|---|---|---|---|---|---|
| Client | Gets the brief as a link | Signs off the recce | Receives meeting minutes | Approves the quote by link | — | Reads the weekly report | Pays milestone invoices | Walks the snag list | Receives the handover file |
| Project Director | New project on the dashboard | — | Tracks milestones | Signs off pricing | — | Portfolio dashboard | Billed vs collected | Snag closure rate | Project closed |
| Designer | Writes the client brief | Joins and signs the recce | Drawings and revisions | Builds the BOQ | — | Revises drawings for site | — | — | As-built drawings |
| Project Manager | Creates project from template | Reviews and signs the recce | Reviews design tasks | Sends the quotation | Approves indents | Weekly report to client | Approves measurement books | Closes snags | Handover checklist |
| Site Engineer | — | Measures every room | — | — | Raises material indents | Daily DPR, offline | Records measurements | Logs snags with photos | Final walkthrough |
| Procurement | — | — | — | — | RFQ and comparison | Tracks deliveries | — | — | — |
| Accounts | — | — | — | Milestone payment plan | Purchase orders | — | GST invoices, RA bills | — | Retention and final bills |
| Subcontractor | — | — | — | — | — | Works on site | Paid against RA bills | Fixes snags | — |
It starts with a conversation.
The designer turns the client's wish list into a structured brief from a template. The PM creates the project from Turnkey, Consultancy or Design & Build, and the plan is ready before anyone visits site.
Who does what
Shares needs in a meeting, then receives the finalised brief as a link to check.
Fills the brief from a template, section by section, and finalises it.
Creates the project from a template. Tasks, phases, milestones and dependencies come with it, assigned by project role.
Sees the new project appear on the executive dashboard.
Measure it once. Sign it off once.
The site engineer records every room, the site's condition and its services on a phone, even in a basement with no signal. Designer, PM and client each sign the recce. A change makes a new revision you can compare line by line.
| Room | L ft | W ft | H ft | Area sq ft |
|---|---|---|---|---|
| Reception | 24 | 18 | 10 | 432 |
| Consult 1 | 12 | 10 | 10 | 120 |
| Consult 2 | 12 | 10 | 10 | 120 |
| Corridor | 30 | 5 | 10 | 150 |
| Total so far | 822 |
Who does what
Measures each room, notes site condition, power, water and access, and adds photos. Works offline and syncs later.
Joins the recce and signs off as a stakeholder.
Reviews, follows up on open recce actions, and signs.
Accepts the recce from a link on their phone with a typed name. The PM can also record a sign-off given in person.
Concept to working drawings
Concept, design development and working drawings run as tasks on a board and a Gantt. Every drawing lives in a register with its revision history, so nobody builds from Rev B when Rev C exists.
| Rev | Issue | Day |
|---|---|---|
| A | Concept | 10 |
| B | Design dev. | 31 |
| C | Working | 58 |
Who does what
Works through design tasks, uploads drawings and issues each new revision with a status. One-tap timers log the hours.
Moves tasks through review on the board and watches phase health on the Gantt.
Attends design meetings. Receives the minutes as a link with decisions and owners.
Sees milestones and team load across all projects.
Priced, approved, awarded
The BOQ is built from the drawings. The quotation carries a milestone payment plan, and the client approves it from a link. Once it's awarded, the plan the template created is the programme everyone works to.
| Item | Qty | Unit | Rate ₹ | Amount ₹ |
|---|---|---|---|---|
| 4.1 Grid ceiling, consult | 240 | sq ft | 85 | 20,400 |
| 4.2 Gypsum ceiling | 1,240 | sq ft | 95 | 1,17,800 |
| 4.3 Cove light pelmet | 180 | rft | 140 | 25,200 |
| Section total | 1,63,400 |
Who does what
Builds the BOQ section by section from the drawings and the recce measurements.
Turns the BOQ into a quotation with revision number and validity, and sends the approval link.
Sets the milestone payment plan that later becomes the client's invoices.
Approves or asks for changes from a link. The time is recorded on the quotation.
Signs off pricing and margin before the quote goes out.
Buy what the site actually needs
Indents come from site with quantities and a need-by date. Approved indents become RFQs to several suppliers, with a comparative statement showing who's cheapest. Orders and receipts are standard ERPNext purchasing.
Gypsum board 12.5 mm, needed on site by Day 110. Raised by the site engineer.
The PM approves the indent. Procurement sends it to three suppliers in one step.
| Supplier A | ₹ 412 |
| Supplier B · lowest | ₹ 398 |
| Supplier C | ₹ 405 |
Who does what
Raises indents from site with items, quantities and the date they're needed.
Approves the indent. Approval always needs a live connection, so it's never replayed from stale data.
Creates the RFQ from the indent and compares quotes side by side.
Raises purchase orders and books supplier invoices in ERPNext.
Every day on site, on record
Mobilisation, civil and MEP, then fit-out: sixteen weeks of site work. The site engineer files a DPR every evening, offline if needed. On Friday the week's DPRs roll up into a weekly report the client reads from a link.
The week's progress, photos and hold-ups, sent to the client by email or WhatsApp as a link and a branded PDF.
Who does what
Files the DPR with manpower, equipment, progress and hold-ups. Saves offline, submits once there's signal.
Reviews DPRs and submits and shares the weekly report. Logs site visits and meetings.
Opens the weekly report link, with earlier weeks one tap away.
Answers site questions with a revised drawing. Everyone sees the new revision.
Follows deliveries against orders and receipts.
Does the work. Their output is measured on site for billing.
Sees the latest DPRs and projects at risk across the portfolio.
Two ledgers, kept straight.
Billing runs alongside the site work, in both directions. The client is invoiced by milestone, with GST and retention. Subcontractors are paid by measurement: the measurement book becomes an RA bill with TDS, retention and advances worked out. Both post to ERPNext accounts.
| 30% of ₹ 18,50,000 | 5,55,000 |
| GST @ 18% | 99,900 |
| Invoice total | ₹ 6,54,900 |
Retention per invoice is tracked until release. Example
| This bill 420 of 1,240 sq ft @ ₹ 40 | 16,800 |
| Less TDS @ 1% | −168 |
| Less retention @ 5% | −840 |
| Net payable | ₹ 15,792 |
Previous bills: 820 sq ft. Rates as configured. Example
Who does what
Records what each subcontractor completed in the measurement book.
Approves the measurement book, online only, and reopens it if a quantity is wrong.
Raises milestone invoices with GST and creates RA bills from approved measurement books.
Gets paid against each RA bill, with deductions shown line by line.
Pays each milestone invoice.
Sees billed, collected and outstanding by month, and the top outstanding projects.
Find it, photograph it, close it.
Two weeks to clear everything the walkthrough finds. Each snag gets a captioned photo, a location, a severity and an owner. Closure is tracked until the list reaches zero.
Who does what
Logs each snag with photos and captions, and submits it. Works offline on site.
Fixes the snags assigned to their trade.
Checks the fix and closes the snag.
Walks the site with the team and adds anything they spot.
Watches the snag closure rate: green from 80%, amber from 50%.
Hand over the file you worked in.
No week of assembling a dossier at the end. The brief, the signed recce, every drawing revision, every DPR, every bill and the closed snag list are already in one project. The handover checklist confirms it's all there.
- As-built drawings · 14 sheets, latest revisions
- Snag list · 50 of 50 closed
- Warranties and O&M manuals · 9 files
- Keys and access cards · handed over
- Retention release · due after the defects period
Who does what
Works through the handover checklist and attaches the final documents.
Issues as-built drawings as the final revision in the register.
Receives the handover documents as links instead of a box of paper.
Raises the final milestone invoice and tracks retention until it's released.
Does the final walkthrough with the client.
Marks the project completed. It leaves the active list with its full history.
Bring one live project. We'll map its journey.
In a 45-minute demo we set up your project from a template and walk it from brief to handover with your own team's roles. Write to info@innosync.in.