GGCS Job Management System - Features Documentation

System Overview

GGCS Industries Job Management System is a comprehensive enterprise resource planning (ERP) platform specifically designed for crane services and construction equipment rental businesses. The system manages the entire business lifecycle from quotes to invoicing, with integrated safety compliance, equipment tracking, and workforce management.

Core Business Modules

1. Quote & Job Management

Quote Management

• Quote Creation: Generate detailed quotes with labor hours, equipment rates, and additional costs
• Quote Templates: Reusable templates for standard job types
• Quote Items: Itemized breakdown of services and materials
• Cost Calculations:
  • Labor hours (up/down time)
  • Equipment tonnage rates
  • Trucking costs
  • Crane hire costs
  • Extra costs and variations
• Quote Workflow:
  • Draft creation
  • Client submission
  • Acceptance/rejection tracking
  • Automatic conversion to jobs upon acceptance
• PDF Generation: Professional quote documents with multiple template options
• Email Integration: Direct quote sending to clients

Job Management

• Job Creation: Convert quotes to jobs or create standalone jobs
• Job Types: Various job classifications and special job categories
• Project Support: Group related jobs under larger projects
• Job Tracking:
  • Tag numbers for identification
  • Status management (active/completed/cancelled)
  • Purchase order tracking
  • Start/end date scheduling
• Job Files: Document attachments and file management per job
• Job Notes: Internal communication and job history
• Job Inspections: Quality and safety inspection tracking

Financial Tracking

• Job Expenses: Track all job-related expenses with approval workflows
• Job Invoicing: Generate invoices with Xero integration
• Job Milestones: Progress-based billing for large projects
• Day Labour Variations (DLV): Track variations to contracted work
• Cost Analysis:
  • Actual vs quoted comparisons
  • Profit margin calculations
  • Break-even analysis

2. Equipment & Inventory Management

Equipment Movement System

• Movement Tracking: Real-time tracking of equipment location (yard to job site transfers)
• Bulk Movements: Efficient bulk transfer operations
• Stock Levels: Current inventory at each location
• Movement History: Complete audit trail of equipment transfers
• Stock Out: Allocate equipment to specific jobs

Gear Register

• Item Management:
  • Comprehensive equipment catalog
  • Item codes and descriptions
  • System classifications
  • Active/inactive status
• Location Master List: Consolidated view of equipment across all locations
• Bill of Materials: Upload and process equipment lists
• Gear Systems: Equipment categorization and grouping

Rigging Equipment Compliance

• Rigging Gear Registry: Detailed records of all rigging equipment
• Testing & Certification:
  • Testing schedules and due dates
  • Test results and certificates
  • Compliance status tracking
  • Testing history
• Rigging Files: Store inspection reports, certificates, and compliance documents
• Status Management: Track operational, testing, and retirement status

3. Workforce Management

Employee Management

• Employee Records:
  • Personal information
  • Contact details
  • Division assignments
  • Role and permissions
  • Employment status
• Employee Tickets/Certifications:
  • Safety certifications
  • Equipment operation licenses
  • Site access qualifications
  • Expiry date tracking
  • Automatic alerts for renewals

Time Tracking

• Timesheet Entry:
  • Individual time entry
  • Bulk timesheet entry for crews
  • Weekly timesheet quick entry
  • Job/task allocation
• Timesheet Approval: Multi-level approval workflows
• Time Types:
  • Regular hours
  • Overtime
  • Travel time
  • Allowances
• EBA Hours: Enterprise Bargaining Agreement compliance tracking

Allocation System

• Job Allocation: Schedule employees to jobs/projects
• Resource Planning: Visual allocation calendar
• SMS Notifications: Automated work allocation messages to field workers
• Availability Tracking: Monitor resource utilization

4. Safety & Compliance

Incident Management

• Incident Register: Comprehensive incident recording
• Incident Files: Supporting documentation and evidence
• Consequence Tracking: Record outcomes and follow-up actions
• Reporting: Safety statistics and trend analysis

Compliance Tracking

• Job Inspections: Regular safety and quality inspections
• Equipment Testing: Scheduled testing and certification management
• Employee Qualifications: Ensure workers have required certifications for job sites
• Document Management: Centralized compliance documentation

5. Client Management

Client Records

• Client Database:
  • Company information
  • Multiple contact persons
  • Business type classification
  • Account management
• Credit Management:
  • Credit screens
  • Trade references
  • Credit limit tracking
• Client History: Complete transaction and interaction history

Contact Management

• Client Contacts: Multiple contacts per client with roles
• Communication Tracking: Email and phone interaction logging
• Document Storage: Client-specific document repository

6. Document Management System (DMS)

Document Control

• Document Library: Centralized document repository
• Version Control: Track document revisions
• Categories: Organize documents by type and purpose
• Access Control: Permission-based document access

Document Features

• Document Templates: Standardized forms and templates
• Document History: Complete audit trail
• Read Receipts: Track document acknowledgments
• Search & Retrieval: Advanced search capabilities

7. Reporting & Analytics

Standard Reports

• Financial Reports:
  • Job profitability
  • Invoice summaries
  • Expense reports
  • Quote conversion rates
• Operational Reports:
  • Equipment utilization
  • Employee productivity
  • Timesheet summaries
  • Allocation reports
• Compliance Reports:
  • Safety statistics
  • Equipment testing schedules
  • Certification expiry reports

Dashboard

• KPI Monitoring: Key performance indicators
• Real-time Updates: Live business metrics
• Custom Widgets: Configurable dashboard components

8. Integration Capabilities

Xero Accounting Integration

• Automatic Invoice Creation: Generate invoices in Xero
• Contact Synchronization: Sync client data
• Account Mapping: Link to Xero chart of accounts
• Tax Rate Management: Synchronized tax configurations

HubSpot CRM Integration

• Lead Management: Import and track leads
• Contact Synchronization: Bi-directional contact sync
• Activity Tracking: Log interactions

Communication Systems

• SMS Service:
  • Work allocation notifications
  • Safety alerts
  • Reminder messages
• Email Integration:
  • Quote delivery
  • Invoice sending
  • Automated notifications

9. Administrative Features

System Configuration

• Code Tables: Extensive configuration options for:
  • Job types
  • Equipment types
  • Activities
  • Locations
  • Business rules
• Template Management: Quote and document templates
• Workflow Configuration: Approval chains and business processes

User & Security Management

• User Accounts: Individual login credentials
• Role-Based Access: Granular permission control
• Division Restrictions: Limit access by business division
• Group Permissions: Team-based access management
• JWT Authentication: Secure API access

10. Mobile & Field Support

Field Operations

• Mobile-Responsive Interface: Access from tablets and phones
• Offline Capability: Work without constant connectivity
• Photo Uploads: Capture and attach site photos
• Digital Forms: Electronic data capture

Technical Capabilities

API Architecture

• RESTful APIs: 175+ endpoints for all business operations
• Bulk Operations: Efficient batch processing
• Real-time Updates: WebSocket support for live data
• API Documentation: Comprehensive endpoint documentation

File Management

• AWS S3 Integration: Scalable file storage
• Local Storage Fallback: Development environment support
• File Type Management: Organized file categorization
• Secure Access: Permission-based file access

Workflow Automation

• Approval Chains: Multi-level approval processes
• Automated Notifications: Event-driven alerts
• Status Transitions: Automated workflow progression
• Business Rule Engine: Configurable business logic

Industry-Specific Features

Crane Services

• Crane Type Management: Different crane classifications
• Tonnage Calculations: Load and capacity planning
• Crane Hire Rates: Specialized pricing structures
• Lift Planning: Job-specific lift requirements

Construction Support

• Site Requirements: Track site-specific needs
• Safety Compliance: Industry-standard safety protocols
• Equipment Scheduling: Resource optimization
• Subcontractor Management: Third-party coordination

Rental Operations

• Hire Agreements: Equipment rental contracts
• Rate Management: Flexible pricing structures
• Utilization Tracking: Equipment usage analytics
• Maintenance Scheduling: Preventive maintenance planning

Benefits & Value Proposition

Operational Efficiency

• Streamlined Workflows: Automated business processes
• Reduced Paperwork: Digital transformation
• Real-time Visibility: Instant access to business data
• Resource Optimization: Better utilization of assets and workforce

Compliance & Safety

• Regulatory Compliance: Meet industry standards
• Risk Mitigation: Proactive safety management
• Audit Trail: Complete documentation
• Certification Management: Never miss renewal dates

Financial Control

• Accurate Costing: Detailed job cost tracking
• Improved Margins: Better quote accuracy
• Cash Flow Management: Timely invoicing
• Expense Control: Approval workflows

Customer Satisfaction

• Professional Quotes: Impressive documentation
• Reliable Service: Better job scheduling
• Transparent Communication: Clear project updates
• Quality Assurance: Consistent service delivery