About This Automation
When purchasers submit custom selections and upgrades, sales staff manually enter each choice into a spreadsheet, look up costs from multiple sources, and recalculate totals. This repetitive data entry creates delays and errors that ripple through construction scheduling and invoicing.
Automation reads purchaser submissions, validates selections against the product database, retrieves costs automatically, calculates variation totals, and generates invoices in the accounting system. Construction and finance teams receive notifications and updated records the same day.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
A purchaser completes a selections form or submits selections via email or web portal. The automation detects the new submission and extracts the selection details.
The automation reads the selections data, identifies each product code and description, and validates them against the product database. Missing or ambiguous items are flagged for human review.
The automation queries the pricing system to retrieve the cost of each selected item. If a cost is not found, the automation logs a note for manual lookup.
The automation calculates the total variation cost, applies any markups or discounts, and creates a new variation record linked to the purchaser and property.
The automation creates a new invoice or variation order with the selections, costs, and purchaser details, ready for approval or sending.
A notification is sent to the construction manager with a summary of the selections, costs, and a link for scheduling and procurement.
An email is sent to the finance team and sales representative with the variation summary, invoice link, and next steps for approval and invoicing.
The automation updates the record to mark the selections as processed and logged, creating an audit trail of when the automation ran and what was created.
Most popular tool stack used
— the complete tool combinations companies use
Google Sheets
QuickBooks Online
Gmail
Microsoft Excel
Xero
Microsoft OutlookWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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