Pebblemix: Training and How It Works

Contents

• 1. Purpose and scope
• 2. How it works at a glance
• 3. Systems and connections
• 4. The Pebblemix board
• 5. The job lifecycle, stage by stage
• 6. Automations and integrations reference
• 7. Quoting and client approval
• 8. Payments and subitems
• 9. Reporting
• 10. Day-to-day operating procedure
• 11. Data hygiene rules and current exceptions
• 12. Training plan and video storyboard
• 13. Troubleshooting
• Appendix A: Using this document as a template
• Appendix B: Glossary
• Appendix C: Open items to confirm

1. Purpose and scope

Pebblemix runs its entire business, from a first website enquiry through to a completed, paid job, on one Monday.com board. The board is not just a task list: it is the quote register, the scheduling tool, the payment tracker and the reporting source. A set of automations sits around it so that repetitive work happens without anybody doing it.

This document exists so that:

• a new team member can be productive on the board in a day rather than a month;
• everybody records data the same way, so the reports are trustworthy;
• when an automation misbehaves, the team knows what it was supposed to do and who to call.

In scope: the Pebblemix board (groups, columns, views), the Subitems and Proposals boards, the four live automations, the quote generation and client approval loop, the two automated SMS messages, the scheduled Data-Insite reports, and the operating procedure for each role.

Out of scope: Monday.com account administration and billing, Xero and general bookkeeping, the Pebblemix website itself, and the historical automations that have been switched off (listed in section 6.5 for completeness only).

Board position at 27 September 2026. These figures move daily; they are included to show the scale the system is operating at, not as a reporting statement.

2. How it works at a glance

Work enters the board from four places, moves left to right through twelve pipeline stages, and triggers an automation at four specific moments. Nothing in the system runs on a nightly batch except the reports; everything else fires on the event itself, or on a short reconciliation cycle.

  LEADS IN                          THE BOARD (2035824747)                        AUTOMATED OUT
  ---------                         ----------------------                        -------------

  Website enquiry  ------+
  (email parse)          |
                         |
  Monday form view ------+---->  [ New Leads ]  -------------------------------->  Google Review link set
  (46718002)             |             |                                           (Make 9873000, instant)
                         |             v
  Facebook / Instagram   |    [ Quote to be Prepared ] ---------------------->  Site-visit reminder SMS
  Lead Ads + Messenger --+             |                                       to the client, 24 h ahead
  (to Meta Contacts)     |             |                                       (Twilio, sync every 13 min)
                         |             v
  Phone / walk-in  ------+    [ Submitted Quotes ] ------------------------->  "Quote submitted" SMS
  (manual entry)               Project Status =                               sent once, immediately
                               Proposal Submitted                             (Twilio, sync every 13 min)
                                       |
                                       |   Generate Quote button -> DocuGen PDF -> Quote Doc column
                                       |   PDF carries an approval link per job
                                       |             |
                                       |             v
                                       |   Client clicks the link in the PDF
                                       |             |
                                       |             v
                                       |   Cloudflare Worker writes back to the board
                                       |   Client Approval = Go Ahead / Dont Proceed
                                       v
                       [ Jobs waiting on Client to be ready ]
                                       |
                                       v
                       [ Accepted Works to be scheduled ]  <-- Works Timeline set here
                                       |
                                       v
                             [ Active Works ]
                                       |
                                       v
                          [ Awaiting Payment ]  <-- payments recorded as subitems
                                       |
                                       v
                          [ Completed Works ]  Won/Lost = Won
                                                        |
                                                        v
                                             Google review link sent to client

  SIDE TRACKS (a job can move here from any stage)
    [ Client Interested but not ready ]   [ People to be follow up ]
    [ Unsuccessful ]  Won/Lost = Lost     [ Cancelled Works ]

  REPORTS OUT (scheduled, from Data-Insite)
    Friday 17:05   Quote Insite pipeline report  -> grant@pebblemix.com.au
    Saturday 08:00 Fortnightly activity report   -> grant@pebblemix.com.au

3. Systems and connections

3.1 Who has access

4. The Pebblemix board

Board ID 2035824747, named Pebblemix, in the Main workspace. Items are called "projects". 727 projects, 12 groups, 46 columns.

4.1 Groups: the pipeline

Groups are the visible pipeline. They are worked top to bottom, and the colour in Monday matches the colour of the matching Project Status label.

4.2 Columns: the full reference

The board has 46 columns. They are grouped below by what they are for. Set by tells you whether a person types it or an automation writes it; anything marked automation should not be edited by hand.

Identification and ownership

Contact and site

Scope of works and specification

Money

Status, workflow and automation

4.3 Views

5. The job lifecycle, stage by stage

For each stage: what has to be true to enter it, what the team does, what happens automatically, and what has to be true before it moves on.

6. Automations and integrations reference

Four automations are live. Each is described below with its trigger, what it writes, and how to tell whether it ran.

6.1 Google review link on new items

6.2 Google review link on "Quote to be prepared"

6.3 Site-visit reminder SMS

6.4 Quote-submitted SMS

6.5 Client approval from inside the quote PDF

6.6 Lead capture

7. Quoting and client approval

The quote PDF is the main thing Pebblemix sends a client, and it is generated from the board rather than written by hand. That is why the board fields have to be right before the button is pressed: whatever is in the columns is what the client reads.

Generating a quote

1. Open the Quote to check view and confirm the scope, the measurements and Value of Works inc gst.
2. Check that Quote Number, Site Address, Contact Name and Email are all present and correctly spelled, because they print onto the document.
3. Generate the PDF from the Generate Quote Attachment view, or press Generate Quote on the item.
4. The PDF is filed into Quote Doc as Pebblemix - YYYY-NNNN - <site address>.pdf.
5. Open it and read it before it goes out. The PDF is the last chance to catch a data error.
6. Email it to the client, then set Project Status to Proposal Submitted, which is what triggers the quote-submitted SMS.

The approval loop

The quote PDF carries a green button. When the client clicks it, Client Approval on the job is set without anybody at Pebblemix touching it, and the client sees a confirmation page. That is a dated, client-initiated record of approval. It is worth pointing the button out to the client in the covering email, because the low number of recorded approvals (11) against the number of quotes issued suggests clients are not noticing it.

8. Payments and subitems

Payments are recorded as subitems on the job, on the Subitems of Pebblemix board (2035903423, 2,504 records). One subitem per payment received.

The job is fully paid when the Payments roll-up equals Value of Works inc gst. Final Payment is a separate calculation (Value of Works minus Deposit minus Labour) used to work out what to invoice, not what has been received. Keep the two apart when reconciling.

8.1 The Proposals board

A separate line-item quoting board (2039188342, 5 proposals, with its own Products subitem board) that produces a proposal with gross amount, discount, tax and grand total, a customer link, an expiry date and its own DocuGen document. It is a parallel, more detailed quoting tool used for a small number of proposals rather than the main pipeline. [CONFIRM] whether it is still in use or should be archived, because running two quoting mechanisms is a reporting risk.

9. Reporting

Reports are generated by Data-Insite from live board data and emailed automatically. Nothing needs to be exported by hand.

10. Day-to-day operating procedure

10.1 Every morning: whoever opens the office

1. New Leads: is anything sitting there from overnight? Qualify it, set Sale Rep and Source, book the site visit.
2. Quote to be Prepared: check today's and tomorrow's site-visit dates and phone numbers. Tomorrow's reminder SMS goes out today, so this is the last chance to correct it.
3. People to be follow up and Client Interested but not ready: anything with a Follow Up Date of today or earlier gets a call.
4. Awaiting Payment: anything received yesterday gets recorded as a subitem.
5. Meta Contacts: any new Facebook or Instagram leads get qualified and, if genuine, created as a job on the Pebblemix board.

10.2 Sales rep: for each job

• Before the site visit: Name, Contact Name, Phone, Email, Site Address, Date, Source and Sale Rep all filled in.
• At the site visit: Areas to be Done, m², Preparation, Finishing, PebbleMix colour, Finish, Trim Colour, batches and bags, Notes About Job.
• Pricing: Value of Works inc gst, Deposit, Labour, Payment Type, any discount.
• Sending: generate the quote PDF, read it, email it, then set Project Status to Proposal Submitted.
• On a decision: set Won/Lost and move the job to the right group the same day. This is the step most often missed.

10.3 Accounts: Rachel

• Record every receipt as a subitem with date, amount and reference.
• Reconcile the Payments roll-up against Value of Works inc gst before moving a job to Completed Works.
• Keep Payment Type accurate, because it is the only record of how a job was paid.

10.4 Weekly: Grant

• Read the Friday Quote Insite report and work the recommendations on quotes sitting in Proposal Submitted.
• Review the 67 open quotes: anything past the normal decision window gets a call or gets closed. An open quote that is really lost overstates the pipeline.
• Check that every job closed in the week has Won/Lost set and is in the matching group.
• Send the Google review link to the week's completed jobs.

10.5 Monthly: Grant with Data-Insite

• Run the exceptions check in section 11.2 and clear whatever it finds.
• Review the Client Interested but not ready pool (68 jobs) for reactivation.
• Review lead source performance and where the marketing spend is going.

11. Data hygiene rules and current exceptions

11.1 The rules

11.2 Exceptions found on 27 September 2026

These were read from the live board while preparing this document. They are the practical starting list for a clean-up, and the same checks are worth repeating monthly.

The eight group / status mismatches

12. Training plan and video storyboard

12.1 Induction plan for a new starter

12.2 Storyboard for the training video

13. Troubleshooting

Appendix A: Using this document as a template

The structure of this document is deliberately reusable. To produce the same document for another client or another board, keep the section skeleton and replace the content. The Data-Insite house style is:

Section skeleton

1. Purpose and scope: including what is explicitly out of scope
2. How it works at a glance: one monospaced flow diagram covering the whole system
3. Systems and connections: one row per system with its identifiers, plus who has access
4. The board: groups, every column with its ID, type and who sets it, and views
5. Lifecycle stage by stage: what the team does, what the system does, exit criteria
6. Automations reference: trigger, what it writes, guard conditions, how to verify
7. The client-facing document and approval loop
8. Money and roll-ups
9. Reporting: what runs, when, to whom, and which fields it depends on
10. Operating procedure by role and rhythm
11. Data hygiene rules, then live exceptions with counts
12. Training plan and video storyboard
13. Troubleshooting: symptom, cause, action
14. Appendices: template notes, glossary, open items

Appendix B: Glossary

Appendix C: Open items to confirm

These could not be established from the live systems and need a decision or an answer from Pebblemix. Once answered, fold them into section 4 or 6 and issue the document as version 1.1.