Workflow Automation and Handover Checks

Structured project handovers that eliminate dropped balls and interdepartmental stress

What it Solves

When departments pass work to the next without clear handover protocols, mistakes multiply.

• Contracts go missing.

• Invoices are delayed or sent to the wrong contact.

• Delivery instructions are unclear or lost.

• Teams operate in silos, unaware of what others need or have already done.

Projects fall through the cracks, timelines slip, and clients lose trust. Much of this isn’t about incompetence—it’s about a lack of structure.

What We Built

We create workflow automation systems in Claris FileMaker Pro® that ensure handovers are complete, timely, and traceable.

• Every project is visible in its current stage, showing who owns the next step.

• A required checklist must be completed before a project can move forward.

• Handovers are logged events, triggering visibility in the next team's dashboard.

• Action lists update automatically, showing current responsibilities by department.

• Early data collection (often by Sales) is prompted at the point of entry, not left until the end.

This structure helps teams work with more clarity, less stress, and greater accountability. It shifts company culture toward visibility and responsibility.

Real-World Examples

Coexistence – Contract Furniture

The quote-to-order process once involved manually retyping hundreds of lines across multiple spreadsheets. We built a system that automated the entire transition from quote to supplier order to invoice. It also:

• Ensured deposit invoice details were captured early.

• Prevented supplier orders from being raised before payment.

• Controlled final invoicing based on delivery and quality checks.

• Replaced a culture of "catch up" with one of proactive coordination.

2Teck – Building Services

With four quoting teams and four implementation divisions, handover chaos was common. We introduced:

• Version control for tenders and quotes.

• Role-based permissions to ensure clear accountability.

• Variation approval flows to prevent unauthorised work.

• A single source of truth for project status and history.

G2 Digital – Custom Servers

Every server is bespoke. We built a system that:

• Guided each build phase with tailored quality control checks.

• Ensured no job moved forward until sign-off was complete.

• Logged handover steps between assembly, wiring, testing, and dispatch.

• Gave every team confidence they were starting with a verified build.

Why It Works

Workflow automation replaces crossed fingers and "Did you send that?" with structure, visibility, and accountability. It reduces the mental load on teams and accelerates operations across the board.

Need Reliable Handover Systems?

If your teams rely on memory, email chains, or spreadsheet versions to pass work around, it’s time for a smarter solution. Let’s build a workflow that builds confidence—internally and externally.

Contact Us →