Office Furniture - Phased Installation Management

Confirm with the client which areas are in each phase, installation access dates, and any constraints around staff moves or building access. Document the phase milestone schedule in writing as the basis for delivery sequencing and stage invoicing.

Create the main job record in Zigaflow and add each phase as a tracked milestone. Link delivery dates and purchase orders to each phase milestone so progress against the phase plan is visible in one place.

Raise POs to each manufacturer with delivery dates aligned to phase start dates. Order lead-time-critical items first. Flag any product with a lead time that could threaten a phase date and escalate to the project lead immediately.

Confirm vehicle access, floor protection, and installation crew size for each phase day. Raise a delivery note per phase to record what was delivered and accepted on site, including date, crew lead, and any discrepancies against the delivery schedule.

Installation crew completes the eForms snag checklist on-site after each phase. Defects are photographed and logged against that phase's scope. Client sign-off is captured digitally before the crew leaves, creating a clear per-phase audit record.

Once the client signs off a phase, raise the corresponding stage invoice from the job record. Link to the completed phase milestone and sync to accounting software for payment tracking.

After the final phase, compile all delivery notes, snag sign-offs, care and maintenance instructions, and warranty documents from the job record. Issue to the client as the complete project handover file.

We have a 4-phase project across 8 floors and I'm managing phase delivery dates, installation crew rotas, and PO confirmations in three different spreadsheets. Something gets missed every time.

The client wants to snag each phase independently, but my crew's snag notes are on paper and I can't pull together a clear record of what's outstanding without chasing the site team one by one.

We've completed three phases but only raised one invoice. Stage invoicing is supposed to protect cash flow, but in practice it only happens when someone remembers to do it.