Operations Workflow Map

Category: Operations | Last Updated: February 27, 2026 | Author: May (draft — pending Brian review)

This map was reverse-engineered from the Leads board (7044561862), Active Jobs board (5765387029), and 2026 Jobs board (18394384708) on 2026-02-27. It documents how jobs flow through Weygand’s systems — not how they should flow, but how the boards are actually structured.

Phase 1: Lead Intake

Board: Leads (7044561862)

Website Form Submission
  → Group: "Website Lead"
  → Status: "New Lead"

Phone / Email Inquiry
  → Group: "New Leads - Estimate Needed"
  → Status: "New Lead"

Key data captured at intake:

Contact info: name, company, email, phone, contact type
Property address (location field)
Job type (40+ options: ALTA, Boundary Survey, Topo, Staking, Elevation, etc.)
Specialty flag: Closing ⚠️, ALTA, Record Map ⚠️
Municipality (Homewood, Mountain Brook, Birmingham, Shelby, etc.)
“Why A Survey Is Needed / Notes”
Priority: RUSH, Critical, High, Medium, Normal
Intake date + closing date (if applicable)

Phase 2: Estimating

Board: Leads (7044561862)

New Lead
  → Status: "Estimate Prepared"
  → Group: "Estimate Prepared & Needs Review"

If info missing:
  → Status: "Waiting on Info"
  → Group: "Waiting on Info"

PM/Brian reviews estimate:
  → Status: "PM/ Brian Review"

Estimate approved internally:
  → Status: "Ready To Send"
  → Group: "Estimate Ready to send"

Estimate sent to customer:
  → Status: "Estimate Sent"
  → Group: "Estimate Sent"
  → Estimate file attached to "Estimate" column

Follow-up tracking:

Lead Stage column: Email / Phone / No follow up

Phase 3: Approval

Board: Leads (7044561862)

Customer approves via Customer Portal:
  → Status: "Portal Approved" (purple)
  → Team reviews and manually moves item to Active Jobs board

Customer approves by other means:
  → Status: "Approved Jobs"
  → Group: "Approved Jobs"
  → Manually moved to Active Jobs board

Customer does not approve:
  → Status: "Denied" / "Expired" / "Waiting on Client"
  → Group: "Denied / Expired / Waiting"

Note: Portal Approved does NOT automatically trigger a board move. Team manually promotes to Active Jobs after review. See decision log 2026-02-26.

Phase 4: Job Setup & Prep

Board: Active Jobs (5765387029)

Item created on Active Jobs board (manual from Leads "Approved Jobs")
  → Status: "Approved"
  → Group: "Approved"

Job prep begins:
  → Group: "Job Prep"
  → Status: "Ready for Job Prep"
  → Actions: Job # assigned, Google Drive folder created, Files Pulled
  → "Files Pulled" status: Not Pulled → Working on it → Pulled / No Files Available

Key job setup data:

Job No. assigned (auto-ID + searchable text field)
Google Drive folder link set
Scope of Work document created
Estimate file attached
Pre Job Files, Legal Description, Notes populated
Approval Date set

Phase 5: Field Work

Board: Active Jobs (5765387029)

Field crew assigned:
  → "Field Assigned" column: crew member name
  → "Field Date" timeline set
  → Group: "Field Jobs"
  → Status: "Field"

Pin-setting jobs specifically:
  → Group: "Need to Set Pins"
  → Status: "Set Pins"

Crew status progression:
  → Scheduled → On Site → Done
  → (or: Needs Rework / Can't Finish / Needs More Irons / Needs Client)

Field completion:

Field Work Completion Date set
Field data uploaded to Field Files column
Any issues → Field Review group, Crew Status: Needs Rework
When complete → moves to Drafting phase

Phase 6: Drafting

Board: Active Jobs (5765387029)

Field complete → item moves to:
  → Group: "Drafting"
  → Status: "Drafting"
  → "Drafting Assigned" column: drafter name
  → "Drafting Date" set

Drafting status progression:
  → (working) → "Done" / "Stuck Need Help" / "Need Client Info" / "Needs Review"

Draft review:
  → Group: "Drafting Review"
  → Status: "Drafting Review"

PLS approval:
  → Status: "Jeff Approved"

Contract drafting path (for complex/plat jobs):
  → Group: "Contract Drafting"
  → Status: "Contract Drafting"

Drafting completion:

Drafting Completion Date set
Drafting files attached to Drafting Files column
Total Drafting Hours tracked (mirror column)

Phase 7: Municipality / Signatures (if applicable)

Board: Active Jobs (5765387029) — specialty jobs only

Municipality-required jobs:
  → Group: "Submit to Municipality"
  → Status: "Submitted with Municipality"
  → Group: "Awaiting Municipal Comments"
  → Group: "City Revisions Needed" / "Need to Address city comments"
    → Status: "CORRECTIONS MADE" when resolved
  → Groups: "Client/ Weygand Signatures" / "Municipality Signatures" / "Weygand/ Client Signatures"
  → Status: "Ready for Signatures" / "Sign & Send"
  → "Final Stamp Date" set

Record maps:
  → Group: "Record Maps In Process"
  → Group: "Take Maps to Municipality"
  → Group: "Recorded YAAYYY"

Environmental:
  → Group: "Take to/ Pick up from Environmental"

Construction packages:
  → Group: "Construction Packages in progress"

Phase 8: Pre-Completion & Invoicing

Board: Active Jobs (5765387029)

Pre-completion check:
  → Group: "Pre Completion"
  → Status: "Hold for Complete"

Final deliverable attached:
  → "Final Deliverable" column: PDF file
  → "Final Stamp Date" set

Confirm invoicing:
  → Group: "Confirm invoicing"
  → "Who to invoice" field verified
  → Final price confirmed via subitems

Invoice sent:
  → Group: "Final Invoice Sent/Waiting on Client (Liza's Holding Tank)"
  → Status: "Final Invoice Sent"
  → "Final Invoice Date Sent" set

Phase 9: AR & Collections

Board: Active Jobs (5765387029)

Client receives deliverable / payment expected:
  → Group: "Accounts Receivable/Client Received Deliverable"
  → Status: "AR (Accounts Receivable)"
  → "AR Priority" set: Low / Medium / High / Critical ⚠️

Payment received:
  → "Final Payment Date" set
  → "Payment" column: Fully Paid / Deposit / Partial Payment / trusted pay at close
  → Move to "Complete Jobs" group
  → Status: "Complete"

No payment / escalation:
  → Group: "Need to Send to Collections"
  → Group: "Collections"
  → Status: "Collections"
  → Group: "Uncollectable"
  → Status: "Uncollectable" (terminal)

Phase 10: Archival

Boards: 2026 Jobs (18394384708), 2025 Jobs, 2024 Jobs

Complete jobs archived to current year board:
  → 2026 Jobs board: single group "Complete Jobs"
  → Full column parity with Active Jobs (status, field, drafting, invoicing history)

2026 board additional statuses:

Back to CD, Never Quoted, Post Completion, MK URGENT, Ready for Job Prep
Stage column: tracks construction milestones (Box Staking, House Staking, Pin Footings, Foundation, Plot Plan, Recorded, etc.)

Board Structure Summary

Board	Purpose	Groups
Leads	Lead pipeline, estimating, approval	8 groups: Website Lead → Approved Jobs → Denied/Expired
Active Jobs	Full job lifecycle, AR pipeline	33 groups: Approved → Job Prep → Field → Drafting → Invoice → Collections
2026 Jobs	Completed job archive	1 group: Complete Jobs

Key Status Flow (Active Jobs)

Approved → (Ready for Job Prep) → Field → Field Review
  → Drafting → Drafting Review → Jeff Approved
  → (Sign & Send / Submitted with Municipality / Record Map path)
  → Hold for Complete → Final Invoice Sent
  → AR (Accounts Receivable) → Collections → Uncollectable
  → Complete

Key People Columns

Field Assigned: Dawson, Jerry, Scottie, Drew, Jaime, Jimmy, Alex, Joseph, Brian, Tyler, Bryant, Austin, Ray, Blake, Walter, Scott, Zeb
Drafting Assigned: Dawson, Jerry, Scottie, Jacob, Jaime, Jimmy, Alex, Zeb, Contractor, Bryant, Kaitlyn, Victor, Walter

Source data: Monday.com API query 2026-02-27. For questions, see individual SOP files.