Project Setup Automation

Searches SBI PROJECTS space for a folder matching the job number prefix (e.g. 260306). Make.com already created it — no duplicate.

Polls every 10 seconds until all 10 lists exist:
• GET /v2/folder/{id}/list → count lists
• Check Project Doc exists
• Up to 3 minutes (18 attempts)

If already provisioned (usual case), continues instantly.

1. Task/folder name contains "DESIGN" → DESIGN
2. Task/folder name contains "BUILD" → BUILD
3. Falls back to Job Type custom field
4. Asks user if still unclear

Reads from sales task: contact details, deal value, job address, plans, proposal, Buildsoft, date sold, notes.
Checks shared drive: G:\Shared drives\SBI JOB FILES_Share\{project}\

Builds a project context object passed to every sub-skill.

Examples:
• 260306 BUILD Sunshine Kebabs Christine
• 260317 DESIGN Tracey Fletcher Wamberal

Schedule list (06) also renamed to include the full folder name.

Placeholder names replaced with actual job name:
• List 02: {Job Name} - Construction Plans, Drawing - Revision 0
• List 08: 300 {Job Name} BUILD LABOUR, 310 {Job Name} Materials
• List 06: 10.1 {Job Name} SITE WORKS [SCHEDULE]

ClickUp Doc (page 1) updated with:
• Client contact details (name, email, phone)
• Job address
• Construction plans reference table
• Joinery plans reference table (if in scope)

This becomes the site reference document for the PM and crew.

1. Sales task added to List 01 via multi-list (same task in Deals + project folder)
2. Task name prefixed: SOLD TS260306 Sunshine Kebabs...
3. "ADD WON sales Task" placeholder renamed and marked done

Invoice milestone tasks assigned to Gail. Amounts calculated dynamically from deal value.

Claim	%	Example ($79K)
Deposit	40%	$31,600
Start on Site	30%	$23,700
Practical Completion	20%	$15,800
Final	10%	$7,900

Claim	%
Design Deposit	60%
Design Final	40%

BUILD — 5 tasks get sequential dates from date sold:

Task	Start	End
JOB SOLD	—	Date Sold
08 Procurement	Date Sold	+ 1 week
07 Pre-Manufacture	+ 1 week	+ 2 weeks
09 Manufacturing	+ 1 week	+ 2 weeks
10 SITE WORKS	+ 2 weeks	+ 3 weeks

DESIGN — Simplified: JOB SOLD + Design Start/Finish dates only.
Only the 5 high-level tasks. Subtasks under 10.1 SITE WORKS are PM-owned.

Proposal and cost budget read to extract scope. Broken into 5–10 sequential install tasks as subtasks of 10.1 SITE WORKS in List 06.

Task names reference actual materials and quantities from the proposal.

"Handover between SALES and PM" task in List 05 updated with due date (within 2 days) and assigned to full team.

DESIGN projects where salesperson = designer: handover is skipped.

Found on shared drive at G:\Shared drives\SBI JOB FILES_Share\{project}\1.2 COST SHEETS\.
Contains cost code categories (300 Labour, 310 Materials, 320 Contractors, etc.) with quantities, rates, and totals.

Checks for at least one cost code with Qty, Rate, and Total > 0. If the file is empty:
• Price it — go back and enter numbers
• Mark N/A — skip budget + procurement
• Generate stub — reverse-engineer from deal value (estimates only)

New "SBI Cost Budget" sheet added to a working copy (never the original). Two tables:

• Cost Sheet Summary — one row per cost code with Budget, Rate/hr, Hours Allowed
• Cost Sheet Detail — every line item with Qty × Rate = Budget

Footer: Total Cost, Markup, Overhead Recovery (66%), Budgeted Profit (33%), Sell ex-GST, GST, Sell incl-GST.

Professional styling + single-page PDF export:
• Dark navy headers, blue categories, grey subtotals
• Two donut charts: Cost Breakdown (by cost code) + Sales Breakdown (Cost vs Overhead vs Profit vs GST)
• Saved as SBI Cost Budget - {project name}.pdf

Each cost code category and its budget amount extracted from the Cost Sheet Summary. Zero-budget categories are skipped.

Task name: {code} {Job Name} {CATEGORY}
Example: 310 Sunshine Kebabs BUILD Materials

If re-running, existing tasks matched by cost code — no duplicates.

Budget Allowance SBI custom field set to the budget amount (ex GST). This is the figure the PM tracks against when placing orders.

Dashboard shows Budget vs Actual bar charts from this field.

Code	Category	Label
300–304	Labour - SBI Internal	LABOUR
310	Build Works Supplier	BUILD supplier
315, 317	Factory Materials	JOINERY PROCUREMENT
320–330	Contractors	CONTRACTORS

Workflow set to "Not Started". PM progresses: Quoting → Quoted → Approved → Ordered → Received → Paid.

Data pulled from every project list:
• Sales info — client details, deal value
• Claims & variations (List 04)
• Schedule (List 06) — phase dates, site works progress
• Budget vs actual (List 08)
• Procurement status (List 08)
• Compliance (List 03)
• Site works (subtasks of 10.1 in List 06)

• Overview — health badge, phase indicator, key metrics
• Sales — client info, claims table, variations
• Financials — budget vs actual bar charts per cost code
• Procurement — workflow summary + task table
• Schedule — Gantt chart of phases and milestones
• Compliance — admin task checklist
• Actions — next actions and blockers for Tuesday meeting

Three locations:
1. Local working copy
2. Shared drive: @Claude Dashboards/{jobNumber}-{slug}.html
3. GitHub Pages: michael-sbi.github.io/sbi-dashboards/{slug}/

Live within 1–2 minutes after git push.

Comment on the current Projects Meeting task (reviewed every Tuesday):
📊 Sunshine Kebabs — Dashboard: https://michael-sbi.github.io/sbi-dashboards/sunshine-kebabs/

Single completion comment tagged to Michael, Gail, and Leah:
• Each phase: completed / skipped / failed
• Key numbers: claim amounts, budget total, procurement count
• Dashboard link
• Manual steps checklist