SBI Project Setup Orchestrator

Run by Claude (orchestrator) • ~10 sec

Detect mode — interactive vs unattended

The orchestrator reads $ARGUMENTS for --unattended and --triggered-by={userId}.

Interactive (Michael running it manually): can ask questions, wait for file uploads, pause for decisions.
Unattended (Make.com trigger): never blocks — uses safe defaults, logs every decision made, reports them in the completion comment.
Find sales task + project folder in ClickUp

Resolves the project from any of: task ID, task URL, job number (e.g. 260306), or partial name (e.g. sunshine kebabs).

Searches the Sales Deals list (900301389267) for the task, and the SBI PROJECTS space (54603442) for a folder with a matching job number prefix.

Check all 7 required custom fields

Every field is checked for a value before any write operation runs. If any required field is empty, setup is blocked at this gate.

Field	Blocks if missing?
Contact Name	Yes
Email Primary	Yes
Contact Number	Yes
Deal Value	Yes
Job Address	Yes
Construction Plans	Yes
Approved Proposal	Yes
Buildsoft (BUILD)	Yes
Job Type / Joinery Plans	Warn only

Detect project type — BUILD or DESIGN

Checked in order, first match wins:
1. Folder/task name contains DESIGN or CERT & DESIGN → DESIGN
2. Folder/task name contains BUILD → BUILD
3. Check the Job Type custom field label
4. Unattended fallback: default to BUILD and log the decision
5. Interactive fallback: ask the user

Project type drives downstream behaviour: DESIGN skips Phases 2 & 3, uses a simplified schedule and a 60/40 claim split.
If fields missing → post blocking comment, STOP

In unattended mode, the orchestrator posts an assigned comment on the sales task (using the ClickUp REST API, assignee = the person who triggered it, notify_all: true).

The comment appears in the salesperson's Assigned Comments tray. They can't miss it.

Recovery: salesperson fills the missing fields, toggles the status off Won and back to Won. The webhook fires again, the orchestrator runs again, pre-flight now passes, and Phases 1-4 proceed.
Wait for folder provisioning (poll up to 3 min)

When the Make.com scenario fires, it creates the project folder from the SBI PROJECT TEMPLATE with return_immediately: true — ClickUp then provisions the 10 lists asynchronously.

The orchestrator polls GET /v2/folder/{folderId}/list every 10 seconds until all 10 lists exist, then checks for the Project Doc. Max wait 3 minutes. If still incomplete, it logs a warning and continues with whatever's ready.

Sub-skill /sales-handover • ~2 min

Folder renamed — YYMMDD BUILD/DESIGN Project Name

Make.com has already created the folder from template (10 lists + Project Doc). The orchestrator finds it by job number prefix and renames.

Examples:
• 260306 BUILD Natural Foot Podiatry Erina Fair
• 260317 DESIGN Tracey Fletcher Wamberal

The schedule list (List 06) is also renamed to include the full folder name.
Template tasks customised with job name

Placeholders across List 02 (Design) and List 08 (Procurement) are replaced with the job name.

List 08 parent tasks:
• 300 {Job Name} BUILD LABOUR
• 301 {Job Name} PM/OFFICE/SALES
• 302 {Job Name} CAD/Design LABOUR
• 303_304 {Job Name} JOINERY/FACTORY LABOUR

Writes are directed at the original List 08 (the one without "copy" in the name).
Project Doc populated — client details, plans

Page 1 of the ClickUp Doc is populated with:
• Client name, email, phone
• Job address
• Construction plans reference table (links from sales task)
• Joinery plans reference table (if joinery in scope)

This becomes the site team's reference document.
Sales task multi-listed into List 01, prefixed "SOLD"

Three writes in sequence:

1. Multi-list the original sales task into List 01 — same task in both Deals and the project folder.
2. Prefix the task name with SOLD — visible in both locations.
3. Rename the ADD WON sales Task placeholder in List 01 and mark it done.

Historically the multi-list step was sometimes missed — the sub-skill now enforces both parts.

Progress claims created in List 04

Claims are created and assigned to Gail. Dollar amounts are calculated from Deal Value (incl GST).

Claim	%	Stage
Progress Claim 1	40%	Deposit
Progress Claim 2	30%	Start on Site
Progress Claim 3	20%	Practical Completion
Progress Claim 4	10%	Final

Claim	%	Stage
Design Deposit Invoice	60%	Deposit
Design Final Invoice	40%	Final

Example task name: Progress Claim 1 - Deposit 40% ($31,600 incl GST)

Schedule set in List 06 (sequential phase dates)

BUILD — 5 high-level tasks dated from dateSold:

Task	Start	End
JOB SOLD	—	Date Sold
08 Procurement	Date Sold	+ 7 days
07 Pre-Manufacture	+ 7 days	+ 14 days
09 Manufacturing	+ 14 days	+ 21 days
10 SITE WORKS	+ 14 days	+ 21 days

Pre-Manufacture and Manufacturing are sequential (not parallel) — Pre-Mfg produces drawings/material calcs, then Manufacturing builds. DESIGN — simplified schedule:
• JOB SOLD — due date = Date Sold
• Design Start — due date = Date Sold
• Design Finish — due date = + 3 weeks
• Build-phase task dates cleared

Never touched: JOB SOLD, 10.1 SITE WORKS, and all site subtasks — those are PM-owned once set.

Site works tasks created from proposal scope BUILD ONLY

The signed proposal and cost budget are read to extract the scope of works. This is broken into 5-10 sequential install tasks, created as subtasks of the 10.1 SITE WORKS parent task in List 06 (NOT at the top of List 10).

Task names reference actual materials and quantities from the proposal. A scope summary is posted as a comment on the Completions_Punchlist task in List 10.
Handover task assigned — Chadd, Gemma, Gail, Michael

BUILD: The "Handover between SALES and PM" task in List 05 gets a due date within 2 days and is assigned to the full team.

DESIGN (when salesperson = designer): handover is skipped — same person doing the work.

Sub-skill /budget-cost-sheet • ~1 min

Buildsoft file located + copied

The Buildsoft Excel file is found at G:\Shared drives\SBI JOB FILES_Share\{project}\1.2 COST SHEETS\.

Always work on a copy. SheetJS writeFile corrupts Buildsoft's parameterised formulas — the original must never be touched directly.
Pre-flight — verify Qty, Rate, Total values exist

Why: A Buildsoft with cost-code structure but no numbers generates a $0 budget.

The check looks for at least one line with Qty > 0, Rate > 0, Total > 0. If empty:
• Interactive: ask user to Price / Mark N/A / Generate stub
• Unattended: mark budget as "pending" — skip Phase 2 & 3, log it, continue to Phase 4
SBI Cost Budget tab generated

A new "SBI Cost Budget" sheet is added to the working copy with two tables:

Cost Sheet Summary (top) — one row per cost code with Budget, Rate/hr, Hours Allowed, Man Days.
Cost Sheet Detail (bottom) — every line item with Qty × Rate = Budget.

Footer: Total Cost, Markup, Overhead Recovery (66%), Budgeted Profit (33%), Sell ex-GST, GST, Sell incl-GST.
Styled PDF exported with two donut charts

The tab is formatted and exported via Excel COM automation to a single-page PDF with two donut charts side-by-side:
• Cost Breakdown — one slice per cost code category
• Sales Breakdown — Cost vs Overhead vs Profit vs GST

Saved next to the source xlsx as SBI Cost Budget - {project name}.pdf.

Sub-skill /budget-to-procurement • ~30 sec

Cost codes read from SBI Cost Budget tab

Each cost-code category and its budget amount is extracted from the Summary table. Zero-budget categories are skipped. Labour codes (300-304) are excluded — no external procurement.
One task per cost code in the original List 08

Writes target the List 08 whose name does NOT contain "copy" — template duplicates are left alone.

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

On re-runs: existing tasks are matched by cost-code number and updated in place — no duplicates.
Budget Allowance SBI set on each task

The Budget Allowance SBI custom field (ec6378ba) is set to the budget amount ex-GST from the cost sheet. This is the figure the PM tracks against when placing orders, and the dashboard uses it for Budget vs Actual bar charts.
Procurement category + workflow assigned

Each task is categorised for filtering and reporting:

Code Category

310 Build Works Supplier

315, 317 Joinery Procurement

320-330 Contractors

Workflow set to Not Started. PM moves through: Quoting → Quoted → Approved → Ordered → Received → Paid.

Code	Category
310	Build Works Supplier
315, 317	Joinery Procurement
320-330	Contractors

Sub-skill /project-dashboard • ~2 min

Fresh ClickUp data fetched (REST API for custom fields)

Every generation pulls live data — no caching. The ClickUp MCP strips custom field values, so budget/claims/invoice amounts are fetched via the REST API with $CLICKUP_API_TOKEN.

Pulled: sales info, claims & variations (List 04), schedule (List 06), budget vs actual (List 08), procurement status, compliance (List 03), site works (subtasks of 10.1).
HTML dashboard generated from template

Self-contained HTML with inline CSS/JS and these tabs:
• Overview — health badge, phase indicator, key metrics
• Sales — client info, claims table, variations
• Financials — budget vs actual per cost code
• Procurement — workflow summary + task table
• Schedule — Gantt of phases and milestones
• Compliance — admin checklist
• Actions — next actions and blockers for Tuesday meeting
Saved to shared drive + deployed to GitHub Pages

Three destinations:
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 of git push.
Attached to the current Projects Meeting task

The dashboard URL is posted as a comment on the current Projects Meeting task (list 901612976091) so it surfaces in Tuesday's team review automatically.

✓

Posted on the sales task • tags Michael, Gail, Leah + trigger user

ONE summary comment — posted after all phases run

Posted exactly once after Phases 1-4 have all been attempted (including any that were skipped or failed). Never partial updates — only the single completion notification.

Tagged users:
• Michael Cook (48602901)
• Gail Cook (48603029)
• Leah Procter (100992399)
• Plus the person who moved the task to Won (--triggered-by)

Everyone gets an in-app + email notification.
Per-phase status — completed / skipped / failed

Each phase shows its outcome clearly:

• ✓ PHASE n — ran successfully (with key stats: claim amounts, date range, budget total, etc.)
• ⏭ PHASE n — skipped, with reason (e.g. "Buildsoft not linked")
• ❌ PHASE n — failed, with error reason

Plus a Needs Attention section listing anything flagged, missing, or deferred for follow-up.
Manual steps list for Leah, Gail, PM team

The comment also embeds the manual checklist — so no one has to hunt for what they need to do. Example:

@Leah — Job folder in Shared Drive, Client Info Form, MB Contract
@Gail — Xero project, deposit invoice, cost codes in Xero
PM Team — Handover meeting within 2 days

Flagged in the completion comment • Leah, Gail, PM Team

Leah

Job folder set up in Shared Drive
Client Information Form sent
Master Builders Contract sent

Gail

Xero project created
Deposit invoice sent
Cost codes set up in Xero

PM Team

Handover meeting within 2 days (BUILD)
Joinery project set up (if applicable)
Confirm no materials ordered before deposit paid

Project Setup Orchestrator

How It Fires

Required Fields on the Sales Task

Phase 0 — Pre-flight Validation

Phase 1 — Sales Handover

Phase 2 — Cost Budget

Phase 3 — Procurement

Phase 4 — Dashboard

Completion Summary Comment

Manual Steps Checklist

Leah

Gail

PM Team

⚠ Re-run Safety — What the Orchestrator Never Touches

Who Does What