Welcome to Loop Logics 🎉

Phase 1. What We'll Cover in Your First Kick Off Call

1. Your current workflow — how jobs move through your business today, and any pain points with what you're using now.
2. Your data import — getting your users, clients, subcontractors and suppliers into Loop.
3. Your site forms — what you fill out on-site today, so we can rebuild it in Loop.
4. Any integrations you need — like Xero, if that's part of your setup.

5. Training sessions — locking in dates so momentum doesn't stall.

   
   

💡 Tip: You don't need to have all the answers ready — this is the start of an iterative process, but a bit of prep goes a long way.

Phase 2. Your Workflows

We'll ask about how a job moves through your business today, from first contact through to invoice. Think of it in terms of stages or statuses: awaiting quote, in progress, awaiting invoice, and so on.

If you do more than one type of job (for example, general jobs vs. larger repair/renovation work), we'll usually set up a separate workflow for each type, since they often need different steps.

💡 Tip: The first version we build isn't final — it's a starting point to refine as you and your team learn the system. If you already have documented processes or a whiteboard/spreadsheet you use to track jobs, having that on hand helps us map it across more efficiently.

Phase 3. Data Import

Before your portal has anything in it, we need your core lists: users, clients, subcontractors, and suppliers. You can find this here (fields marked in green are mandatory, everything else is optional).

Users (two types):

• Admin users — full system access. They send invoices, build estimates and manage scopes.
• Field users — mobile-only access for on-site work: uploading photos, filling in forms and viewing job details. They don't send emails or invoices.

Let us know who falls into which category and we'll set permissions accordingly.

Clients, subcontractors, and suppliers:

• If you're missing a mobile number or address for someone (common with subcontractors), just use a placeholder — a general location or your own business address is fine. It won't stop you invoicing them or adding them to jobs.
• This is also a good moment to clean up your contact list. Starting with only your current, active jobs/clients is a perfectly reasonable way to begin, and you can always add more later.

Estimate cost centres and line items (optional):

• Cost centres are the categories your scopes are built from. We provide a comprehensive starting list, and you can add anything specific to your business.
• Line items are a catalogue of your commonly used scope items (with cost/quantity), so building a scope is a matter of selecting from a library rather than typing everything from scratch each time.
• This step is not mandatory. If every job you do is different enough that a standard catalogue doesn't make sense yet, it's completely fine to skip it and build scopes manually for now (you can always add a library later).

Phase 4. Site Forms

Tell us what your team fills out on-site today: progress reports, assessments, variations, safety checks (SWMS), whatever's relevant to your work.

What to send us:

• Any existing templates you use — Word docs (preferred), PDFs, or forms mirrored from a client/builder platform you already work with.
• We'll rebuild these as digital forms in Loop, matching your existing format as closely as possible.

💡 Tip:

• If you need a scope of work populated into a form (e.g. Quotation, Contract or Scope of Works Agreement), we can auto-generate this from your Estimate.
• Don't worry about making this perfect upfront — send through what you have, and we'll advise on what fits and how to handle anything unusual.

Phase 5. Integrations

If you use accounting software like Xero/Myob, we can connect it so invoices created in Loop sync automatically — no double entry. Once an invoice is marked paid in Xero, that status updates back in Loop too.

If you use other tools for time tracking or payroll, let us know and we'll flag what connects natively and what might need a manual export/import for now.

Phase 6. Training Sessions

We typically run three initial training sessions, booked in during (or right after) your kick-off call so momentum doesn't stall.

Who should attend:

• Session 1 — your admin users / "product champions," the people who'll become the go-to experts internally and train the rest of the team.
• Session 2 — usually covers procurement and scoping, so bring your estimators along.
• Session 3 — final wrap-up and any outstanding questions.

• Field users generally don't need to attend — their side of the system is simple enough to pick up without formal training.

  
  

💡 Tip: If your team's spread across different schedules, don't stress — we'll send a booking link so everyone can find a time that works, or speak to your Customer Success Manager on how training can work for your team.

Before Your Kick Off Call — Your Essential Checklist

✅ A rough sense of how a job currently moves from start to finish

✅ Names and email addresses of the admin users who'll need full access

✅ Any existing site forms/templates (progress reports, assessments, safety checks, variations)

✅ Details of any software you'd like connected (e.g. Xero, Myob)

✅ Availability for 2–3 training sessions over the coming weeks

After the Call

You'll receive:

1. The data import spreadsheet for your users, clients, subcontractors, suppliers, and (optionally) cost centres/line items.
2. Template workflows based on your business, for you to review and tweak.
3. A link to book your training sessions.