DKP Operations Guide
A complete guide to the DKP Joinery operations platform — how it works, who uses it, and how every part of the business process flows from start to finish.
1. Platform Overview
What the DKP Joinery platform is and what it manages.
The DKP Joinery platform is a complete end-to-end business operations system, purpose-built for managing every aspect of joinery supply and installation projects. It brings together enquiries, quoting, project management, installations, client communication, invoicing, payments, partner relationships, and compliance — all in one place.
Rather than managing different parts of the business in separate spreadsheets, email threads, or disconnected tools, this platform provides a single system of record for your entire operation.
2. User Types
Each user type has a dedicated portal experience tailored to their role in the business.
Admin / Super Admin
What They Access
- Full access to every module and record
- All financial data, invoices, and payments
- All client, partner, and supplier records
- User management and role assignments
- Organisation-wide settings
What They Can Do
- Create and manage leads, quotes, and projects
- Onboard clients, partners, suppliers, and installers
- Schedule and assign installation jobs
- Create, send, and manage invoices
- Approve commissions and record payments
- Manage compliance records and documents
- Review all business activity and audit logs
Visibility
Sees everything across the entire business. No data is restricted.
Internal Team / Project Manager
What They Access
- Projects and installation schedules
- Assigned leads and quotes
- Documents and compliance records
- Communications and conversations
What They Can Do
- Manage project stages and milestones
- Coordinate installation scheduling
- Communicate with clients and partners
- Upload and manage project documents
- Create and manage variations
- Review compliance status
Visibility
Sees projects, jobs, and communications relevant to their assigned work.
Client
What They Access
- Their own active and completed projects
- Quotes submitted for their projects
- Invoices and payment statements
- Variation requests and approvals
- Support conversations
What They Can Do
- View project progress and stage updates
- Review and approve quotes
- View and download invoices
- Request and approve project variations
- Send messages to the DKP team
- Track installation schedules
Visibility
Sees only their own projects, quotes, invoices, and support items. Cannot see other clients or financial data.
Partner
What They Access
- Projects attributed to their referrals
- Commission and revenue summaries
- Invoices linked to their projects
- Leads they have referred
- Compliance documents
What They Can Do
- View progress of referred projects
- Track commission earned per project
- View invoices linked to their projects
- Submit Requests for Information (RFI)
- Monitor compliance documents
- Review lead status
Visibility
Sees only projects attributed to them. Cannot see other partners, clients, or unrelated financial data.
Supplier
What They Access
- Supplier-relevant project and order information
- Shared documents and specifications
- Contact and account details
What They Can Do
- Access shared project documentation
- View relevant specifications
- Manage their account profile
Visibility
Sees only supplier-relevant information provided by the admin team.
Installer
What They Access
- Jobs assigned specifically to them
- Site address, time, and access notes
- Job-specific checklists and instructions
- Completion and sign-off screens
What They Can Do
- Accept or decline assigned jobs
- Update job status in real time
- Complete checklist items on-site
- Upload completion photos
- Capture client signature for sign-off
- Report issues or delays
Visibility
Sees only jobs assigned to them. Cannot see other jobs, clients, or financial data.
3. Full Business Process Flow
The complete journey from first contact to project completion and aftercare.
Enquiry or Lead is Received
A potential client submits an enquiry through the website, is referred by a partner, or is manually entered by the admin team. The lead record is created with contact details, project type, estimated value, and source.
Admin Reviews and Manages the Lead
The admin team reviews the lead, assigns it to a team member, qualifies the opportunity, and tracks the follow-up process. All notes and communications are logged against the lead.
Quote is Created and Sent
The admin team builds a detailed quote with line items, quantities, and pricing. VAT is calculated automatically. The quote is reviewed internally and then sent directly to the client.
Client Reviews the Quote
The client receives the quote and can review it in the client portal. They can see all line items, totals, and any attached documents.
Quote is Approved
The client approves the quote — either directly in the portal or by notifying the admin team. The quote status updates to approved.
Project is Created
The admin team converts the approved quote into a project. Project details, timelines, milestones, and assigned team members are set up.
Partner Attribution is Linked
If the project originated from a partner referral, the partner is linked to the project. The commission rate is configured and locked once agreed.
Project Stages are Managed
The project progresses through defined stages: planning, approved, in production, ready for dispatch, installation scheduled, installed, and completed. The client portal reflects the current stage.
Variations and Change Requests are Handled
If the scope changes, a variation is created, costed, and sent to the client for approval. Approved variations update the commercial position of the project.
Installation Jobs are Scheduled and Assigned
Installation jobs are created from the project, scheduled on the calendar, and assigned to an installer. The installer is notified through their portal.
Installer Updates Job Status and Completion
The installer accepts the job, updates their status in real time, completes the on-site checklist, uploads photos, and captures the client signature to complete the job.
Invoices are Created and Sent
The admin team creates invoices — for deposits, stage payments, variations, or final balances. Invoices are sent directly to the client and appear in their portal.
Payments are Recorded
When the client pays, the payment is recorded against the invoice. Outstanding balances update automatically. Overdue alerts are triggered when due dates pass.
Partner Commission is Calculated
Where applicable, partner commission is calculated based on the agreed rate and the project value. The partner can view their earned commission in their portal.
Aftercare and Project History Remain Available
Once completed, the full project record — including documents, photos, compliance certificates, communications, invoices, and completion notes — remains on file for future reference and aftercare.
4. Portal Processes
A detailed breakdown of what each portal provides and how it is used.
Admin Portal
Internal operations hubDashboard
Live overview of active leads, open quotes, projects in progress, overdue payments, and recent activity.
Leads
Full CRM for managing inbound enquiries. Track source, status, follow-ups, assigned team members, and linked quotes.
Quotes
Full quote builder with line items, pricing, VAT, discounts, and email delivery. Track revision history and approval status.
Projects
Project workspace covering all stages from creation to completion. Manage milestones, documents, team, client communication, and financial status.
Installations
Task-level view of all installation jobs. Filter by status, installer, project, or date. Track completion, issues, and sign-off.
Scheduler
Calendar-based view for scheduling and managing installation jobs. Drag-and-drop assignment with workload visibility.
Variations
Manage all project change orders. Track cost impact, client approval, and link to invoices.
Invoices
Create, send, and manage client invoices. Track sent, partially paid, paid, and overdue status.
Payments
Record payment milestones (deposit, stage, final). Track outstanding balances and payment method.
Partners
Manage partner records, commission rates, portal access, and attributed project history.
Suppliers
Manage supplier records, contact information, service areas, certifications, and linked projects.
Employee Accounts
Manage all staff accounts — onboarding, access levels, portal type, and account status.
Documents
Centralised document management. Upload, version, categorise, and share documents across projects.
Compliance
Manage fire certificates, installation certificates, third-party certifications, and inspection records.
Client Portal
Client-facingClient Login
Clients receive a dedicated portal login. They access only their own records — no other client data is visible.
Project Overview
A clear summary of all active and completed projects, current stage, and key upcoming milestones.
Quote Review & Approval
Clients can view their quotes, review all line items and totals, and confirm approval directly in the portal.
Project Progress Tracking
Clients see real-time project status updates, milestones, and any notes the team chooses to share with them.
Variations
Clients can review change requests and approve or query variations that impact cost or scope.
Invoices & Payments
Clients see all invoices issued against their project and can view payment status, amounts, and due dates.
Support & Communication
Clients can send messages directly to the DKP team and receive replies — all threaded and tracked per project.
Partner / Supplier Portal
Partner-facingApplication & Verification
Partners submit an application. Email verification is required before the account is reviewed and activated.
Admin Review & Approval
The admin team reviews the application and either approves or declines it. Approved partners receive portal access.
Account Activation
Activated partners receive their dedicated portal login and are linked to their submitted application details.
Linked Projects
Partners can view all projects attributed to their referrals, including current status, stage, and site details.
Revenue & Commissions
Partners see a breakdown of all commission earned across their projects, with status (pending, approved, paid).
Invoices
Partners can view invoices linked to their attributed projects for transparency on project financial progress.
Leads
Partners can view the status of leads they have referred into the business.
Requests (RFI)
Partners can submit Requests for Information against specific projects for any queries or information needed.
Compliance
Partners can view compliance and certification records for their attributed projects.
Installer Portal
Mobile field appInstaller Account Access
Installers receive a dedicated portal login. Their view shows only jobs assigned to them — nothing else.
Assigned Jobs
Today's jobs, upcoming jobs, and completed jobs are listed clearly. Each shows the site, time, type of work, and special instructions.
Job Status Updates
Installers update their status through the job — accepted, travelling, on site, in progress, and completed.
Photos & Sign-Off
Installers upload completion photos on-site and capture the client's digital signature to confirm job completion.
Issues & Delay Reporting
Any issues, snags, or delays are logged in the portal, immediately visible to the admin team for resolution.
Completion Tracking
Once all checklist items are completed and the job is signed off, the record is closed and available for the admin team to review.
5. Email Verification & Account Approval Process
How new users gain access to the correct portal.
Standard Process (all user types)
User submits an application, referral, or is registered by an admin.
A unique portal email address is created and assigned to the user.
A verification email is sent to the user's registered email address.
The user verifies their email and completes the initial sign-up form.
The admin team reviews the completed application or sign-up details.
The admin approves the account and activates the user's portal access.
The user logs into their dedicated portal using their assigned email.
The system automatically links the user to the correct projects, records, and data.
What happens at each stage
6. Process Map
Visual diagrams of the full business flow and role-based data access.
A. Full Business Process Flow
B. Role-Based Data Access Flow
Controls all operations and data
Client Portal
Projects, quotes, invoices, support
Partner Portal
Projects, revenue, commissions, invoices
Installer Portal
Assigned installation jobs only
Supplier Portal
Supplier-relevant project info
Sees only their own records — projects, quotes, invoices, and support messages.
Sees only projects attributed to them and related commission/revenue data.
Sees only jobs assigned to them — nothing else is visible.
Sees only supplier-relevant information shared by the admin team.
7. Admin Knowledgebase
Step-by-step guidance for common admin tasks. Click any item to expand.
8. Visibility Rules
What each user type can and cannot see in the platform.
| Data / Module | Admin | Client | Partner | Installer | Supplier |
|---|---|---|---|---|---|
| All Projects | ✅ All | ✅ Own only | ✅ Attributed only | ❌ | ❌ |
| Quotes | ✅ All | ✅ Own only | ❌ | ❌ | ❌ |
| Invoices | ✅ All | ✅ Own only | ✅ Attributed projects | ❌ | ❌ |
| Payments | ✅ All | ✅ Own only | ❌ | ❌ | ❌ |
| Partner Commission | ✅ All | ❌ | ✅ Own only | ❌ | ❌ |
| Leads | ✅ All | ❌ | ✅ Own referrals | ❌ | ❌ |
| Installation Jobs | ✅ All | ❌ | ❌ | ✅ Assigned only | ❌ |
| Documents | ✅ All | ✅ Shared docs | ✅ Shared docs | ✅ Job docs | ✅ Shared docs |
| Compliance Records | ✅ All | ❌ | ✅ Attributed projects | ❌ | ❌ |
| Client Communications | ✅ All | ✅ Own only | ❌ | ❌ | ❌ |
| Variations | ✅ All | ✅ Own projects | ✅ Attributed projects | ❌ | ❌ |
| All Clients | ✅ All | ❌ | ❌ | ❌ | ❌ |
| All Partners | ✅ All | ❌ | ❌ | ❌ | ❌ |
| Financial Reports | ✅ All | ❌ | ❌ | ❌ | ❌ |
| User Management | ✅ Admin only | ❌ | ❌ | ❌ | ❌ |
9. Business Benefits
How the platform improves operations across the business.
Centralised Operations
Every part of the business — leads, quotes, projects, invoices, installations, and compliance — managed in one platform. No more disconnected spreadsheets.
Better Client Communication
Clients have direct visibility into their project progress, quotes, invoices, and support — reducing unnecessary calls and improving satisfaction.
Cleaner Project Tracking
Clear project stages, milestones, health indicators, and status updates mean nothing gets missed and every project moves forward on schedule.
Faster Quoting & Approval
Quotes are built, sent, and approved digitally — with full line-item detail, VAT, and revision tracking. Client approval is recorded in the system.
Clear Installation Scheduling
Installation jobs are scheduled on a central calendar, assigned to specific installers, and tracked from booking through to completion and sign-off.
Transparent Partner Commissions
Partners see exactly which projects they are attributed to and what commission has been earned, approved, and paid. No disputes, no manual calculations.
Easier Invoice & Payment Management
Invoices are created, sent, and tracked against payments. Outstanding balances are always up to date and overdue alerts fire automatically.
Reduced Manual Admin
Onboarding, notifications, status updates, and record linking are handled by the system — freeing the team to focus on the work that matters.
Complete Project History
Every project retains its full history — documents, photos, communications, compliance records, invoices, and completion notes — long after the work is done.