Excel Workbook 2.0 – Service Orders + Phases + Allocation + Multi-User (SharePoint/Mobile/Power BI ready)

I am looking for an experienced Excel specialist to build a structured and scalable Excel workbook for managing service orders (safety inspections, measurements, training sessions – recurring services for the same companies).

The solution must support:

Multi-user data entry (several people entering data)

Activity planning and tracking

Status management per phase and per assigned person

Deadline/overdue tracking (SLA logic)

Order value management

Automatic revenue allocation by project phases

Periodicity/recurring service tracking (next due date)

Dashboard reporting

Compatibility with SharePoint/OneDrive + Excel Online + Excel mobile app

Power BI ready structure (clean relational tables)

No VBA

Technical Structure (Excel Tables – Ctrl+T, no merged cells)
1) tblNarocila (Orders – header)

Columns:

Narocilo_ID

Podjetje

Datum_narocila

Storitev

Planirana_vrednost

Realizirana_vrednost

Status_narocila (auto-calculated from phase statuses)

Created_by

Created_date

Last_modified

Opomba (commercial/general notes)

Status_narocila should be auto-derived:

Planned / In Progress / Completed

2) tblFaze (Phases – operational execution + allocation)

Columns:

Faza_ID

Narocilo_ID

Faza (dropdown: Pridobitev stranke; Ogled + analiza; Izvedba dokumentacije; Zaključek; Administracija)

Izvajalec (dropdown)

Status_faze (dropdown: Planned / In Progress / Completed / On Hold)

Rok (deadline)

SLA_status (auto: OK / OVERDUE)

Datum_zakljucka

Delez_%

Vrednost_faze (calculated field)

Opomba_faze (execution notes / traceability notes, e.g. reference ID, internal link, “under which invoice/accounting reference this was processed”, etc.)

Note: Status tracking must work per phase and assigned person (each phase row represents responsibility + completion).

Required Formulas
Revenue allocation (Vrednost_faze)

= XLOOKUP([@Narocilo_ID], tblNarocila[Narocilo_ID], tblNarocila[Planirana_vrednost]) * [@Delez_%] / 100

100% allocation control per order

= IF(SUMIFS(tblFaze[Delez_%], tblFaze[Narocilo_ID], [@Narocilo_ID]) = 100, "OK", "ERROR")

Conditional formatting: red warning when allocation is not 100%.

SLA overdue logic (SLA_status)

If TODAY() > Rok AND Status_faze <> "Completed" → "OVERDUE" else "OK"

Validation & Data Integrity

Dropdown lists for: Status_narocila, Faza, Izvajalec, Status_faze

Date validation for all date fields

Structured references only

Sheet protection: lock formulas/structure

SharePoint multi-user safe

No VBA (must work in Excel Online + mobile)

Periodicity / Recurring Services (must be supported)

Include fields to support recurring work (next due date):

Datum_zadnje_izvedbe

Periodika_mesecev

Naslednji_termin (calculated using EDATE)

Dashboard must include a view: services due in next 30–60 days.

Dashboard Requirements

Dashboard must include:

Monthly revenue by Executor

Monthly revenue by Phase

Task overview by completion status (Planned / In Progress / Completed / On Hold)

Overdue tasks overview (SLA)

Services due in the next 30–60 days (periodicity)

KPI block:

Total Planned Revenue

Total Allocated Revenue

Allocation integrity check (should match if allocations are correct)

Power BI ready layout is required.

Scope & Delivery

Estimated effort: 3–6 hours for an experienced Excel specialist.
Deliverable: fully working .xlsx file + short usage instructions.

Budget: €80–150 (depending on experience/quality/speed).
Deadline: 2–3 days.
Location: Kranj (remote acceptable).

Please send a proposal and (if possible) an example of a similar structured Excel system you have built.