Operations Management System

Power Apps / Dataverse Operations Management System

We are looking for an experienced Microsoft Power Platform developer to replace our existing Excel-based company register with a modern Operations Management System built using:

Power Apps (Canvas App)
Dataverse
Power Automate
OneDrive / SharePoint document storage

The system will manage the complete workflow from customer enquiry through quoting, job delivery, purchasing, engineer timesheets, expenses, service scheduling, invoicing, and profitability reporting.

Core Modules
Dashboard

Role-based dashboards for Management and Engineers.

Management dashboard should show:

Revenue by engineer
Profit by engineer
Open jobs
Expenses awaiting approval
Engineer utilisation
Service due reminders

Engineer dashboard should show:

My jobs
My timesheets
My expenses
Outstanding actions
Service visits due
Customers
Customer database
Multiple contacts
Service schedules
Last service date
Next service date
Service due reminders
Suppliers
Supplier database
Contact details
Account information
Used when creating Purchase Orders
Quotes
Create and manage quotes
Auto numbering (MAQ-YYYY-XXX)
Status tracking
Convert directly into Jobs, Order Acknowledgements, and Invoices
Jobs
Create from quote or manually
Auto numbering (MAJ-YYYY-XXX)
Assign engineers
Track status, costs, documents and profitability
Jobs may exist without a quote
Outstanding Jobs Board
Open jobs
Assigned engineers
Priority
Due dates
Scheduling / planning view
Timesheets

Engineers submit daily time against:

Jobs
Admin
Training
Meetings
Holiday
Sick leave

Timesheets must be linked to jobs and used for labour costing.

Expense Management

Engineers submit:

Hotels
Airbnb
Meals
Fuel
Parking
Travel

Requirements:

Mobile-friendly
Receipt upload
Linked to job and engineer
Stored in OneDrive/SharePoint
Mileage Claims
Submit mileage against jobs
Approval workflow
PDF generation after approval
Stored in OneDrive/SharePoint
Purchase Orders
Auto numbering (MAPO-YYYY-XXX)
Linked to suppliers and jobs
Used for job costing
Order Acknowledgements

Auto-generate from:

Customer PO upload
Accepted quote + customer PO number

Auto numbering:

MAOA-YYYY-XXX
Invoice Generator
Auto numbering (MAINV-YYYY-XXX)
Generate from jobs or quotes
Pull labour, materials and expenses automatically
Allow manual editing
Support:
Deposit invoices
Progress invoices
Partial invoices
Final invoices
Job Profitability Dashboard

For each job calculate:

Revenue
Labour costs
Purchase costs
Expenses
Mileage
Accommodation
Profit
Profit margin %
Engineer Performance Dashboard

Track:

Hours worked
Hours charged
Utilisation %
Revenue generated
Labour cost

View by:

Day
Week
Month
Year
Service Due Dashboard

Show:

Customers due for service
Last service date
Next service date
Assigned engineer

Allow service jobs to be created directly from this screen.

Document Management

All uploaded/generated files should be automatically stored in OneDrive or SharePoint:

Quotes
Purchase Orders
Customer POs
Order Acknowledgements
Invoices
Expense Receipts
Mileage PDFs
Service Reports
Calibration Certificates

Dataverse should store document references.

Existing Data

Current data exists in an Excel register and will need to be reviewed and migrated into Dataverse where practical.

Future Enhancements (Not Required Initially)
Power BI reporting
Customer portal
OCR reading of customer POs
Electronic signatures
Offline engineer mode
Xero integration
Sage integration
QuickBooks integration
Outlook integration
Please Include In Your Proposal
Relevant Power Apps/Dataverse experience
Estimated hours
Fixed-price quote
Proposed timeline
Recommended architecture
Ongoing support costs
Examples of similar systems built

Goal: Build a complete Power Platform-based Operations Management System to replace our existing Excel register and manage customers, quotes, jobs, timesheets, expenses, purchasing, service scheduling, invoicing and profitability reporting in one integrated platform.