Prime Ecosystem Setup — Workflows, Automations, Job Dashboards & SOP Diagram Build Open

Claim Safe Australia is seeking an expert in Prime Ecosystem to rebuild our entire operational system from the ground up. We need someone who understands workflow engineering, insurance repair sequencing, automation, and interface design — not just someone who has “used Prime before.” We want Prime to be SIMPLE, CLEAN, AUTOMATED, and EASY for all staff to follow. ⸻ WHAT WE NEED BUILT (FULL SCOPE) 1. Workflow & Status System (Full Start → Finish Process Map) We currently have many statuses because we need clear visibility on where each job is at. Unless you have a better solution, we want to keep multiple statuses but make them: • logical • grouped • colour-coded • automated • easy to understand You will create: ✔ A complete, step-by-step workflow ✔ All statuses clearly defined ✔ Rules for when a job moves to each status ✔ Automated status changes where possible ✔ A visual diagram of the entire workflow (including triggers, actions, and team responsibilities) ⸻ 2. Automated Emails, SMS & Status Changes We need automations to remove all manual admin work. Automations required: • Status change → send email/SMS to insured • Status change → notify trades • Status change → notify admin or invoice team • Job booked → send customer confirmation • Job completed → request photos/report • Report uploaded → notify internal team • Overdue stages → reminders/alerts All communication templates must be set up inside Prime. ⸻ 3. Role Responsibilities (Who Does What) We need clear division of responsibilities between: • Trades on site • Booking team • Invoice team • General admin • Management The system must include: • Task assignment rules • Automated tasks • “Who does what” outlined inside the job workflow • A clear checklist for each team at each step No more confusion. No more missed tasks. ⸻ 4. At-a-Glance Job Dashboard We want ONE screen showing all critical details for ALL jobs. Must include: • Appointment date/time • Trade assigned • Customer name • Address • Job type (MS/RR/Assessment) • Status • Notes/flags • Missing items (photos, report, quote, invoice) • “Talked to owner?” Yes/No Admin must not need to open each job to see progress. ⸻ 5. Job Card Setup (Must Be Extremely Easy to Follow) We want you to redesign the job card layout so it is simple, clean and intuitive. Must include: • Only necessary fields • Consistent naming • Photo area • Notes area • Action buttons • Key details at top (address, type, trade, etc.) • Visual clarity (no clutter) • Automatic invoice items ⸻ 6. Automatic Invoice Items Setup We need: • Pre-set invoice items • Preloaded materials & labour • Automatic population of items based on job type • Ability to invoice without showing line-by-line breakdown (Just total labour + total material) ⸻ 7. Training Materials (So My Team Actually Understands It) We need: • A workflow diagram • A how-to guide • A staff training document • A video walkthrough (preferred) • Screenshots showing what to do at each step Your system must be simple enough that new admin can follow it within 1–2 days. ⸻ EXPERIENCE REQUIRED You must have: • Direct experience building workflows in Prime Ecosystem • Understanding of automation logic • Ability to create dashboards and job visibility screens • Experience in building clean admin systems • Insurance repair/building knowledge (huge bonus) • Ability to deliver diagrams, documentation, and training ⸻ ABOUT US Claim Safe Australia handles: • Make Safes • Roof Reports • Assessment Reports • Insurance repairs • Carpentry, roofing, electrical, plumbing We service Gold Coast, Brisbane, Sunshine Coast, Tweed & surrounding areas. Our biggest problems today: • Too many manual steps • Staff not knowing “what to do next” • No visibility without opening every job • Inconsistent admin • No automation • Missed tasks • Slow invoicing We want this solved once and for all. ⸻ TO APPLY, PLEASE INCLUDE: • Examples of Prime setups you’ve done • Screenshots or SOP samples • Your approach to our workflow • Timeframe & cost • Your experience with automation • Your experience with insurance workflows (if any)