Pre-meeting questions

Thanks for the Streamlining, Baby deck. It's a clear picture of where you want to get to. To make the 25th as useful as possible, here are the things it would help to know beforehand. Rough answers are fine; "don't know" is a fine answer too. The software list in the first section is the one we'd most like before we meet.

1. Your software today

A list of every piece of software the business runs on, with a line or two on each. From the deck I can see Shopify, Pipedrive, the customer portal, a quote builder, CAD, Easfix, Teams and WhatsApp; there are probably others (accounting, email, file storage, anything on the factory floor). I've filled in what I know.

2. The business and volumes

1. Roughly how many custom builds a year, and how many are live at any one time? (The Pipedrive board shows around 80 open deals; how many of those are real?)
2. How many enquiries a month, and roughly what share turn into a quote and then a build?
3. Typical time from deposit to a build leaving the factory?
4. Can you confirm who does what: Ryan (sales), Rich (?), Liam (CAD), Chloe (purchasing), Danny (invoicing), plus graphics, factory and ops. Anyone else?
5. Who will own this project on your side day to day?

3. Sales and quoting

1. What happens today between a web enquiry landing and Ryan's first reply? Does it get typed into Pipedrive by hand?
2. Of the 11 Pipedrive stages, which ones actually matter? Which would you cut or merge?
3. Do you want to keep Pipedrive and connect it, or replace it? Either way, does the history in it need to come across?
4. The quote builder mockup in the deck: who made it, and is that the spec, or a sketch? Are the three units and prices (Kickstarter, Retro SWB, Retro LWB) the real range?
5. Can you share an example quote (PDF is fine) and a full list of the options and add-ons with prices?
6. Are there rules between options (e.g. a certain fit-out needs a certain wheelbase, or a layout that's only available on the LWB)?
7. How often does a quote change after it's sent, and what does that cost you in time?
8. What's your deposit and payment-milestone structure? Fixed percentages or per project?

4. Design and factory

1. Which CAD package does Liam use? Can you send an example of the parts CSV it exports (parts to make and parts to order)?
2. What does Chloe do with that CSV today: where does she order from, is there a supplier list, and where does the order status live?
3. Are the internal parts (the ones to be made) tracked anywhere once they're on the list?
4. How do customers currently approve artwork and design versions? Email, portal, in person?
5. How many factory stages does a build really go through, and are they the same for every product?
6. Does the floor team have tablets or a shared screen today? Is there reliable Wi-Fi in the workshop?
7. Who decides what gets worked on next when two jobs compete for a bay?
8. Where do you keep the important documents for a build today (drawings, certificates, sign-offs)?

5. Money

1. Which accounting package do you use, and does Danny raise invoices there or somewhere else?
2. When a milestone is reached, how does Danny find out today?
3. Would you rather invoices go out automatically on a milestone, or land with Danny to check and send?
4. Roughly how many hours a week across the team go on chasing, re-keying and moving files between systems?

6. Website, shop and 3D configurator

1. Roughly what share of revenue comes from the online shop (equipment, DIY kits) versus custom builds? How important is the shop to you?
2. Which Shopify plan are you on, and which apps are installed?
3. What does the current "Get a Quote" form capture, and where do submissions go?
4. What would you ideally want a customer to be able to tell you before Ryan picks up the phone (product type, wheelbase, budget, timeline, use)?
5. The 3D configurator on the step-van page: who built the 3D models, who owns them, and what format are they in?
6. Which products should have a configurator, and which options should it let people change?
7. What should the configurator end in: a quote request, a deposit, or a shop purchase?
8. Do equipment or kit buyers ever come back for a full build? Is that worth tracking?

7. Aftercare

1. What is Easfix exactly? The deck shows it as something customers log into. Is it a warranty or service platform you subscribe to, and does it have any way of receiving jobs or sending status back?
2. What are your warranty terms, and where is a customer's warranty status recorded today?
3. In the "three lights not working" example, who is Rich, and what's his role in aftercare?
4. What are the most common aftercare issues, and how many a month?
5. How much of aftercare is done at your workshop versus at the customer's location, and when do you use outside contractors?
6. When the customer comes in for a fix, how is it booked today, and what does the customer receive?

8. Timing and priorities

1. If you could fix only one thing from the deck first, which would it be?
2. When would you like the first piece to be live?
3. How much history matters: do open projects, past quotes and Pipedrive deals need moving across, or can we start fresh with new work?
4. The dashboard mockup shows revenue, enquiries, project status and milestones. Which of those numbers do you look at today, and where do they come from?
5. Anything we should know that isn't in the deck: things you've tried before, things the team is wary of, anything that's changed recently?