Selections & Order Sheet

The brand standards say the same thing in their own words: BTU-OPS-001 §5 and KTU Handover Standard item 10 ("the selection sheet is a deliverable, not a tracking document").

The selection appointment

The sections below are about the records. This one is about the meeting that produces them — where the job stops being an idea and becomes an order. Everything after it (the vendor order, the delivery date, the install window) is downstream of what gets decided here.

• Book it before you leave the close. For a KTU reface the Handover Standard puts the selection appointment within 5 business days of contract, with the order placed within 7. For a custom kitchen the signed Design Brief comes first, within 5 business days, before any drafting hours are spent.
• Open the sheet from the top bar (Oct 31, 2026). In pricing.ktubtu.com tap Selections (top bar, every device): sheets in progress are listed first, then sold jobs with no sheet yet; search finds anyone else. Tap Open →, work the areas with the chips, tap ＋ to shortlist and a tile to pick. Client view turns the iPad to the client (no sold amounts, cost or vendors). To send it, tap Send in the bottom bar beside Next →: the button says what it sends — Send to client, Send the updated sheet after you change picks, Send the approved sheet once they approve. The client's link never changes.
• Present from the lookbook — lookbook.ktubtu.com, on the device, in the room. The tier ladder is the sales tool; a tool that isn’t opened in front of the client isn’t a tool.
• The tier shown is the tier sold. Showing Signature and writing Essential on the sheet produces a disappointed client on install day and a business absorbing the difference.
• Upgrades are a delta over the included allowance, and the delta must match what the pricing tool actually charges — not a remembered number. A wrong delta is margin lost silently; it only surfaces at job costing.
• Only offer what exists. The bath books’ lighting and toilet pages build from the live JobTread Showroom overnight, so a discontinued product can still be on screen. If a client picks something unorderable, that is a feed problem, not a client problem — flag it the same day.
• Finish it in the single visit. Track A targets 100% of the sheet in one appointment. If a second visit was needed, write down what forced it: that reason is the process defect, and it is the thing worth fixing.
• Generate the packet from the tooling, never by hand. If a packet needed hand-editing to be presentable, record what you had to fix.

1. Three records, three jobs

2. Every line on the Selection Sheet

• Group = the category (Faucet, Lighting, Floor tile, Grout, Trim…), one group per category.
• Name = make + model/collection + finish + SKU. Never just "Mirror".
• Item & area for anything used in more than one place: "Wall tile – shower walls & tub surround".
• Description = model/SKU, key sizes or specs, then Buy: [store] — [link]. One store, decided.
• Fit notes where they matter: faucet holes, drain side, rough-in, opening size, valve body matched to trim.
• Quantity + unit (each, box, sq ft, linear ft, gallon). Tile includes overage: 10% standard, 15% for diagonal, herringbone, large-format or patterned.
• Supplied by BTU/KTU or the client (client-supplied items carry a delivery-by date; the client owns their warranty).
• Status New · Existing – KEEP · Existing – REUSE/REINSTALL.
• Cost code = the specific one (Plumbing: Bath Fixture, Electrical: Bathroom Fixture, Paint…), cost type Selection.
• Photo attached. A screenshot is fine, but it doesn't replace the SKU.
• Clean link: cut everything after ? unless it picks the finish (e.g. piid=, uid=).

3. The categories people forget

Every category is marked selected or N/A. None are left blank. The bathroom list is BTU-OPS-001 §5.2; these are the ones missed most often, on both brands:

• Install materials: grout (type and color), Schluter/edge trim (profile and finish), floor transitions, waterproofing, backer board, wet-wall adhesive, thin-set, caulk color-matched to grout, sealer.
• Plumbing guts: the rough-in valve body that matches the trim, shut-off valves/stops, supply lines, drains.
• Shower details: niche size and ledge, bench or seat, glass (new or reused), drain style and finish.
• Paint: brand, color name and code, sheen for walls, ceiling and trim.
• Kitchen accessories: rollouts, lazy Susans, organizers and panel-ready appliance pulls, with quantities in the proposal (KTU item 4).
• Lighting: every fixture on the drawing, including ceiling fixtures being replaced.

4. Where to buy (defaults)

Anything over 4 weeks' lead time is flagged before the client signs (the PM's long-lead / avoid list).

5. Before the sheet goes for signature

1. Nothing is open. No "TBD", "not selected", "client to decide" or "see if X has it".
2. Anything over allowance goes out as a change order first.
3. The JobTread estimate lines match the sheet (same mirror, same sconce, same quantities) — the order sheet is built from the estimate, so a mismatch shows up as a wrong order.
4. The Design Packet is at the same revision and will be signed the same day.
5. Signature is on (the template does this).

After the client signs: download both PDFs, save them to the job's Drive folder with the standard file names, upload them to JobTread, and send the Handover Email (template). Purchasing orders from the signed sheet only.

6. The order sheet (pricing tool)

When a client approves selections in the pricing tool, it builds the job's order sheet from JobTread's finalized estimate — quantities, costs and prices as quoted — and pairs each estimate line with the product the client chose for it.

The client's selection link, stage by stage

1. Sent — the designer shares the curated sheet (one link per job).
2. In progress — the client and designer work it together. Every change is logged: old value → new value, who (client or team), when.
3. Approved — the client approves. Blocked while a decision is open or a research link is unanswered. The orderers get a pre-order review; the designer gets the approval email.
4. Final design & rendering — the design request goes out (re-sent automatically if one was sent before).
5. Final design presented — the designer marks it. The client has one round of changes after approving; anything after that round, or after signing, is recorded as a change order requested and tracked to written or declined.
6. Signed — read from the signed "Order Sheet — final selections (PDF)" in JobTread, never set by hand. Ordering opens once the PM passes the Production Gate.

Every client change and every stage move is emailed to the designer and the pricing tool's "selections" recipients, batched: one email per burst of edits. The tool's working-copy PDF is stamped "not signed, not an order" — the only signed sheet is the JobTread one.

• One row per item: category, item, chosen product (make/model/finish), SKU, source, link, quantity and unit, expected unit cost, expected cost, expected retail, expected margin.
• Grouped by vendor, so each group is one purchase order.
• Needs info on any line missing SKU, finish, quantity or source. The sheet only reads Ready to order when there are none — the tool enforces the same rule as the Production Gate.
• Labor, fees and services (delivery, sink cutout, project fee) appear for margin but are marked "not ordered". Install materials on the estimate (grout, setting materials, paint) show as Needs info until the sheet names them; general supplies show "Supplies — confirm"; materials a sub supplies (heated-floor mat) show "Sub supplies — confirm spec".
• When the final Selection Sheet is signed, it sends the "Signed — ready to order" notice to the recipients set in the pricing tool's admin screen (default [email protected], both brands) and drafts the Handover Email for Sales. The PM (Mayra) places orders for both brands.
• The approved selections are written back to the JobTread job as a selections document. The job also gets a comment with the order sheet link whenever the sheet's status changes (not on every refresh).
• Anyone on the team can rebuild it: open the job in the pricing tool → Order sheet. It also refreshes itself from JobTread every 2 hours, so a quantity fixed in JobTread reaches the order sheet.

7. The Job Tracker (Google Sheet) — retired

7.1 Why it was retired

• The sheet existed because JobTread's API couldn't take purchase orders. orders.ktubtu.com is now the record (every line, every purchase, who and when), and it writes order status, dates and purchased cost back to JobTread itself.
• A cell typed in the sheet was the one way around signature before any order (§3): the order page and the workbook refuse an order on an unsigned job; a spreadsheet can't.
• Costs and GP in the sheet are visible to anyone with the Drive link. orders.ktubtu.com shows them only to people with cost access.

7.2 Where each thing the sheet did lives now

• A tab per job: the job's order sheet at orders.ktubtu.com (open the job).
• Summary tab, every job at once, filter and sort: the workbook, orders.ktubtu.com/w. Every line is editable there by anyone with orders access, and costs and GP show only to people with cost access.
• Change log tab: each line's history on the order sheet and in the workbook, by login and time.
• The file itself stays in Drive (ktubloomfieldnj → .Project Management) for reference only. Its title says it is retired. If nobody misses it by mid-October 2026 it is deleted.

8. orders.ktubtu.com — ordering, purchases and profit

orders.ktubtu.com is the team's ordering front door. Sign in with your pricing.ktubtu.com login.

• Home (/): every job with an order sheet, what's left to order, what's late.
• Order sheet (open a job): set each line's order status, PO #, order date, ETA, received date, actual cost, who ordered it and how it was paid. It saves as you go. Under the expected cost, max $X is the buy sheet's spend ceiling: the most you can pay and still hold the 50% floor. It turns red when the actual cost goes over. (The old buy-sheet site, purchasing.ktubloomfield.com, now opens orders.)
  • Sign in right on the sheet. Anyone with the link can view it; saving, ordering and sharing need your pricing.ktubtu.com login (Sign in on the blue bar).
  • Fix a "Needs info" line on the spot. Open the line (Add PO, dates, cost…) → What to buy. Paste the product page into Product link and tap Fill from link: the store, SKU / item # and photo fill in, with the store's price today and the size / finish. Big stores (Home Depot, Lowe's, Build.com, Wayfair) sometimes block the read; the store and item # still come from the link, type the rest. The line turns Ready as soon as it has a source, SKU or link, and quantity. What you enter is kept on every JobTread refresh and written to the job's budget line in JobTread (Supplier, Purchasing Link, Vendor Product Number).
  • Place the order from the sheet. Each vendor group has Order…: tick the lines, choose Place order (only once the final Selection Sheet is signed) or Request a quote (any time). The PO # fills itself (KTU-1187-01, -02…) unless you type the store's order number. Every ticked line gets the status, PO #, order date, ETA and how it was paid in one go; JobTread gets them and a comment naming the PO. Email <supplier> then opens your own email with the PO written out, and Supplier copy is a printable page with products, SKUs, quantities, links, ship-to and needed-by — never our cost or the client's price. The supplier's email is remembered for next time. Orders and quotes placed are listed at the top of the sheet.
  • Share. Client progress page: the client's own page with their products, photos, quantities and where each stands (being ordered, ordered, on the way, arrived, expected date). No prices, suppliers, SKUs or POs. Send it from the brand (it lands in their HighLevel conversation), from your own email to any address, or by text. Teammate: this internal sheet, to a team inbox only. Never forward the internal sheet to a client.
  • Photos: tap any product photo to see it large; arrows, keys and swipe go through the rest.
• Workbook (/w, or Workbook on any order sheet): the whole job as an editable sheet.
  • Change any number the JobTread sync provides (quantity, product, SKU, expected cost). Your number is kept on every later sync; the purple edge shows it, and ↺ JT puts JobTread's value back.
  • + Add a client: from JobTread, or by hand for work outside the automation. + Add line for anything not on the estimate.
  • Removing a line strikes it through; nothing is deleted. History shows who changed what, by login.
  • Signature before any order, here too. On an unsigned job a red banner says Do not order, and a line can't be marked ordered or given a PO #, order date or confirmation. A JobTread job unlocks when its final Selection Sheet is signed in JobTread (then ↻ Refresh from JobTread). A job added by hand or from ServiceMinder has no JobTread sheet: once the client has signed the paper Selection Sheet, tick Signed (paper) and say where the signed sheet is. Your name and the time are recorded, and it can be undone.

8.1 Purchases, invoices and profit

• An actual cost on a line is the purchase: vendor, date purchased (order date) and amount. It goes straight into job costing, the same numbers as the intranet Job Costing tab and Monthly reporting. Enter a purchase once, on its line.
• When the vendor's invoice reaches ktubtubilling@ and is matched to the job, the line links to it automatically if the vendor and the amount or PO match. The invoice amount then counts instead, so nothing is counted twice. You can also pick the invoice on the line.
• Expected vs actual GP per job and across jobs is on the workbook for people with cost access.

8.2 ServiceMinder job costing

ServiceMinder has no way for other systems to write into a proposal's job costing (Margins). On a job's workbook, Post to ServiceMinder puts a note on the client's ServiceMinder contact listing each purchase (vendor · date purchased · actual amount) against the proposal number. Copy gives the same lines to paste into the proposal's Margins.

8.3 Who can see what

Set per person in pricing.ktubtu.com → Settings (the gear) → Team & access:

• Orders: see and work orders.
• Costs & profit: see and enter costs, actual amounts and GP.
• Job costing: the intranet invoice queue and payment release.

Someone without Costs & profit sees orders with the money columns hidden and cannot enter an actual cost.

9. After the signature — order, receive, start date

The deadlines are the brand standards' — BTU-OPS-001 §9 and the KTU Handover Standard. This table is where each step happens and what you don't have to type twice.

9.1 What orders writes back to JobTread

• Per line, on the job's budget line (not on the signed Selection Sheet, which JobTread locks once approved): Status (✅Ordered, Received, ➡️Order Ready To Be Placed or N/A), Schedule: Date Ordered, Schedule: Date Received, Purchased Cost $.
• Per job: Job Status, forward only and only through the ordering steps above. If the job is already further along, or someone set a status the ordering steps don't use, it is left alone.
• When: a few seconds after you save on the order page or the workbook; anything missed goes on the 2-hourly refresh. Only changes are sent.
• If you edit those fields in JobTread, your edit stays until the line changes again on orders — then orders' value is written. Keep ordering in orders so the two agree.
• If it fails, the line's detail in the workbook says JobTread not updated and why; the schedule retries it every 6 hours.
• What to buy: a supplier, purchasing link or vendor product number you enter on orders goes to the same budget line (Item: Supplier/Vendor/Subcontractor, Purchasing Link, Item: Vendor Product Number). Values that came from JobTread are not written back.
• JobTread can't take purchase orders through its API, so the PO itself stays in orders.ktubtu.com; placing one leaves a comment on the JobTread job naming the PO, supplier and lines, with the supplier copy's link.

Don't

• Mark a selection Approved yourself — the client approves by signing.
• Create a second job or a pile of draft "Selection" documents for the same client.
• Put eight categories in one pick list on the Selections tab — the client will tick one.
• Order from a rendering, a text message or an unsigned draft.

Change log