Executive Summary

Hassle Free Home Services has outgrown its current Airtable-based operations platform. Performance degradation, occasional interface freezing, and limited scalability as customer volume grows mean the team needs a faster, more reliable platform, and sooner rather than later.

This scope of work covers a 90 to 120 day engagement: replace the existing Airtable setup with a custom-configured platform on web and mobile, with all business workflows, automations, and a customer-facing portal live in production.

Engagement Overview

Objective

Deliver a fully functional operations platform (web and mobile) that replaces Airtable, preserves all business workflows, and fixes the performance and scalability problems that are slowing the team down today.

Approach

This scope follows a three-phase sprint model:

Key Outcomes

• Fully configured internal operations platform (web + mobile)
• Customer-facing portal (web, mobile-responsive)
• All workflows and automations operational
• Complete data migration from Airtable
• Role-based access for all user types
• QuickBooks integration
• User training and documentation
• 2-month post-launch managed service (mandatory)

Objective

Develop a complete understanding of the current platform, business processes, and requirements. Select the right platform. Produce a detailed implementation plan.

Week 1: Current State Assessment

• Conduct stakeholder interviews with key team members
• Complete a Discovery Questionnaire (To be provided)
• Obtain full Airtable export (data, schemas, screenshots, automations)
• Inventory all existing integrations and external systems
• Document all current user roles and permission structures

Week 2: Process Mapping & Requirements

• Map every business workflow end-to-end (lead pipeline, service visits, proposals, billing, vendor management)
• Document all automation triggers and actions
• Identify workflow gaps and improvement opportunities
• Define customer portal requirements
• Define reporting and analytics requirements
• Prioritize features: Must-Have vs. Nice-to-Have vs. Future

Week 3: Platform Selection & Architecture (Complete)

• Evaluated candidate platforms against documented requirements
• Conducted proof-of-concept testing with top platform candidates
• Selected technology stack: Next.js + Supabase + Clerk + Vercel
• Designed target data architecture (entity relationships, schema design)
• Produced Implementation Plan with detailed week-by-week milestones
• Built and reviewed MVPs of the top 2 candidate platforms for proof of concept

Phase 1 Deliverables

Objective

Stand up the new platform, migrate data, configure all workflows and automations, build the customer portal, and integrate with external systems.

Weeks 4 to 6: Foundation

• Provision and configure the database (Supabase/PostgreSQL)
• Set up the APIs for the platform (web + mobile access)
• Implement data schema and relationships
• Configure user roles and permissions
• Set up authentication and security
• Establish development, staging, and production environments

Weeks 7 to 9: Workflows & Automations

• Configure lead pipeline with status-based workflow rules
• Implement one-way status progression with admin override capability
• Build all automation triggers (email notifications, status-change actions, AI-generated content)
• Configure conditional field permissions (lock fields based on record status and user role)
• Set up QuickBooks integration
• Configure all views matching current Airtable usage

Weeks 10 to 12: Data Migration & Customer Portal

• Build and test data migration pipeline (Airtable → new platform)
• Execute initial data migration (V1, full historical data)
• Validate data integrity and completeness
• Build customer-facing portal (web, mobile-responsive):
  • Customer login (email-based / magic link)
  • Property dashboard
  • Visit history
  • Proposal review and approval
  • Service request submission
  • Document access

Phase 2 Deliverables

Objective

Validate everything works, train the team, run parallel operations, and execute a controlled go-live.

Week 13: Quality Assurance

• End-to-end testing of all workflows (lead → customer → visit → invoice)
• Test every user role's permissions and access
• Test customer portal with sample accounts
• Load testing (verify performance at expected data volumes)
• Test all automations and integrations
• Bug fixes and adjustments

Week 14: User Training

• Conduct training sessions for each user role (Admin, Sales, Dispatch, Field)
• Provide written quick-start guides for each role
• Customer portal walkthrough
• Set up support channel for questions during transition

Week 15: Parallel Run

• Team uses BOTH Airtable and new platform simultaneously
• New data entered in new platform; Airtable available as reference
• Daily check-ins to identify issues and gaps
• Execute final data migration (V2, delta sync)

Week 16: Go-Live & Handoff

• Cut over to new platform as primary system
• Decommission Airtable data entry (maintain read-only access temporarily)
• Monitor for issues with dedicated support
• Formal handoff with documentation package

Post-Launch Managed Service (Months 1 and 2)

A 2-month post-launch managed service period is included (mandatory). This covers the critical transition from build to live operations:

• 25 hours/month of total tech work (bug fixes + feature enhancements) at no extra charge
• Priority response for platform issues
• Bi-weekly check-in calls
• Performance monitoring and monthly health reports
• Guidance on new feature requests and next steps

After the 2-month minimum, the managed service continues month to month at your option. Full details in the Managed Service Proposal.

Roles & Responsibilities

Closing

Wherk AI is looking forward to working with Hassle Free Home Services on this project. We believe that with the right technology choices and a disciplined 90 to 120 day sprint, your team can move from Airtable to a platform that actually keeps up with the business.

The next step is completing the Discovery Questionnaire so we can understand your current operations and requirements. From there, we'll work closely with your team to design, build, and launch a platform built around how your business actually works.

We look forward to getting started.