Alpha Work Preparation Document
Generate an internal werkvoorbereidingsdocument from an estimate, with internal notes and optional pricing
Work Preparation Document
The work preparation document (Dutch: werkvoorbereidingsdocument) is an internal-only document generated from an estimate. It is meant for the team that executes the work (not for the client) and surfaces the internal information that is deliberately kept off the client-facing estimate.
The work preparation button is only visible to internal staff. Portal clients never see it, and the internal notes it contains never appear on the estimate the client receives.
What it contains
- All estimate line items (descriptions, sub-descriptions, quantities).
- The SKU of each line's product, in its own column. Free-text lines and products without a SKU stay blank, and the column is left out entirely when no line on the estimate resolves to a product with a SKU.
- The internal note for each line item, if one was entered.
- The opportunity notes of the linked opportunity (kans).
- Optionally, the pricing columns and grand total.
Notes that feed the document
There are two note sources, both internal:
| Note | Where it lives | Purpose |
|---|---|---|
| Line-item internal note | On each estimate row | Per-item execution detail |
| Opportunity note | On the linked opportunity (kans) | Named notes captured while working the deal |
Opportunity notes can be added in two places:
- On the opportunity detail page, under Opportunity notes.
- Inline in the estimate editor, in the Opportunity notes panel: so you can capture notes while building the quote. These write straight to the linked opportunity.
Downloading
In the estimate editor (and on a sent estimate's sidebar) open the Work prep button. It offers two variants:
- Download (with pricing): includes unit prices, line totals and the grand total.
- Download (without pricing): the same document with all price information omitted, suitable for handing to a crew that should not see margins.
Both variants always include the internal line-item notes and the opportunity notes.
The ordering checklist
The document above is a snapshot you print. The ordering checklist is the live counterpart: it lives on the opportunity (kans), under Work preparation, and tracks what has actually been ordered.
Start it from an accepted estimate. Every line item becomes a tickable row; the werkvoorbereider ticks each one as it is ordered. When the last row is ticked the deal is marked fully ordered and the estimate's lines are frozen as a baseline snapshot.
Each row shows the line's SKU next to the quantity, so the werkvoorbereider can order by article number without opening the document. Free-text lines and products without a SKU stay blank, and the column is left out entirely when no line on the checklist resolves to a product with a SKU.
The checklist hangs off the opportunity, not the estimate. Withdrawing an estimate replaces it with a new one, so a checklist anchored to the estimate would vanish exactly when it is needed most.
Re-running Resync rebuilds the rows from the estimate while keeping the ticks of lines that still exist. New lines come in unticked, which reopens the checklist.
Switching to another estimate
A checklist only ever runs on an accepted estimate. Withdraw or revise the one it was built from and Resync disappears, because re-reading a withdrawn estimate cannot work. Use Switch over instead: pick the accepted estimate (usually the revision that replaced it) and the checklist is rebuilt from that one, carrying across the ticks of lines that survived. If the replacement is still a draft, accept it first; until then there is nothing to switch to.
Change warnings
Once a deal is fully ordered, changing the estimate behind it raises a warning for the werkvoorbereiders. It arrives in two beats, because a revision starts out as an identical copy and there is nothing to compare yet:
- The estimate is withdrawn or revised. A warning appears immediately: "Let op: deze kans wordt aangepast." No line detail yet.
- The replacement is sent or accepted. The warning is filled in with the lines that actually moved compared to the ordered snapshot (added, removed, quantity, price, description) and nothing else.
While the revision is still a draft, the panel shows a provisional diff against the newest version so the change is visible before it is final.
Who gets told
Pick the werkvoorbereiders under Settings → CRM → Work preparation. Everyone on that list gets the warning as an in-app notification and as an email, so it does not wait for someone to notice a bell icon. A recipient who would rather not have the mail can mute the Work Preparation Changed scope in their own notification preferences; that choice is respected.
Leave the list empty and the warning is raised on the deal but reaches nobody; the card still shows it, but no one is told to go look.
Order confirmation check
Ticking a line is a claim that it was ordered. To back that claim with evidence, supplier order confirmations arriving in the document inbox are scored against the deals waiting on one, and a reviewer can file a confirmation against a deal, which stamps the lines it names.
Lines that are ticked but have no confirmation are flagged on the checklist.
This matching is heuristic and deliberately weak. An order confirmation carries no invoice number and usually no amount we hold, so the only evidence is the sending supplier and the product wording shared with the ordered lines. It reads only the mail's subject, body preview and filename (not the text inside the attachment) so a confirmation that names its articles only inside the PDF will not match on wording. Nothing is ever linked automatically.