The approved quote keeps changing
Keep the original approval, record each proposed change separately and prevent unapproved work from silently entering the job.
Based in Spain · Remote delivery for UK service teams
Connect quotes, approvals and delivery in one workflow.
A client approves a quote. Then the scope changes, delivery starts from the wrong version, and finance waits for job details that live in email, a spreadsheet and somebody’s notes. We design systems around that real chain of work, so the current decision, the next owner and the data needed for billing are easier to follow.
Spain-based team · Remote discovery and delivery · Project communication in English · Scope and commercial terms agreed before work starts
One process, followed end to end
Where a connected operational system can help
These are situations to investigate, not a promise that every service business needs a bespoke build.
Delivery starts without the full context
Show the delivery team the current approved scope, owner, exceptions and completion evidence without exposing information a role does not need.
Finance has to reconstruct the job
Carry reviewed operational facts forward and flag missing information. Invoice-ready means reviewed inputs, not an invoice issued, paid or submitted for tax.
A client portal could remove a real hand-off
Use a portal when it replaces repeated follow-up around versions, decisions or documents. Keep an existing secure product when it already covers the need.
The exception matters more than the happy path
From an initial quote to reviewed, invoice-ready data
Keep every change separate from the approved job until an authorised person accepts it. Let delivery work from the current approved scope, record what happened, and require operational and finance review before data is marked invoice-ready.
| Record | Owner | Minimum reviewable data | Next gate |
|---|---|---|---|
| Initial quote | Account Manager | Scope, price basis, validity, client reference and version | Authorised client approval |
| Scope change | Account Manager or Delivery Lead | Reason, affected items, impact, requested-by role and version | New approval before changed work |
| Job and delivery | Delivery Lead | Current approved scope, assignee, schedule and exceptions | Delivery review |
| Completion data | Delivery Team | Completed work, relevant time or materials, evidence and missing items | Delivery owner confirms |
| Invoice-ready hand-off | Finance Reviewer | Approved versions, reviewed delivery facts and references | Finance’s existing invoice process |
Illustrative example — synthetic workflow, not a delivered client system. Roles, identifiers and review rules are placeholders to replace for the real operation.
Invoice-ready does not create or send an invoice, collect payment, choose tax treatment or submit information to HMRC. Those responsibilities stay in the finance and accounting process unless separately scoped with verified systems and professional ownership.
1. Initial quote
An Account Manager issues Q-104 v1. The authorised client role approves that version, and delivery may schedule only its recorded scope.
2. Changed scope
A Delivery Lead records an additional visit as change C-01 with its operational and commercial impact. It remains proposed and does not overwrite Q-104 v1.
3. New approval
The authorised client role approves C-01 v1. The job now shows the original scope plus that accepted change while preserving the earlier records.
4. Execution
The team records completed and outstanding items separately. Missing evidence returns to the responsible delivery role instead of becoming complete.
5. Invoice-ready review
Delivery confirms what was completed; Finance checks references, accepted versions and reviewed facts before allowing eligible data into its existing billing process.
Exceptions need an owner and a safe next action
The change is rejected
- Responsible
- Account Manager and Delivery Lead
- Next action
- Retain the decision; keep the original approved scope current; exclude the rejected work from delivery.
- Check
- The job instructions reference only accepted versions.
Another amendment is requested
- Responsible
- Account Manager
- Next action
- Create a new version and return it to the authorised approver. Do not edit a rejected or superseded record in place.
- Check
- Changed work remains blocked until that version is accepted.
Work is partly completed
- Responsible
- Delivery Lead
- Next action
- Record completed, outstanding and blocked items separately, with evidence and a next action.
- Check
- Finance receives only reviewed, eligible delivery facts; no billing right is invented.
Information is missing
- Responsible
- Delivery, account or finance owner according to the missing fact
- Next action
- Return the record with the missing field or evidence identified; require a person to confirm the correction.
- Check
- The hand-off cannot become invoice-ready through uncertain auto-filled data.
Build only the missing part
Keep, configure, integrate or build.
Keep
Keep the current method when changes are rare, one owner controls it and the review burden and risk are low.
Configure
Use maintained quoting or job-management software when its versions, permissions and completion model fit the operation.
Integrate
Connect existing commercial, delivery and finance tools when each remains useful and interfaces, ownership and failure handling have been checked.
Build
Build a focused component only when valuable, stable role, version or exception rules remain materially unsupported.
We do not assume the current tools must be replaced. The operating boundary, responsibilities, support and acceptance criteria are agreed before development.
Remote delivery, visible decisions
Agree the operating model before the build.
Follow one representative job
Trace a request from quote through approval, delivery and finance hand-off, including a change, rejection and incomplete record.
Name the owners and rules
Identify who may propose, approve, deliver and review; which version is current; and where a person must decide.
Evaluate the alternatives
Test what can stay, what standard software can configure, what can be integrated and what genuinely needs a custom component.
Scope a first useful phase
Agree users, data, integrations to investigate, security needs, exclusions, acceptance criteria, budget and support before development.
Deliver and review in stages
Run workshops, reviews and hand-over remotely in English from Spain, checking each phase against the agreed workflow.
Evidence from systems delivered in Spain
Connected operations, roles and real users.
Torrijos, Spain
Zeus Fisioterapia
A public website, guided online booking and a private operations panel for appointments, patients, professionals, services and schedules.
Novés, Spain
CD Novés
A private system for members, fees, signed QR membership cards, mobile access control, matches, attendance and operational metrics.
Alburquerque, Spain
CP Alburquerque
One platform connecting members, access, matches, ticket office revenue, reporting, seasons and role-based permissions.
These Spanish projects demonstrate connected modules, private operational tools and role-aware workflows. They are not UK client work and do not prove a quote-to-invoice or accounting integration.
Questions before we start.
Are you based in the UK?
No. Intelidatia is based in Spain and works with UK teams remotely in English. We agree meeting times, delivery responsibilities and support before work starts.
Do we need to replace our existing software?
Not necessarily. We first decide what should stay, what can be configured, what can be connected and what is genuinely missing.
Can you connect our quoting, job-management or accounting software?
Possibly, after checking the product, plan, permissions, interface, data ownership and failure cases. The outcome may be configuration, integration or a focused custom layer.
Does invoice-ready mean you issue our invoices?
No. It means agreed operational inputs have reached a review point for finance. Invoice creation, payment, accounting and tax submission remain separate unless explicitly scoped.
How are scope and commercial terms agreed?
Before work begins, the proposal confirms scope, responsibilities, acceptance criteria, budget, currency, schedule and support. This page introduces no UK package or price.
United Kingdom · Start with one workflow
Where does approved work lose its context?
Tell us how a request becomes a quote, an approved job and a finance hand-off. Include the tools, decision owners and one exception the current process handles badly. Our Spain-based team will review the enquiry and reply in English within two business days.
Discuss your process