ET PSA Workflow

Full PSA billing automation spec for ET Design Build (K, 45 days)

Version 1 · June 29, 2026 companiesdealset

Content

# ET Design Build — PSA Workflow

_Parent: ET Design Build_

**Status:** Proposal sent · Meeting scheduled · Owner: Sam
**Deal value:** $47,000 ($22K Foundation + $25K Workflow Build)
**Timeline:** 45 days kickoff to go-live
**Website:** etdesignbuild.com
**Service category:** Automation

## The problem (in their words)

Today, the PSA billing loop consumes ~30 hours/week of a team member who bills at $75/hour — roughly **$117,000/year** of labor value tied up in:

- Inbox watching
- PDF dragging
- Excel keying
- Threshold watching
- Bluebeam invoice building
- Manual Sage reconciliation

**Specific pain triggers they named:**
- One typo throws off the running total
- One missed threshold delays a pay app invoice
- Month-end reconciliation cleanup eats days

## What gets built

Five components, all running in their Azure tenant, on their own systems:

### 1. Email Handling & File Routing
System watches the designated inbox, reads each new message, distinguishes "PSA received" from invoice, saves the PDF, files it in SharePoint with the agreed folder structure + naming convention.

### 2. Invoice Processing & Tracker Updates
Pulls amount, date, PSA ID, job number, vendor off each invoice PDF. Writes a new row into their existing Excel tracker. Running balance recalculates itself. Excel stays the source of truth.

### 3. Automated Threshold Alerts
They set a per-job spending threshold. The moment the balance crosses it, a Teams message + email goes out with job, amount, what triggered the alert.

### 4. Monthly Pay App Invoice Generation
At month-end the system pulls together a pay app invoice from their Bluebeam template — stamps, approval date, line items, totals — drops it in `/Drafts/`. Reviewer gets a Teams link, reviews, sends. **Human is always the one who hits send.**

### 5. Sage Payment Reconciliation
System checks Sage for payment status on the pay app invoices they've sent out. The moment one is marked paid, tracker auto-updates — status, paid date, audit trail.

## Timeline

| Phase | When | What |
|---|---|---|
| **Discovery + Build** | Weeks 1–2 | Environment provisioned. Full historical PSA archive ingested + backtested — every email, not a sample. Email watcher + PDF extraction + SharePoint routing live in dev. |
| **Integration** | Weeks 3–4 | Excel tracker updates + threshold alerts + monthly pay app invoice draft generation against real PSAs. |
| **Go-Live + Warranty** | Weeks 5–6 | Sage reconciliation wired in. Full end-to-end testing. Production deploy. 30 days of warranty fixes begin. |

## ROI math (their version)

- Labor tied up today: 30 hrs/wk × $75/hr × 52 wks = **$117,000/yr**
- Year-1 return: $117,000 ÷ $47,000 = **2.5× payback in 4.8 months**
- Every year after: $117,000/yr pure savings — no subscription, no retainer

## Notes for the next call

- They are based in Piney Flats, TN (out of UT — exception to our usual focus)
- Documents attached: pitch deck v2, companion brief, PSA proposal, workflow scoring matrix
- All assets at etdesignbuild.com for them; we have the same set in CRM under ET's Documents
- Owner: Sam (post-handoff)

## When this closes

Move the page (or a copy) to Case Studies and fill in:
- Actual labor recovered vs estimate
- Specific quote from the ET principal
- Photos / screenshots of the production system

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_Last updated: 2026-05-24_

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