1. Executive Narrative: A Day in the Life
Morning (Admin): Sarah receives the daily delivery manifest from HN as an Excel file. She uploads it to the KAF Transport app, which automatically creates a new run with all scheduled deliveries for the day.
Field Operations (Offsider): Jake logs into the app on his mobile device, selects today's run, and sees his delivery list. As he completes each delivery, he:
- Logs the services performed using dropdown menus
- Assigns or adjusts the run number for each delivery
- Takes a mandatory photo of the signed delivery document
- Uploads required photos (delivery, invoice, etc.)
- Records any payments collected with receipt photos
End of Day: Jake uploads a photo of the signed runsheet. Sarah reviews the day's data, checks revenue figures, and exports invoices and reports. All data flows directly into HN's invoicing system using the invoice number, suburb, logged services, and runsheet number.
2. Business Workflow Overview
Step 1: Manifest Import → Admin uploads daily manifest → Creates new run with all deliveries
Step 2: Run Assignment → Admin/Offsider can assign drivers and edit run numbers
Step 3: Field Execution → Offsider logs services, assigns run numbers, uploads photos (including mandatory signed document), records payments
Step 4: Invoicing → System uses invoice number, suburb, services, and runsheet number for HN billing
Step 5: Reporting → Admin reviews revenue, money collected, exports data
Step 6: End-of-Day → Runsheet upload and admin review
Critical Invoicing Integration: The delivery data feeds directly into HN's invoicing system. The invoice number identifies the job, suburb determines location fees, logged services calculate charges, and the runsheet number helps HN trace invoices back to delivery records.
3. Key Features & Requirements
Delivery Management
- Delivery list and detail screens
- Driver can assign/edit run numbers
- Service logging with dropdowns
Photo Requirements
- Mandatory signed document photo
- Delivery photos
- Invoice photos
- Receipt photos for payments
Payment & Processing
- Payment logging
- Receipt photo upload
- Removal/RTS workflow
- Incident logging
Admin Features
- Dashboard for review and reporting
- Automated invoice generation
- Google Drive integration
- Multi-run support
4. Data Flow & Integration
Data Sources & Storage
- Input: HN manifest (Excel/PDF), user field input, photo uploads
- Storage: Bubble database, Google Sheets, Google Drive
- Output: Invoices, reports, delivery confirmations
Integration Points
- Google Sheets: Source of truth for invoices and reports
- Google Drive: Secure document and photo storage
- HN Invoicing: Direct data feed using invoice number, suburb, services, runsheet number
5. Technical Expectations
- Users: 2 daily users (offsider and admin)
- Mobile-first design - must work seamlessly on mobile devices
- Role-based access - different permissions for offsider vs admin
- Data integrity: All logs/photos linked to correct delivery and run
- Automated notifications for runsheet completion, removals, incidents
- Google Workspace integration - secure, auditable storage
- Offline support: Nice-to-have, not essential
- No branding requirements - clean, functional design
6. Procedural Touchpoints
| Step | Who Uses App | What Happens | Where Data Lives |
|---|---|---|---|
| Manifest Import | Admin | Uploads manifest, creates daily run | Bubble DB + Google Sheets |
| Run Assignment/Entry | Admin/Offsider | Adds/edits runs and deliveries; assigns run numbers | Bubble DB + Google Sheets |
| Morning Login | Offsider | Logs in, selects run, views delivery list | Bubble DB |
| Delivery Execution | Offsider | Logs services, assigns run number, uploads photos (including signed document), records payment | Bubble DB + Google Drive |
| Invoicing | System/Admin | Uses invoice number, suburb, services, and runsheet number to generate invoice for HN | Google Sheets/Drive |
| Dashboard & Reporting | Admin | Reviews revenue, money collected, exports data | Bubble dashboard + Google Sheets |
| End-of-Day Runsheet | Offsider | Uploads signed runsheet photo | Bubble DB + Google Drive |
Request for Quote
We're looking for an experienced Bubble.io developer to build this delivery management MVP. Please provide:
- Fixed-price or hourly quote for the complete MVP
- Timeline estimate for development and testing
- Any clarifying questions about requirements
- Suggestions for improvement based on your Bubble.io experience
7. Questions for Developers
- Google Integration: What is your experience with Google Sheets and Google Drive integration in Bubble?
- Multi-run Support: Can you support multi-run days and manual data entry?
- Reporting: Are you able to generate and export invoices/reports using Google Sheets?
- Scalability: Do you have recommendations for offline support or future scalability?
- Timeline: What would be your estimated timeline for MVP delivery?
- Maintenance: Do you offer ongoing support and maintenance services?
8. Project Goals
This MVP will streamline KAF Transport's daily operations by:
- Eliminating manual paperwork and data entry
- Ensuring all deliveries are properly documented with photos
- Providing real-time visibility into delivery status and revenue
- Integrating seamlessly with existing HN invoicing processes
- Creating a secure, auditable record of all delivery activities
Next Steps: Please review this brief and provide your quote and timeline. We're ready to move forward with the right developer who understands our workflow and can deliver a robust, user-friendly solution.