Monday Workflow Upgrade — Full Construction Pipeline

Project: Monday.com workflow upgrade to a full construction-company pipeline
Date: August 24, 2026
Status: Approved plan — phased build

1. Overview

This project upgrades the existing Monday.com workflow into a complete construction-company pipeline that spans the full lifecycle: lead → deal → project → financials → installers → post-install service → customer feedback → dashboards.

The build extends the three existing boards (Leads, Calihome Production, Marketing Acquisition) and adds three new boards (Installers, Customer Service, Customer Feedback), using a combination of manual Monday.com setup and Base44 backend functions for cross-board automation, rollups, and synchronization.

Delivery is phased so a working lead→project core ships first, and each later phase is independently usable.

2. Board Inventory

3. Phase 1 — Lead → Project Core

Goal: A lead that is marked "Sold" automatically spawns a tracked project.

3.1 Leads board extensions

• Lead-generation owner (people)
• Assigned rep (people)
• Stage / status — labels: New, Appointment Scheduled, Reschedule, Sold, Lost
• Property type (text/status)

3.2 Calihome Production board extensions

• Project status — labels: Installation, Installation Done, Finance Completed
• Permit number (text)
• Logs / block (text/long text)
• Time tracking (time tracking column)
• Connected deal — board relation back to the originating Leads board item

3.3 Backend function: createProjectOnSold

• Triggered when a lead's stage changes to "Sold"
• Creates a new item on the Calihome Production board, pre-set to status "Installation"
• Links the new project back to the originating lead via board relation
• Reuses the MONDAY_API_KEY and GraphQL pattern from createMondayLead

3.4 Generalize syncInstalledCount

• Extend the existing function to recognize the new project statuses
• Keep Marketing Acquisition board Installed / Finished / Canceled counts accurate against the new lifecycle

4. Phase 2 — Financials

Goal: Every project carries its own P&L, updated as payments and expenses land.

4.1 Calihome Production — financial columns

• Job cost (numbers)
• Expenses (numbers / rollup)
• Lead cost (numbers)
• Rep commission (numbers)
• Cost status — labels: Fine, Overspent
• Received (formula)
• To collect (formula)
• Total P&L (formula)

4.2 Financial Management structure

• Payments tracked as items or sub-items linked to a project
• Payment type — labels: Contract, Change Order, Upsell
• Amount (numbers)
• Payment status — labels: Paid, Pending, Expected
• Method (text/status)
• Expenses at sub-item level: material, labor, misc — rolling up into the project P&L

4.3 Backend function: syncProjectFinancials

• Aggregates payments and expenses for each project
• Writes the rolled-up values into the project's Received, To collect, and Total P&L formula columns

4.4 Backend function: aggregateFinanceReport

• Monthly activity, collection status, expected/coming-soon payments
• Feeds the finance report dashboard in Phase 3

5. Phase 3 — Installers, Service, Feedback, Dashboards

5.1 Installers board (new)

• Crew name (text)
• Trade (status)
• Contact (phone / email)
• Availability (status)
• Linked projects — board relation to Calihome Production

Calihome Production gets an "Assigned installer" board relation back to this board.

5.2 Customer Service / Warranty board (new)

• Issue type — labels: Fix, Warranty, Callback
• Linked project — board relation to Calihome Production
• Customer (text / relation)
• Status — labels: Open, In Progress, Resolved
• Resolution notes (long text)

5.3 Customer Feedback form (new, Monday.com form)

• Collects post-install feedback
• Ties back to the project via board relation
• Form lives on the Customer Service board or its own board

5.4 Dashboards (native Monday.com widgets, global date filter)

• Project dashboard: installations, completing soon, revenue by product, calendar
• Sales dashboard: rep performance, deals sold, conversion
• Finance report: monthly activity, collection status, expected payments (powered by aggregateFinanceReport)

6. Technical Approach

• Manual Monday.com setup for boards, columns, groups, forms, dashboards, and simple native automations
• Base44 backend functions for cross-board creates, rollups, and syncs
• Reuse MONDAY_API_KEY and the Monday.com GraphQL pattern from createMondayLead / syncInstalledCount
• Reuse / generalize existing functions: createMondayLead, syncInstalledCount, createAppointmentsBoard (template for programmatic board creation)
• New functions: createProjectOnSold (Phase 1), syncProjectFinancials (Phase 2), aggregateFinanceReport (Phase 2)
• No new secrets required beyond MONDAY_API_KEY and META_CAPI_ACCESS_TOKEN

7. Sequencing

1. Phase 1 — Lead → project backbone (ships first, fastest time-to-value)
2. Phase 2 — Financials
3. Phase 3 — Installers, Customer Service, Feedback, Dashboards

Each phase is independently usable; later phases build on the prior one but don't block it.

8. Effort & Cost Estimate

• Build labor: covered by the Base44 subscription; the manual Monday.com side, if outsourced, is ~12–18 h (~$600–$2,200 at market freelance rates)
• Monday.com plan tier: cross-board automations, formula rollups, and advanced dashboards may require Standard or Pro — confirm current plan limits
• Base44 integration credits: finance-report aggregation uses credits; sync/rollup functions are pure API calls and consume none
• No new secrets needed

Generated 2026-08-24 — Monday Workflow Upgrade Plan