THE GRID — Help & Training Guide

Signing in, staying secure, and finding your way around. Five minutes here saves a week of asking.

One flow runs the whole business. Every module is a station on this line — know where your work sits and what happens either side of you.

The front door. Every phone call, email, alarm and customer-portal request lands here as a ticket. Nothing gets forgotten, because nothing lives in someone's head.

Who we work for and where. Every job, quote, invoice, asset and ticket hangs off a customer and a site — so getting these right is the foundation for everything else.

Price the work before we do it. Quotes carry cost centres and line items (labour, materials, other), roll up to a sell price, and convert to jobs when accepted — carrying everything across.

The centre of The Grid. A job is a piece of work at a site — everything else (hours, materials, forms, photos, invoices) attaches to it. Master this module and the rest makes sense.

The week at a glance: every tech, every day, every job. Drag, drop, done — the field app updates instantly.

The tech's whole day in one app: schedule, jobs, hours, stock, forms and expenses. Works offline — everything queues and syncs when coverage returns.

Planned maintenance that generates itself. Set up the schedule once — The Grid creates the jobs on cadence, forever, until you stop it.

The equipment we look after at customer sites — switchboards, dispensers, carwash plant, HVAC, fire systems. Each asset carries its identity, condition, test schedule and full service history with dollars.

Standing FM agreements — the customers we serve continuously (CBRE, Foodstuffs-style relationships). A contract groups sites, rates, recurring schedules and every job under one umbrella, so you can see whether the whole relationship makes money.

What we hold and where: the head-office procurement store (with bin locations), branch stores, and every van. Four movements explain everything: receive, transfer, consume, adjust.

Two halves of one flow. The B2B Portal is the shop — browse head-office stock by category, cart, order. B2B Orders is the office fulfilment screen — confirm, pick, pack, dispatch, invoice.

The pricing engine behind quotes and jobs. Get familiar — you'll touch it every time you price anything.

Buying anything = raising a PO first. It commits the cost to a job (or overhead), gives the supplier a reference, and gives AP something to match the bill against. No PO, no purchase.

Turning completed work into money. Invoices raise from jobs (so nothing invoices twice or never), support progress claims and credits, and email out Grid-branded from invoices@.

Both sides of the money. AR: what customers owe us (invoices, payments, overdues, statements). AP: what we owe suppliers (bills matched against POs and receipts before they're approved to pay).

Out-of-pocket spend, Xero-Me style: snap the receipt, AI reads it, office approves it, it lands in the books as a real cost. No shoeboxes.

The money picture, live from the same data everyone else is entering — which is exactly why data discipline in every other module matters.

Hours drive two things: what jobs really cost, and what people get paid. One entry, both outcomes — which is why hours go against jobs, daily.

What our customers see at customers.thegrid.nz: their jobs, their assets with compliance and capital planning, their quotes (with approval), invoices and statements, and a request button that lands in our Triage. Their window into The Grid — powered by the data you enter.

Training lives in The Grid too — courses with videos and documents, assigned by role, branch or division, with completion tracked. This guide gets you started; Classroom makes it stick.

Operational dashboards over everything: jobs, revenue, margins, staff utilisation, contract performance — all filterable by branch and division, all exportable.

Where logins live: create accounts, set roles and branches, reset passwords, control 2FA, and gate module access. You can only manage people below your own level.

The supporting cast under Tools & Resources.