One Dashboard for Solar Ops: Tracking Leads, Installs, Permits, and Paperwork

Where is every job right now?

Not in your head. Not in spreadsheets. Not in email threads. Not in WhatsApp groups. Not on sticky notes. Not in the notebook you keep losing.

You should know instantly. You don't.

Here's how to fix that.

You have leads. Some called your office. Some emailed. Some filled out a web form. Some sent a message on Facebook. Some are in a WhatsApp group with your salesperson. You have no single view of any of them.

You have assessments. Some are done. Some are scheduled for next week. Some are waiting on customer photos. Some were rejected because the roof faces north. Some have quotes sitting in a drafts folder that nobody sent.

You have grants. Some are submitted. Some are approved. Some are rejected. Some are waiting on a BER cert renewal. Some were submitted to the wrong scheme. Some the customer hasn't signed yet.

You have permits. Some are filed with ESB Networks. Some are approved. Some are stuck in review. Some you haven't started because you're still waiting on the grant. Some were submitted on the wrong form.

You have installs. Some are scheduled. Some are delayed because equipment didn't arrive. Some are waiting on weather. Some are complete but the customer hasn't signed off. Some are complete but the paperwork isn't done.

You have paperwork. Some is signed. Some is missing. Some is lost. Some expired. Some was never requested. You don't know which is which.

Spreadsheets don't work for this. Email chains don't work for this. WhatsApp groups don't work for this. Your memory definitely doesn't work for this.

One dashboard. Every job. Every status. Every problem. One place.

Lead tracking. Where every customer came from. Google Ads. Facebook. Referral. Repeat. When they first contacted you. What they asked for. Who followed up. When. What happened next. Whether they booked a consultation. Whether they received a quote. Whether anyone has spoken to them in the last seven days.

Assessment tracking. Which roofs are assessed. Which are waiting on customer photos. Which are rejected and why. Which have quotes generated. Which quotes have been sent. Which quotes have been viewed. Which customers haven't responded to the quote.

Grant tracking. Every application. Every document. Every deadline. Every approval. Every rejection. Every resubmission. The agent knows what stage every grant is in and shows it to you in one column of one dashboard.

Permit tracking. Every ESB application. Every submission date. Every follow-up. Every approval. Every delay. You see at a glance which permits are progressing, which are stuck, and which haven't been started.

Install tracking. Every job in progress. Every crew assigned. Every piece of equipment ordered. Every delivery confirmed. Every completion signed off. You see the pipeline from assessment to install without opening five different spreadsheets.

Paperwork tracking. Every document required. Every document received. Every document missing. Every document expired. The agent knows what each job needs and flags what's missing before it becomes a problem.

Today view. Jobs that need your attention right now. A grant rejection that needs resubmission. A permit that hasn't moved in two weeks. A customer who hasn't heard anything in five days and is probably about to call your competitor. Equipment that was supposed to arrive yesterday. These are the fires you put out first.

This week view. Jobs scheduled for assessment. Grants approaching submission deadline. Permits that need follow-up with ESB Networks. Installs confirmed for this week with crew assignments. Revenue expected this week versus revenue received.

This month view. Jobs in pipeline. Revenue forecast. Bottlenecks identified. Trends spotted. Are assessments taking longer than last month? Are grants getting rejected more often? Are installs finishing on schedule? The dashboard shows you the pattern.

Every job view. Click any customer. See everything. When they first called. What they wanted. Assessment results and photos. Grant status and documents. Permit status and timeline. Install schedule and crew. Every document, every status, every communication, in one place.

Stop emailing your team for updates. Open the dashboard. See where every job is. Instantly. No back-and-forth. No waiting for replies. No "I'll check and get back to you."

Stop asking customers for the same information twice. The customer told your salesperson they have a flat roof. Your assessor asked again. Your project manager asked again. The grants agent asked again. Now it's in the dashboard once. Every agent sees it. Every agent uses it. The customer tells you once.

Stop losing paperwork. Every document is attached to the job. BER cert. Grant approval. Permit confirmation. Installation photos. Sign-off forms. Every agent can find it. You can find it. The customer can find it when they ask for a copy.

Stop guessing why jobs are delayed. The dashboard shows you exactly why. Grant stuck at SEAI. Permit delayed at ESB Networks. Equipment backordered from supplier. Customer not responding to documents request. No mystery. No investigation. You see the blocker and you fix it.

Stop forgetting to follow up. The dashboard reminds you. The agent escalates. You see it. You act. Nothing falls through the cracks because the cracks don't exist.

The operations agent doesn't replace your team. It connects them. Every handoff is tracked. Every status update is shared. Everyone sees the same picture.

Salesperson enters a lead. Dashboard updates. Assessment agent gets notified. Customer receives confirmation email automatically.

Assessor uploads roof photos. Dashboard updates. Operations agent generates the quote. Customer receives the quote within the hour.

Customer accepts the quote. Dashboard updates. Grants agent starts the SEAI application. Permitting agent begins the ESB process. Both run in parallel.

Grants agent submits the application. Dashboard updates. Status changes to "Grant Pending." Everyone sees it. Nobody emails to ask.

Permitting agent gets approval. Dashboard updates. Logistics agent orders equipment. Delivery is tracked automatically.

Logistics agent confirms delivery. Dashboard updates. Install coordinator schedules the crew. Customer receives a confirmation email with date and arrival window.

Installer completes the job. Dashboard updates. QA agent reviews the paperwork. Customer receives the handover pack. Sign-off is captured digitally.

Every step. Every handoff. Every status change. One dashboard. One source of truth. No email chains. No WhatsApp groups asking "where are we with this one?"

You don't replace your systems. You don't train your team on new software. You don't migrate data.

The operations agent connects to what you already use. Email. Calendar. Forms. Spreadsheets. Whatever tools your team is comfortable with. The agent sits on top of them and creates the unified view you've been missing.

Open the dashboard in the morning. See what needs you. Close it at night. Done.

Most installers start with just the lead tracking and assessment pipeline. Once that's working, they add grants. Then permits. Then installs. Then paperwork. It grows with you.