On paper the job made money. After installation, it did not. Somewhere between the quote and the roof, the cable runs got longer, the structure needed more parts and a few extra items went out of the store. Nobody decided to give them away. They simply were not tracked.
Where the variance comes from
- The quote was made before the site was checked. Cable runs, structure height and roof condition are estimated in the office.
- “As required” items have no limit. Cable and conduit are often quoted loosely and then used freely.
- Material leaves the store without a record. The team takes what they think they need, and the return is never counted.
- The job is closed without counting. Nobody records what was actually installed, so the next quote repeats the same estimate.
Check the site before you commit stock
The cheapest moment to catch a difference is after the customer agrees and before stock moves:
- Verify each line against the site. Someone who has seen the site records the quantity each line really needs, with a remark.
- Make differences visible. Lines where the site needs more or less than the quote should stand out.
- Approve, then reserve. Only an approved verification should confirm the order and reserve stock.
Track three numbers, not one
For each material line keep:
| Quantity | When it is set |
|---|---|
| Estimated | On the quote |
| Confirmed | After site verification |
| Actual | When the installation is completed |
The gap between estimated and actual, job after job, tells you which estimates to fix.
Close the job properly
At handover, record the actual quantities, the panel and inverter serial numbers and the customer’s sign-off. Start each warranty from that date, so later service calls can be checked against the right product and period.
How AIMS IQ handles it
In AIMS IQ, an agreed solar quotation becomes a sales order. Site verification records the verified quantity and a remark for each line, highlights the variance, and when approved confirms the order and reserves stock. Installation tracks estimated, confirmed and actual quantities and issues stock as it is used. At completion the customer signs off on the phone, a completion certificate is produced, and panel and inverter warranties are created automatically.