Welcome to Bella Terra Tools

Pick your side to get to the right tools faster. Office & Admin covers bids, scheduling, customer comms, and sales. Crew & Field covers timecards, inspections, fillups, and everything the crew uses day-to-day.

Project board, plan estimator, scheduling dashboard, sales, next-day customer notifications, ETA texts, call log, and the admin ops console.

Timecard, fleet inspections, water fillups, hydroseeder calculator, load receipts, product reorder, herbicide reports, compliance forms, team directory, and references.

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🗄️ Office & Admin

Front-office tools for bid management, scheduling, sales, customer communication, and cross-table admin operations.

🗂 Projects & Jobs

Bid pipeline kanban (Not Viewed → Awarded), 5-step bid wizard with 2,226-item catalog, full quote PDF, auto-create project on award.

Plan Estimator (legacy)

Old SF/CY calculator. Replaced by Bidding above — keeping for reference.

Scheduling Dashboard

Manage incoming job requests, approve and confirm hydroseeding and bark blowing jobs, send customer notifications.

Review crew time-off requests. Approve → posts to their timecard + deducts balance. Reject → sends a text with a reason.

Set or adjust each employee's PTO balance. Auto-accrues 1 hr per 40 hrs worked nightly; manual override here at any time.

AI Cost-Code Decisions

When crew taps "Missing cost code" the AI auto-adds it if it's a clear match. Review what it did here. Accept → keeps it. Reject → rolls it back and texts the crew.

📲 Customer & Crew Comms

Next-Day Notifications

Load tomorrow's confirmed jobs and send customers their 3-hour arrival window via text the night before.

Log calls into 360-225-1125 and route follow-ups. Shared across all staff with filters for status and service type.

Failed sends, edit + resend, sent history, permissions check, and the live wall monitor — all in one big-readable hub.

🛠 Admin

Cross-table ops console — SMS queue, repair requests, reorders, bids, signatures, fillups, receipts, herbicide log, inspections, calls.

Project Setup (Office)

Add or archive projects, assign classes (HYG, DUG, BLG…), set per-role wages. Opens the PWA Admin → Jobs editor.

Projects + Cost Codes Audit

All projects with their assigned cost codes in one view. Print or export to CSV for Google Sheets. Highlights projects missing codes so you know what needs fixing.

Timecard Report

Filter time entries by project, employee, date range. For certified payroll review and auditing wrong clock-ins. CSV export.

Job Progress (RYG)

Red/yellow/green status per project. Crew leads log units completed (plants, CY, SF, LF, zones); system compares against hours used.

Daily Report (Crew Lead)

Crew lead enters how many items installed today (1-gal, B&B, CY of bark, LF of fence). Drives RYG + Billing. Sends end-of-day SMS summary to the whole crew.

Week view of jobs from Google Calendar (Bark / Hydroseeding / Landscape). Each event parsed for customer, qty, location, recommended truck + crew + duration.

Equipment Loadout

What's in each bark blower, hydroseeder & dump truck right now. Updated automatically when crew sends OMW. Check before the next job — no surprise rinse jobs.

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👷 Bella Terra Portal

Quick-tap tiles for the field. Office tools appear at the bottom when an admin signs in.

Every active project at a glance — job type, status, cost codes, on-hold flags.

Clock in, clock out, switch jobs. Installs to your phone home screen.

Send a live ETA text. Pick Bark, Hydro, or Landscape/Service inside.

After the job — thank-you text + Google review link.

Snap a photo of any vendor ticket. AI extracts the fields, you confirm.

What's still in each bark blower, hydroseeder, and dump truck. Check before you head out so you don't have to rinse and reload.

Log hydrant fills for Clark County, Clackamas, Hillsboro, Kelso, Corvallis.

Every truck, trailer, and piece of equipment. Lock-out, inspections, repairs.

In Stock by location · receive · pick · count.

Potting, inventory, care log, jobs, shipments.

Nursery Reference

Chemical rates, application photos, safety, reorder info, how-to videos.

Hydroseed Calculator

Truck pick, product mix, lifts, field log.

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More tiles coming

📅 Used Weekly

Submit a sale to the office for billing.

Herbicide Report

WSDOT Form 540-509 with live weather, GPS, signature.

Search anything. Tap "Ask office" if you can't find it.

Hydroseed Product Reorder

Order mulch, seed, fert, PAM. Live caps + cash-flow warnings.

🗓 Used Monthly & Annually

How to install + use the Timecard on your phone.

Employee Handbook

Read the handbook chapters and initial.

Employee Directory

Active crew contacts, roles, emergency info.

Reference Documents

Safety guides, SDS sheets, hydrant maps.

Platform Policy

Hydroseeding platform safety policy with electronic signature.

4/10 Work Agreement

Annual acknowledgment of the four 10-hour workday schedule.