Your team has already built a serious compliance system in Notion. In one month, we'll close the gaps that stop you from trusting it, connect it to the tools you use, and move ECO-CHEK to running fully on Notion.
Build time4 weeks
Can startThis week
Project$9,000
Support$700 to $1,000/mo
Notion credentials
Notion Solutions Partner, Certified Admin and Notion Ambassador.
I reviewed every teamspace and database I had access to. The structure is ambitious and mostly right, so we keep it and finish it rather than start over.
~2,100site records
~2,250compliance tests tracked
~1,800invoice and results-release records
770+report submittals
1
A connected Site Database
Sites link to tests, clients, agencies, CERS, repairs, permits, reports and billing, with built-in flags for missing tests and billing issues.
2
A due-date engine
Compliance Tests already calculate the next due date, days until due, scheduling window and compliance status for each test.
3
Paperwork and release pipelines
Reports move through review to Customer, CUPA, OTTL and GDF submittals, and results are held or released based on payment.
4
Automation already started
Technician certificates feed the live website, and a Scheduler agent already manages technician bookings.
02 · The gaps
Why it isn't trusted yet
The design isn't the problem. The data inside it is incomplete, and the steps between tools are still manual. The biggest issue: half the sites are invisible to the due-date engine.
Site not linked to any compliance test
52%
Site not linked to a client
51%
No account type (which tests apply)
58%
Billing is typed twice
Invoice numbers, billing status and paid dates are entered by hand from QuickBooks. The collections list was last updated in May 2025.
Fix: QuickBooks connected both ways
Scheduling lives elsewhere
Bookings sit in Outlook and restricted spaces. Only about 1 in 5 tests is linked to a booking, and parts are looked up in old invoices.
Fix: one Jobs database, synced to Outlook, with parts linked to each site
Duplicated databases
13 separate certification databases (one per technician), two parts lists, two license trackers, and trackers that restart every year.
Fix: one database for each kind of record
Manual reminders
Overdue and due-soon tests are posted to Slack by hand, and paperwork records are created days after a job.
Fix: automations and agents that never forget
Access and security
Billing data is open to every member, and website logins are stored in Notion pages. Technicians can't be added safely yet.
Fix: permission groups and a password manager
One person holds the knowledge
Most of the logic lives with Ashley, who is moving to a new role. Nothing is documented.
Fix: an SOP library, training and ongoing support
Percentages from a sample of 1,000 of about 2,100 site records, read November 10, 2026. Some blanks are likely cancelled sites; we separate those first.
03 · What we'll build
One connected operating system
Six pieces, built on top of what your team already has.
Data
Clean, complete records
Every active site linked to its client, tests and agency
Missing tests created automatically from your test requirements
Duplicates merged; unused pages archived
Scheduling
Scheduling engine
One Jobs database for all bookings
30-day reminders and pre-booking balance checks
Parts list created 21 days before each job
Integrations
Your tools, connected
QuickBooks Online: invoices, payments, balances
Outlook: jobs on technicians' calendars
Slack: alerts posted automatically
Agents
Agents that never forget
Compliance Watch, Billing & Release, Submittals, Parts Prep
Your existing Scheduler agent upgraded
A morning briefing for Nik in Slack
Visibility
Command Center
One dashboard for Nik: risk, workload, cash
Action lists for office and billing
Security
Access and handover
Permission groups, with read-only access for lead techs
Logins moved to a password manager
SOP library and recorded training
How a job will flow
From "test due" to "results released", with the manual hand-offs taken out. Press play or click a step.
Sample records shown. Names and numbers are illustrative, not ECO-CHEK data.
04 · The plan
Live in four weeks
Your team keeps working normally while we build. Each week ends with something working that you can see.
Week 1
Nov 12 to 18
Foundation
Separate active and cancelled sites
Link sites to clients, tests and agencies
Merge duplicate databases
Week 2
Nov 19 to 25
Scheduling engine
Jobs database and reminders
Pre-booking checks
Parts linked to sites
Week 3
Nov 26 to Dec 2
Integrations and agents
QuickBooks, Outlook and Slack
Agents set up and tested
Week 4
Dec 3 to 10
Go-live
Command Center
Permissions and security
Training and handover
December 10 Running fully on Notion, with the parallel systems retired.
Dates assume we kick off on Thursday, November 12. If we start later, every date moves by the same amount. Integrations in week 3 need QuickBooks Online and Microsoft 365 to be live.
05 · Investment
One project, one monthly plan
A fixed price for the build, then ongoing support so the system keeps running and improving after Ashley steps back.
The build
$9,000
Fixed price · 4 weeks · 50% to start, 50% at go-live
Data cleanup and completion across all active sites
Scheduling engine with reminders and parts prep
QuickBooks Online, Outlook and Slack integrations
Agents, including your upgraded Scheduler
Command Center dashboard
Permissions, security and password manager setup
SOP library and recorded team training
Monthly support
$700 to $1,000 / month
Starts after go-live · month to month
Monitoring of automations, agents and integrations
Fixes and adjustments
Onboarding new staff and technicians
Monthly health check
New improvements as you need them
$700 covers support and upkeep. Months with new builds or bigger changes go up to $1,000, always agreed with you before work starts.
Tools you'd pay directly: an integration platform such as Make (about $9 to $16 a month), a password manager (about $25 a month for up to 10 users), and Notion AI credits used by agents. Your Notion Business plan already covers the rest.
06 · Next steps
Ready to start this week
Step 1
Approve
Reply to confirm, and I'll send the agreement and first invoice the same day.
Step 2
Kick-off
As early as Thursday, November 12. We walk through one job end to end with Cindy and Ashley.
Step 3
Build
Four weeks, with a short update at the end of each week.
To finish in four weeks, we'll need:
Read access to the closed Scheduling, Designated Operator and Collections teamspaces
A few hours of Ashley's time in week 1 to walk through what she built
Admin access to QuickBooks Online, Microsoft 365 and Slack by week 3
Martin Otinga
