Selections & Order Sheet

The brand standards say the same thing in their own words: BTU-OPS-001 §5 and KTU Handover Standard item 10 ("the selection sheet is a deliverable, not a tracking document").

1. Three records, three jobs

2. Every line on the Selection Sheet

• Group = the category (Faucet, Lighting, Floor tile, Grout, Trim…), one group per category.
• Name = make + model/collection + finish + SKU. Never just "Mirror".
• Item & area for anything used in more than one place: "Wall tile – shower walls & tub surround".
• Description = model/SKU, key sizes or specs, then Buy: [store] — [link]. One store, decided.
• Fit notes where they matter: faucet holes, drain side, rough-in, opening size, valve body matched to trim.
• Quantity + unit (each, box, sq ft, linear ft, gallon). Tile includes overage: 10% standard, 15% for diagonal, herringbone, large-format or patterned.
• Supplied by BTU/KTU or the client (client-supplied items carry a delivery-by date; the client owns their warranty).
• Status New · Existing – KEEP · Existing – REUSE/REINSTALL.
• Cost code = the specific one (Plumbing: Bath Fixture, Electrical: Bathroom Fixture, Paint…), cost type Selection.
• Photo attached. A screenshot is fine, but it doesn't replace the SKU.
• Clean link: cut everything after ? unless it picks the finish (e.g. piid=, uid=).

3. The categories people forget

Every category is marked selected or N/A. None are left blank. The bathroom list is BTU-OPS-001 §5.2; these are the ones missed most often, on both brands:

• Install materials: grout (type and color), Schluter/edge trim (profile and finish), floor transitions, waterproofing, backer board, wet-wall adhesive, thin-set, caulk color-matched to grout, sealer.
• Plumbing guts: the rough-in valve body that matches the trim, shut-off valves/stops, supply lines, drains.
• Shower details: niche size and ledge, bench or seat, glass (new or reused), drain style and finish.
• Paint: brand, color name and code, sheen for walls, ceiling and trim.
• Kitchen accessories: rollouts, lazy Susans, organizers and panel-ready appliance pulls, with quantities in the proposal (KTU item 4).
• Lighting: every fixture on the drawing, including ceiling fixtures being replaced.

4. Where to buy (defaults)

Anything over 4 weeks' lead time is flagged before the client signs (the PM's long-lead / avoid list).

5. Before the sheet goes for signature

1. Nothing is open. No "TBD", "not selected", "client to decide" or "see if X has it".
2. Anything over allowance goes out as a change order first.
3. The JobTread estimate lines match the sheet (same mirror, same sconce, same quantities) — the order sheet is built from the estimate, so a mismatch shows up as a wrong order.
4. The Design Packet is at the same revision and will be signed the same day.
5. Signature is on (the template does this).

After the client signs: download both PDFs, save them to the job's Drive folder with the standard file names, upload them to JobTread, and send the Handover Email (template). Purchasing orders from the signed sheet only.

6. The order sheet (pricing tool)

When a client approves selections in the pricing tool, it builds the job's order sheet from JobTread's finalized estimate — quantities, costs and prices as quoted — and pairs each estimate line with the product the client chose for it.

• One row per item: category, item, chosen product (make/model/finish), SKU, source, link, quantity and unit, expected unit cost, expected cost, expected retail, expected margin.
• Grouped by vendor, so each group is one purchase order.
• Needs info on any line missing SKU, finish, quantity or source. The sheet only reads Ready to order when there are none — the tool enforces the same rule as the Production Gate.
• Labor lines appear for margin (expected cost) but are marked "not ordered".
• It drafts the Handover Email for Sales and sends the order-sheet notice to the recipients set in the pricing tool's admin screen (default TLivingston@kitchentuneup.com, both brands). The PM (Mayra) places orders for both brands.
• The approved selections are written back to the JobTread job as a selections document, with a comment linking the order sheet.

7. The Job Tracker (Google Sheet)

Where: Google Drive (ktubloomfieldnj) → .Project Management → "Job Tracker — KTU & BTU (live)". One workbook, a tab per finalized job, a Summary tab and a Change log tab. It is the live job tracker from ordering to closeout.

7.1 What updates itself, and what you type

7.2 Rules

• Nothing is deleted. When an item comes off the job, its row is struck through and marked Removed, with the date. A change shows as a struck-through old row and a new row.
• Every tab shows date created and by whom, last update and by whom (the sync or a person).
• The Change log tab records every automatic change: what, old → new, when, triggered by whom.
• Summary tab: per job, expected retail, expected cost, expected margin, actual cost to date, actual gross profit and the variance — the live margin view for the owners.

Don't

• Mark a selection Approved yourself — the client approves by signing.
• Create a second job or a pile of draft "Selection" documents for the same client.
• Put eight categories in one pick list on the Selections tab — the client will tick one.
• Order from a rendering, a text message or an unsigned draft.

Change log