The quotation typed on Sunday night
The RFQ came on Tuesday. The site was measured on Thursday. The price was pulled from last year's file at eleven at night, and a line was missed.
5–7 days from RFQ to quotation illustrative
Singapore · For specialist contractors and service firms
Run the company from your phone. Built by a contractor who runs his own on it.
We install the operating system we built for Fiber Tech Solutions: quotations, delivery orders, site photos, worker passes, claims and payroll in one place, on a server you own. Every number comes from a register. Nothing is sent until a person says so.
- In daily use at our own company
- Your data on your server, in Singapore
- Fixed build fee per department
Where the week goes
The work is good. The paperwork around it is what costs you.
Specialist contractors rarely lose a job on workmanship. They lose money in the gaps between enquiry, site, claim and payment.
Photos in fourteen WhatsApp groups
The one "after" photo the claim needs is on a supervisor's phone, in a group chat, under forty other photos with no block or stage.
About a third filed to the right job illustrative
Two documents, one number
A delivery order number used twice. The main contractor's accounts team bounces the claim, and a month of cash goes with it.
One rejected claim, one month of cash illustrative
The claim that missed the cut-off
The 40% milestone passed last week. The claim is still a draft because the paperwork is still in Word.
Cash arrives a month late illustrative
The pass found expired at the gate
Expiry dates sit in a spreadsheet nobody opens until the worker is already rostered and already on the lorry.
A crew short for a day illustrative
Payroll from paper timecards
Three evenings retyping hours into Excel, and an overtime dispute every month because nobody can show the working.
About 3 days a month illustrative
What it does
Five departments. Named workflows. A clear line between what the machine does alone and what waits for you.
You start with the department that leaks the most. The morning check and your rule book come with any of them.
Outcome
Every enquiry read, scored and answered the same day. Every quotation numbered from the register before it is built.
- W1Enquiry intake: email, WhatsApp and web form read and scored the hour they arrive. Statutory mail is never a lead.
- W2A three-line reply drafted in your voice. Never a price in it.
- W3Quotation built from your rate card and past jobs, its number claimed from the register first.
- W4Sent register: what each client actually holds, read from the sent message itself, never assumed.
- W5Follow-up until the quotation is won, lost or superseded, and the register says which.
Does alone
- Reads and scores every enquiry
- Drafts the reply
- Claims the number and builds the draft
- Records what was sent and when
Asks you first
- Any price, discount or term
- Sending anything to a client
- Marking a quotation lost
Outcome
Every photo, form and voice note filed to the right job the minute it arrives. The completion report built from the job record, not from a phone.
- W1WhatsApp intake: photos and voice notes filed to job, block and stage, in whatever language the crew sends them.
- W2The daily site update chased at 17:00 and written for the client. Anything about a delay or extra work is held for you.
- W3Delivery order built and numbered from the register when the signed site report closes the job.
- W4Completion report compiled in each client's format, photos in the order they want them.
- W5Deadline register: tender closings, validity expiries and submission dates that keep asking until they are closed.
Does alone
- Files, tags and translates
- Chases missing photos and forms
- Builds every draft
- Keeps the deadline register asking
Asks you first
- Anything to a town council, main contractor or client
- Closing a job or signing off a stage
- Anything about safety
Outcome
Bill only what delivery evidence proves. Chase until paid. Never state a balance before every bank account has been checked.
- W1Progress claim drafted the day a milestone passes, retention honoured, downpayments deducted.
- W2Every invoice numbered from the register, so two documents can never share one.
- W3Receipts matched across every bank account before a debtor is chased.
- W4Day 7, 14 and 30 reminders drafted and parked for a person to send.
- W5Month-end pack and a plain-English monthly report: what was billed, what came in, what is overdue and who owns it.
Does alone
- Drafts claims and invoices
- Matches receipts
- Prepares the month-end pack
- Writes the monthly report
Asks you first
- Sending any claim or reminder
- Any credit, write-off or discount
- Anything that means money leaving
Outcome
Nobody rostered on an expired pass. Payroll from timecards in an afternoon, with an itemised payslip for every worker.
- W1Pass and certificate expiry on a 60, 30 and 7-day ladder. Off the roster at seven.
- W2Timecards read and overtime computed. The legal ceiling is never booked as a fact.
- W3CPF, levy and SDL by worker status, rounded half-up to the cent.
- W4An itemised payslip per worker, filed to a private folder and never disclosed.
- W5Subcontractor crews carried as recoverable costs against their account, never as your payroll.
Does alone
- Reads, computes and flags
- Keeps expired passes off rosters
- Files payslips privately
Asks you first
- Paying anyone
- Correcting a payslip already issued
- Any arrears or deduction
Outcome
You ask the company a question from your phone and get the answer with its source. Your rules are written down once and obeyed every time.
- W1The morning check at 07:00: what filed, what failed, what waits on you.
- W2Your rule book as plain files you own. "From now on" is written in once and never asked again.
- W3A decisions log, every ruling kept in your own words.
- W4Alerts within the hour for money, a legal deadline or anything a customer can see.
- W5A to-do list holding only what truly needs you, read back to you when you ask.
Does alone
- Watches and measures
- Writes it down
- Reads it back
Asks you first
- Anything that cannot be undone
See it run
Ask the company a question. Get the answer with its source.
You are the owner of Tembusu Cabling Works, a fictional riser-cabling contractor. Tap a question to send it and watch what the system does on the right.
TC
Tembusu Worksyour system · always on
What the system did
Nothing on this page sends anything. In your build, anything that leaves the company waits for your tap.
What you buy
A scope you can sign. Not "AI transformation".
Every department we take on is written like this before any work starts. If it is not on the page, it is not in the build, so nobody argues about "anything else" later.
Scope · v1Example · fictional firm · Tembusu Cabling Works
Department
Operations & billing
Outcome
Every site photo filed to its job within a minute. Every finished job billed within two working days of the signed site report.
Workflows
- W1WhatsApp intake of photos and voice notes, filed to job, block and stage
- W2Daily site report chased at 17:00 and written for the client
- W3Delivery order numbered from the register when the site report closes the job
- W4Invoice drafted from the delivery order, retention and downpayment applied
- W5Director's 07:00 brief covering all of the above
Connected
WhatsApp BusinessOutlookOneDriveXeroThe pass registerThe number register
The line
Does alone
- File, tag, translate
- Chase missing photos
- Claim numbers and build drafts
Asks you first
- Any message to the client
- Closing a job
- Sending the invoice
Acceptance test
One real job from first photo to invoice: every photo filed to the right job and stage, delivery order and invoice numbered from the register, the invoice ready for approval within two working days of the signed site report, and zero numbers typed by hand.
Not included
Tender estimating · accounting migration · hardware · any client portal that has no connection (the system prepares the file; a person uploads it)
Fixed build fee, agreed before we startHosting and AI usage billed at costYou own the server, the rule book and the registers
The two-minute scope
Find your first department before you talk to anyone.
Six questions. No email. Your answers stay in your browser. You leave with a named first department, three workflows and a draft acceptance test you can bring to the call.
Question 1 of 6
Tap an answer to move on. Press A, B, C or D on a keyboard.
Your two-minute scope
First department
Three workflows to start with
Draft acceptance test
Then
Comes with every first department
- The morning check at 07:00
- Your rule book as plain files you own
- Alerts within the hour for money, deadlines and anything a customer can see
Send it to us
Copied
How a job runs
From one job mapped to a department running, in about six weeks.
- Week 0
The diagnosis
Half a day with you, your supervisor and whoever does the paperwork. We follow one job from enquiry to payment and pick the department that leaks the most.
- Week 1
Write down the rules
About thirty questions on how you run the company become your rule book. Your mail, files and WhatsApp Business are connected. Your server is set up.
- Weeks 2–5
Build on real jobs
Named workflows built one at a time, run on your real records and shown to you every week. You correct a rule once; it is written in and obeyed from then on.
- Week 6
Acceptance and handover
The department passes its test. Your office is trained in an afternoon. You own the server, the rule book and the registers.
- Monthly
Run and expand
The morning check tells you what it did. We fix what breaks, report what changed, and add the next department when the first has earned its place.
Timing depends on access, how clean your records are and how many formats your clients demand. We agree the plan before we start, and we tell you plainly if a department is not worth building yet.
What it costs
Three lines on the bill, and you can read every one.
A fixed build fee per department
Agreed before we start, with the acceptance test written into it. No day rates and no "anything else" later.
Running costs at cost
Your server and your AI usage are billed to you as they come, line by line. We do not mark them up and you can see every line.
A monthly run you can stop
We watch it, fix what breaks and report what it did. Add the next department when the first earns its place. Stop any month and keep everything.
Nothing is held hostage. The rule book, the registers and the workflows are plain files on a server in your name. If we parted tomorrow, it would keep running.
Guardrails
Six rules the machine cannot break.
Nothing sent without a person
Replies, claims, reminders and reports are drafted and parked. A human sends them.
Nothing deleted by the machine
Deleting is the owner's alone. The machine files, archives and flags. It does not destroy.
Money never moves
No payment, transfer or credit is made by the system. It drafts the instruction; you act on it.
Every number from a register
Quotation, invoice and delivery-order numbers are issued by the register before a document is built. Two documents can never share one.
Every answer with its source
When it tells you something, it tells you where it read it. When it could not check, it says so rather than smoothing it over.
Your server, your files
Your rule book, registers and records are plain files on a server you own, in Singapore, designed with the PDPA in mind.
Who is behind it
An owner first. A supplier second.
Samuel Ong owns Fiber Tech Solutions Pte Ltd, a Singapore contractor since 2007. He does not write code. He wrote the rules, and the machine follows them. The system on this page is the one his own company runs on, and he is its most demanding user.
That is the difference between us and an agency: when a rule is wrong, we have already felt it on a site, in a claim or on payday.
What runs at Fiber Tech today
- Documents scanned, read, titled and filed by the machine. The ones it is unsure of wait in a queue for a person.
- Quotation, invoice and delivery-order numbers issued only from a register.
- Site photos from WhatsApp filed to the job.
- Payroll each month from timecards, with an itemised payslip per worker.
- Worker passes, certificates and arrears on record.
- Debtors checked across five bank accounts before a balance is stated.
- A morning health check, and an alert within the hour for anything a customer can see.
- A rule book and a decisions log in plain files, written in the owner's own words.
Before you book
Questions owners ask us.
Is this software, consulting or implementation?
An installation. We map how your company actually runs, write your rules down, build the named workflows on a server you own, and hand it over against an acceptance test. You are not buying a dashboard and a login.
Do my workers need to learn a new app?
No. Supervisors keep sending photos and voice notes on WhatsApp, in their own language. The office keeps its files and gains one small dashboard. The only new habit is yours: asking the system instead of the group chat.
Where does our data live?
On a server set up for your company, in Singapore, with your rule book and records as plain files you own. We connect only what each workflow needs and design with the PDPA in mind. Your workers' records never go into a public AI tool.
What if the machine gets something wrong?
Three rules do most of the work: nothing goes to a client without a person, nothing is deleted by the machine, and money never moves. Every action is logged with what it read and who approved it. When a rule turns out wrong, you say so once and it is written into the rule book.
Our town councils and main contractors each want their own format.
We build the claim, delivery order and report in the format each one expects, read from their own work orders and purchase orders. Where a portal has no connection, the system prepares the file and a person uploads it.
Do we have to change our accounting software?
Not to start. If you are on Xero or Excel, we work from what you have. We run our own books on Odoo and will tell you plainly whether moving would pay off. It is never a condition.
What do you need from me?
Half a day to map one job from enquiry to payment, access to your mail, files and WhatsApp Business, and your answers to about thirty questions on how you run the company. Then half an hour a week while we build.
Can you guarantee a saving?
No, and nobody honest can. We agree what will be measured before we start, in hours, days and missed numbers, and we report it every month. If the first department does not earn its place, we do not sell you a second.
Talk to us
Bring us the three things eating your week.
Send the scope from the two-minute scan and three things, in one email. We will tell you plainly whether they are worth automating, which one goes first, and what that first department would cost.
- Chasing a claim that is already late
- Typing the same quotation for the third time
- Finding the right site photo for a report
samuel@fibertech.com.sgFiber Tech Systems is the systems arm of Fiber Tech Solutions Pte Ltd, Singapore. We read everything ourselves.