Stop first‑day chaos. Build a one‑hour prestart pack: access, scope, materials, VAT, photos, scripts. Capture by voice and invoice right in Donizo.
First day on site can go sideways fast. Gate code missing. Color not decided. VAT line wrong. You lose half a day and your margin bleeds.
Here’s a simple way to start clean: build a one‑hour prestart pack you can reuse on every job. It’s not paperwork for paperwork’s sake. It’s the handful of notes, photos, and confirmations that save you days later.
What goes in a prestart pack
Access and neighbors
Scope snapshot (what’s in / out)
Materials and lead times
Money and VAT
Baseline photos
Contacts and decision rules
Keep it short, clear, and in one place your team and client can see.
Who buys what (you or client), and where it will be stored.
Substitutes if supplier is late.
Quick matrix:
Item | Supplier | Lead time | Plan B
------------- | -------- | --------- | ------
Tiles 20m² | Point P | 6 days | Switch to stock color
Mixer Grohe | CEDEO | 2 days | Equivalent Hansgrohe
Paint matte | Zolpan | Stock | N/A
4) Money and VAT
Deposit: % and due date.
VAT rate: 10% for renovation, 5.5% for energy upgrades, 20% for new build.
Milestones tied to real site events (delivery, tiling done, handover).
Example:
Deposit 30% on acceptance
40% at delivery of tiles
20% at completion of tiling
10% at handover (max 7 days after)
VAT: 10% (existing dwelling >2 years)
If a client supplies materials, remember: your labor is still typically 10% (or 5.5% if energy improvement qualifies), but client-bought items don’t carry your VAT line. Keep it clean so your invoice matches reality.
5) Baseline photos
Before shots of every wall/floor, meters, and any cracks.
Close‑ups of areas you expect to discuss later (shower tray level, window sills).
One wide shot per room so you can show progress.
Photos stop disputes before they start.
6) Contacts and decision rules
Who signs off? (client, partner, syndic?)
How fast do they answer? (e.g., same day text)
What is “go/no‑go” for hidden issues?
Approval rule example:
Hidden issue under €200: proceed, note in app
€200–€1,000: send photo + price, wait text “OK”
>€1,000: new quote, signature required
Real‑world: where this saves your day
Plumber: skipped getting the cellar key. Lost 3 hours waiting. With prestart, caretaker number and key access were set in writing.
Painter: color “we’ll decide later.” Day 1 wasted. With prestart, client picked from 3 codes the week before.
Electrician: billed 20% VAT by mistake on a renovation. Client pushed back. With prestart, VAT checked at quote; invoice matched the 10% line from day one.
Do it fast with voice
You don’t need a novel. You need clear notes you can send and find later. On site or in the van, speak it out and attach the photos.
Tap AI voice notes: say your access, scope, materials, VAT, and approvals.
Attach baseline photos to the job.
Send a short prestart summary to the client from the job thread.
Your team sees the same thread. No more “where’s that code?” calls.
Build the pack in 60 minutes
10 minutes: access
Call caretaker if needed, confirm parking, lift, working hours.
Drop details in your job notes.
15 minutes: scope snapshot
Read your quote, mark “in”, “out”, “unknowns”.
Save a 5‑line version in the job.
10 minutes: materials
Call supplier for delivery dates.
Write Plan B if late.
10 minutes: money and VAT
Pick milestone events that match site reality.
Set VAT rate: 10% (renovation), 5.5% (energy), 20% (new build).
10 minutes: baseline photos
6–10 shots max, labeled by room.
5 minutes: contacts and approvals
Decide rules. Paste the script.
Use Donizo to lock it in (10 minutes)
Generate a clean proposal or updated quote from your notes in Donizo using AI voice.
Add milestone invoices with the right VAT lines per item.
Schedule the deposit and automatic follow‑ups so you’re not chasing.
Copy‑paste scripts you can use today
Prestart summary message:
Subject: Prestart – [Job Address] – [Start Date]
Hi [Name], here’s the plan so we start clean:
Access: [code/keys], caretaker [name + phone]
Scope IN: [3 bullets]
Scope OUT: [2 bullets]
Materials: delivery [date], Plan B [option]
Money: 30% deposit, 40% tiles delivered, 20% tiling done, 10% handover
VAT: [10% / 5.5% / 20%]
Approvals: >€1,000 new quote, else text “OK”
Photos: baseline taken today
Reply “OK” to confirm.
Supplier check call:
“Hi, it’s [Your Name], job on [date]. Tiles [ref] – are they in by [date]? If not, what’s the closest in stock? I’ll call it now so my team isn’t idle.”
Deposit nudge:
“Hi [Name], deposit link is in your inbox. We book the start as soon as it’s paid. Text me if you need card or bank details again.”
Keep it live
Update the pack when something changes. New delivery date? Swap in Plan B and send one line to the client.
Reconfirm the day before start with a short message.
At handover, add after photos to the same thread. That’s your warranty file.
Save time every job (Donizo tip)
Save your prestart pack as a note template inside Donizo.
On the next job, hit duplicate, talk your updates, and you’re done.
Common pitfalls to avoid
Over‑promising timelines without supplier confirmation.
Mixing VAT rates on one line. Split materials/labor properly: 10% for renovation labor and supplied materials, 5.5% for eligible energy improvements, 20% for new builds.
Verbal approvals only. Always get a quick written “OK” in the job thread.
Bottom line
A tight prestart pack is one hour that saves you days. Clear access, scope, materials, VAT, photos, and approvals – all in one place.
Speak it, don’t type: AI voice notes.
Send it, don’t hope: client thread with confirmations.
