🔥 BARAMEY
For: Bakou Systems Co., Ltd.
Purpose: Replace Excel with an end-to-end digital platform for quoting, project billing, and financial reporting using Baramey Invoicing.
🔧 Internal Team SOPs
Technician On-Site Daily Checklist ✅
ELV System Installation SOP (CCTV, Access Control, PABX)
ICT Infrastructure Deployment SOP (LAN, WiFi, Fiber)
Project Manager Weekly Report Template
Site Survey Form (for Sales + Engineer)
📄 Client-Facing Documents
Quotation Template (Professional Format – Khmer/English)
Project Handover Checklist & Document Bundle
AMC (Annual Maintenance Contract) Template
Client Satisfaction Survey Form
System User Manual (Simple version for client)
📂 A. Client Onboarding & Project Setup
🔹 Step 1: Create Client in System
Add company name, contact person, phone/email
Set client type: ICT / ELV / Automation
Set currency, payment terms, language
🔹 Step 2: Upload Key Documents
Site survey form (PDF/image)
Signed quotation or contract
Scope of Work (SOW)
🔹 Step 3: Optional – Invite Client to Portal
View project status, payment history, invoices
📊 B. Quotation Workflow (Replace Excel Quote Files)
🔹 Step 1: Create Quote in Baramey
Add product/service items:
“ELV: Hikvision CCTV – 8 Camera Set”
“ICT: Mikrotik Router + Configuration”
Include visuals (optional attachments)
Apply VAT or custom discounts
Add payment schedule: 50/30/20 split
🔹 Step 2: Send & Get Approval
Use branded Khmer/English quote template
Send via email or print PDF with signature section
Get approval digitally or upload signed copy
🧱 C. Project & Task Workflow
🔹 Step 1: Create Project (Linked to Quote)
Project Name = “CCTV Install – AEON Sen Sok”
Link related client
Assign engineer, technician team
🔹 Step 2: Time & Task Log (Optional)
PM logs major milestones:
Cabling 100% complete
Rack mounting done
Auto-sync time to invoice (if billable)
💳 D. Invoice & Payment Collection
🔹 Step 1: Convert Quote → Invoice
Apply payment milestone format (e.g. 50% deposit)
Customize line items by system type (ELV, Comms)
Add reference number / project code
🔹 Step 2: Send Invoice & Reminders
Send via email or download PDF
Schedule reminders:
3 days before due
On due date
5 days overdue
🔹 Step 3: Record Payment
Enable Stripe/PayPal for automation
Or manually log bank/walk-in payments
🔄 E. Maintenance Contracts / AMC Billing
🔹 Step 1: Set Recurring Invoice
Use monthly/quarterly frequency
Example: “Monthly CCTV Health Check – 5 Buildings”
Enable auto-bill (for retainer clients)
🔹 Step 2: Attach Monthly Support Report
Engineer logs support visits
Attach PDF checklist + photos per invoice
📈 F. Reporting & Financial Insights
🔹 Step 1: Monthly Reports
Revenue by Client / System (ELV, ICT, Security)
Tax Summary (for VAT)
Outstanding Invoices
🔹 Step 2: Internal Review
Top-paying clients
Common delay reasons
Project cost vs revenue
🔹 Step 3: Export & Backup
Export CSV for accountant
Snapshot reports monthly to Google Drive
🧑💼 Example: ELV Project – Hotel Security System
| Step | Action |
|---|---|
| 📥 1 | Site Survey Completed & Client Created |
| 📝 2 | Quote sent: Hikvision + Access Control (Khmer/Eng) |
| 💰 3 | 50% Deposit Invoice Generated & Paid |
| 🧱 4 | Project created → Tasks logged |
| ⏳ 5 | Time tracked → Final invoice auto-generated |
| 💳 6 | Payment received → Delivery signed off |
| 🔁 7 | Maintenance Contract begins (Recurring billing) |
✅ Optional Tools for Bakou Systems
| Item | Description |
|---|---|
| 🧾 Khmer-English Quote Template | Fully localized with branding + signature |
| 📂 Folder SOP Template | Naming + digital organization (Google Drive) |
| 🧠 Staff Training Slides | Internal SOP workshop or onboarding session |
| 📦 Docker Deployment Setup | For secure local hosting |
