Appraisal Management System – Google Sheets Apps Script

A job-based service business — an appraisal or valuation practice is the example here — runs on three things: who the client is, where each job has reached, and what has been billed. This puts all three on Google Sheets, with five roles doing their own part of it.

Clients and the jobs under them

Clients are registered as regular, VIP or corporate, with an active status, an added date and as many attachments as the file needs — PDFs, images, scans — stored in Google Drive. Duplicate email addresses are refused on entry, so the same client cannot quietly exist twice. Each piece of work is an offer raised against that client, and any client's offers can be listed from their row.

The six-stage workflow

An offer moves through pending, approved, data processing, surveying, evaluating and submitted — advanced from the offer itself, with the status recorded as it changes. When it is approved you set the agreed turnaround in days and the submission date is calculated for you, alongside the location, the property details and the manager, coordinator and appraiser assigned to it. At any moment the list shows exactly which stage every job has reached.

Billing

Invoices carry a number that auto-increments if you leave it blank, a date, a reference and the client. Payment status runs paid, unpaid or partially paid, with the outstanding balance worked out from the total and what has been received, and further states for sent, dropped, cancelled, overdue and waiting. Any invoice generates a PDF saved to Google Drive with a link to send on.

Five roles, each with their own reach

Admin sees and does everything; the manager handles clients, offers, invoices and reports; the coordinator works clients, offers and reports; the appraiser manages offers and advances the workflow timeline but cannot delete; finance covers clients, offers and invoices. Sessions expire after an hour, new users can self-register, categories are managed for products, services, income, expense and assets, activity logs record every action, and yearly reports run over the lot.