Implementation Phases
1 Foundation (Weeks 1-2)
- Set up development environment and version control
- Choose and configure tech stack
- Design database schema (PostgreSQL)
- Set up QuickBooks Online developer account
- Create initial database tables
- Set up authentication system
- Build basic admin dashboard structure
2 QBO Integration & Automated Sync (Weeks 3-5)
- Implement QBO OAuth 2.0 authentication
- Build purchase query module (fetch recent/updated purchases)
- Create auto-flagging algorithm (product names, vendors, classes)
- Build pending imports table and review UI
- Set up scheduled sync job (cron/scheduler every 4-6 hours)
- Implement rate limiting and API call tracking
- Build admin review dashboard with bulk approve/reject
- Add manual "Sync Now" override button
- Test import with sample purchase orders
- Add error handling, logging, and retry logic
- Create sync history/audit log
- Implement token refresh mechanism
3 Receiving Module (Weeks 6-7)
- Build receiving dashboard
- Implement QR code generation (unique per item)
- Create receiving form (quantity, location, etc.)
- Set up QR code printing functionality
- Link received items to original purchases
- Test end-to-end receiving workflow
- Add inventory location tracking
4 Mobile Interface (Weeks 8-10)
- Build mobile-responsive web interface
- Implement QR code scanning (camera access)
- Create login/authentication flow
- Build pull request form (auto-populated material)
- Add job name input with autocomplete
- Implement quantity validation
- Test on multiple devices (iOS, Android)
- Add offline capability (optional but recommended)
5 Approval System (Weeks 11-12)
- Build admin approval dashboard
- Create pull request review interface
- Implement approve/reject functionality
- Add comment/notes system
- Build notification system (email/SMS)
- Create audit trail for all approvals
- Test approval workflow end-to-end
6 FIFO Engine (Weeks 13-14)
- Implement FIFO calculation algorithm
- Build cost allocation logic
- Handle multi-batch pulls (spanning multiple purchases)
- Update inventory quantities accurately
- Create FIFO testing scenarios
- Build cost reporting interface
- Verify accuracy with sample data
7 Zapier Integration (Weeks 15-16)
- Set up Zapier account and choose trigger method
- Create webhook endpoint in your system
- Format job costing data for Zapier
- Build Zap: Your System → Knowify
- Test data flow to Knowify
- Implement retry logic for failed sends
- Add status tracking (sent/pending/failed)
- Create reconciliation report
8 Testing & Refinement (Weeks 17-18)
- End-to-end testing with real data
- User acceptance testing (UAT) with team
- Fix bugs and edge cases
- Performance optimization
- Security audit (especially auth & QBO connection)
- Create user documentation
- Train users on system
9 Deployment & Launch (Week 19)
- Set up production environment
- Configure production database
- Deploy application to server
- Set up SSL certificates
- Configure backup systems
- Go live with pilot group
- Monitor for issues
- Full rollout to all users
📅 Total Timeline: ~19 weeks (4.75 months)
This assumes one developer working full-time. Adjust based on your team size and complexity.
Quick wins to show progress:
- Week 5: Demo automated QBO sync with smart flagging
- Week 7: Show QR codes being generated and printed
- Week 10: Demo mobile scanning in action
- Week 14: Show FIFO calculations working correctly
- Week 16: Demo end-to-end flow to Knowify via Zapier