🏗 Three Miles ERP — User Guide
v1.3.0 · One app for quotes, invoices, projects, stock, people and profit — shared live by the whole team at app.three-miles.com
1 · Getting in
Open https://app.three-miles.com in Chrome. Pick your name, type your PIN — the moment you type the 6th digit, you're in. No button pressing.
- 📲 Make it a real app: click the install icon at the right end of Chrome's address bar (or the 📲 Install App button in the top bar). You get the gold Three Miles icon on your desktop or phone home screen, opening in its own window. On iPhone: Safari → Share → Add to Home Screen.
- 🔓 Face ID / fingerprint: after your first PIN sign-in on a device, the app offers biometric unlock. Say yes, and next time it's one touch — no PIN.
- Forgot your PIN? The Owner can set you a new one in 10 seconds (Users & Access).
2 · The 30-second tour
The menu reads top to bottom like a story: find work (CRM) → sell it (Sales) → do it (Operations, Subcontracting) → pay for it (Purchases, HR) → count it (Reports). The Dashboard is the cockpit: money in, money out, who's overdue, what's expiring, what's low in stock. Everything on it is clickable — tap an alert and you land on the right screen.
💡 Everyone sees each other's work live. When the accountant records a payment in Dammam, the number changes on your phone at site — no refresh needed.
3 · From "hello" to "paid" — the money trail
Lead 🎯 → Quotation ✍️ → client sends PO 📩 → record it in Client POs → from that row: Invoice + Work Order + Delivery Note → issue Sub POs to your teams → record their bills in Sub Invoices → collect with + Pay → handover → Warranty / Completion letter 🏁
You can jump in anywhere (nothing stops you invoicing directly), but follow the trail and every screen fills the next one for you — the Client PO row literally has → Inv, → WO and → DN buttons.
4 · Leads Pipeline — deals you haven't won yet
A lead is money that's still a rumour: an enquiry, a phone call, a tender you spotted. Give it a name, a client and your best guess at the value, and it becomes a card on the board:
🆕 New → 📞 Contacted → 📄 Proposal → 🏆 Won / ❌ Lost
- Move cards with the ◀ ▶ arrows as things progress.
- When a card hits Won, a →👥 button appears — one click converts the lead into a real Client, ready for a quotation.
- The dashboard's Open Pipeline figure is the total value of cards still in play — your "possible future revenue" at a glance.
💡 Be honest with Lost. A clean pipeline that says SAR 800k you might actually win beats a fantasy SAR 5M board.
5 · Invoices & getting paid
- Invoices add 15% VAT automatically and print with a ZATCA QR code — banks and clients can scan-verify them.
- Retention: if the client holds 10%, type 10 in the retention box. The print shows Total (incl. VAT), then retention deducted, then NET PAYABLE — and the dashboard tracks every riyal being held for you.
- Record money in with + Pay — the app pre-fills the exact balance and won't let you overpay.
- 🟢 WA sends a tidy invoice summary to the client's WhatsApp.
- Watch statuses do their thing: Unpaid → Partial → Paid, and Overdue turns red all by itself.
⚠️ Invoices created or edited by anyone except the Owner wait for the Owner's ✓ before they can print. That's not a bug — that's the boss's signature.
6 · Buying things (without double-counting them)
One golden rule keeps your P&L honest:
Vendor PO = a promise 🤝 · Expense = actual money 💸 · Only expenses hit the P&L.
- Raise the Purchase Order to the vendor (this is your commitment — not a cost yet).
- Goods arrive → set the PO to Received (stock items go into inventory automatically).
- Vendor's bill arrives → hit → Exp on the PO row. It books the expense pre-filled — amount, vendor, project, done.
Petty cash: top up a site float, record spends against it. Every wallet shows what's left, and it all flows into the P&L on its own.
7 · Trading stock
- In any invoice or vendor PO, use 📦 Insert from stock — invoices sell at sale price and reduce stock; receiving a PO adds it back.
- Deleted an invoice? Stock goes back. Edited quantities? Stock reconciles. The ledger under Products shows every movement.
- Items below their minimum show ⚠ and jump onto the dashboard. Selling more than you have gets you a loud warning.
8 · Site work — WOs, delivery notes, letters
- Work Orders: the instruction to build — assign to your internal team or a subcontractor, with scope and dates. Prints on letterhead.
- Delivery Notes: proof things arrived — driver, vehicle, items, and two signature blocks. No prices on it (it's not an invoice, and it says so).
- Letters & Certificates: after handover, issue the Completion Certificate and Warranty Letter in one click — proper wording included, just pick the project.
9 · Subcontractors
- Issue Sub POs with scope, value and retention %. They need the Owner's ✓ before printing.
- Their bills go into Sub Invoices — payables that show up on the dashboard until marked paid.
- The dashboard also reminds you of the retention you are holding from subs — release it after their defect period, not before.
10 · People & machines
- Employees: keep iqama and passport expiry dates filled — the dashboard warns you 60 days early, going red at 30. Same for istimara & insurance under Equipment.
- Payroll: one click on ▶ Run Payroll pays everyone still unpaid for the month. Vacations aren't skipped; exited staff are.
- Equipment lives in Equipment & Assets — what it is, whose site it's on, when it was last serviced.
11 · Reports that don't lie
- P&L: revenue (invoiced, excl. VAT) minus every cost — expenses, subcontractors, salaries, petty cash. Filter by year, current quarter, or all time. The 🖨 Print gives a letterhead report.
- VAT report: output VAT on sales minus input VAT on purchases = what you owe ZATCA (or they owe you). Line-by-line detail underneath.
12 · Who sees what
| 👑 Owner | 🧮 Accountant | 👷 Site Engineer |
|---|
| Quotes, invoices, projects, stock, site docs | ✓ | ✓ | ✓ |
| Record payments & salaries | ✓ | ✓ | ✗ |
| P&L, VAT, salary amounts, cash position | ✓ | ✓ | ✗ |
| Approve invoices & sub POs | ✓ | ✗ | ✗ |
| Delete records | ✓ | ✓ | ✗ |
| Add / remove users, wipe data | ✓ | ✗ | ✗ |
These aren't just hidden buttons — the database itself refuses. An engineer with hacking ambitions gets a polite error.
13 · Owner's corner
- Approvals: anything money-shaped created by others waits for your ✓ — look for the amber "Awaiting Approval" badges.
- Users & Access (bottom of the menu): add a user in 20 seconds — name, email, role, PIN. Change anyone's PIN. Remove people who leave. Descriptions of each role are right there.
- Clear ALL shared data (menu footer, red): when the demo data has served its purpose, wipe everything for a fresh start. It asks twice. Take a Backup first anyway.
14 · Tricks worth knowing
- Themes: menu footer → ☀️ Day, Auto (follows the clock), 🌙 Night, or 🏗 Site — a solid, no-glass construction look with a hazard stripe. Your pick sticks to your device.
- Updates: when a new version ships, a 🔔 "New version available" card appears — tap Refresh and you're current. The v1.3.0 chip in the top bar opens the full changelog.
- Offline: tunnel? Basement? The app still opens and works; changes queue up and sync the moment you're back online.
- Printing: every 🖨 opens the print dialog — choose Save as PDF to email documents instead.
- Backup: menu footer → Backup downloads everything as one file. The cloud keeps your data safe, but a weekly backup costs three seconds and zero regrets.