Client
What the client does
Their view at portal.brandwellgroup.com.au
Logs in & submits a request
Fills a short form — what they need, details, quantity, size, needed-by.
Gets an instant confirmation
An on-brand auto-reply email lands ("We've got your request"), sent from Brandwell via GHL.
Watches the request status
A live badge tracks where it's at:
New
Reviewing
Quoted
Booked
Not proceeding
Request becomes a job
Once you book it, the request turns into a tracked job and appears in their active jobs list.
Follows the job lifecycle
A visual stepper updates as you progress the work:
Quoted → Quote Pending → In Production → Proof Review → Awaiting Approval → Dispatched → Complete
Sees specs + sell price (never your costs)
Downloads proofs & artwork files
Approves a proof / requests changes soon
Adds their own notes (you can read them)
Exports a PDF summary anytime
Job complete → Archive
Finished jobs move to a permanent archive — full history retained, survives staff turnover.
You
What you do
Admin view — Brandwell / RH Media
Request lands in your inbox
Appears under Requests with a sidebar count, and an internal alert email hits your inbox with a deep link straight to it.
Open & review
See exactly what the client asked for — quantity, size, details, needed-by.
Triage
Set the status and add private internal notes (never shown to the client).
Decline → client sees "Not proceeding". End.
Convert to job → assign a job number (e.g. BW-3001).
Build the job ticket
The brief carries across automatically. You add:
Specs — qty, size, printing, stock, finishing, packing, delivery, dates
Costings (private) — line items → total cost → sell price → gross profit
Private notes + supplier (GPMG / Centrum) — never shown
Read the client's own notes
Drive the lifecycle
Move the status dropdown — the client's stepper updates live.
Quoted → Quote Pending → In Production
Proofing & approval soon
Upload a proof for review → client approves or requests changes → Proof Review → Awaiting Approval.
Dispatch & complete
Mark Dispatched, then Complete. The job lands in the client's archive and your pipeline reflects the finished work.