The following example, for illustration purposes, is for a fictitious business requesting a solution
Project Overview
We are "Prestige Wheels Fleet," a company that rents luxury and sports cars. Our manual, paper-based check-in/check-out process is causing disputes and lost revenue due to missed damages and inconsistent fuel/mileage logging.
Goal
Our goal is to create a mandatory, secure digital process for every vehicle handover. This app must force staff to log all critical data (fuel, mileage, condition) and take photos of damages before the customer leaves and after the customer returns the vehicle. The final inspection report must be clean, time-stamped, and easily accessible. This will eliminate disputes and ensure we accurately charge for damages.
Topics & Scope
- The app must be staff-only and require a unique login for accountability.
- Staff must input the Vehicle ID (license plate) and select the action: Check-Out or Check-In.
- For every inspection, the app must require input for Current Mileage and Fuel Level (slider or 1/8 increments).
- The app must use the tablet's camera to capture and attach at least four images to the report (one per side) for base condition.
- Staff must be able to tag new damage on a visual diagram of the vehicle body and take specific close-up photos of the damage.
- After Check-Out, the vehicle's status in the system must change to "Rented."
- After Check-In, the system must compare the Check-Out data (mileage/condition) to the Check-In data and flag any discrepancies (e.g., if Check-In mileage is less than Check-Out mileage, or if new damage photos exist).
- The app needs a quick button for staff to view the Last Inspection Report for comparison.
- All data collected must be saved securely to a database with a time and date stamp and the staff member's ID.
- The final report must be instantly accessible to the manager via a web dashboard (not the app).
- The manager's dashboard needs a quick search function by Vehicle ID and Date.
Quotation Breakdown
| Task | Hours |
|---|
I. Infrastructure & Security |
| Setup Secure Hosting, Firebase Firestore/DB & Code Repository | 4 h |
| SSL Certificate Installation & Security Hardening | 2 h |
| AWS SES Integration: Simple API setup for transactional alerts. | 4 h |
II. Database & Data Management Core |
| Database Schema Design: Vehicles, Staff Users, Inspections (Out/In), Discrepancies, Image Storage Paths. | 4 h |
| Staff Authentication Module: Secure login for tablet staff. | 16 h |
III. Tablet App (Staff Input Interface) |
| Tablet-Optimized UI/UX: Large buttons, mandatory fields, optimized for speed. | 20 h |
| Vehicle ID Input & Check-Out/Check-In Selection Flow. | 8 h |
| Mileage & Fuel Input Validation: Input fields/sliders enforcing realistic values. | 8 h |
| Tablet Camera Integration: Logic to force staff to capture and upload mandatory images (4 sides). | 16 h |
| Interactive Damage Tagger: Visual diagram allowing staff to pinpoint and tag damage locations. | 24 h |
| Last Inspection Comparison View: Quick display of previous inspection data for Check-In comparison. | 16 h |
IV. Vehicle Status & Discrepancy Logic |
| Status Change Logic (e.g., "Available" -> "Rented"). | 4 h |
| Comparison Logic: Backend code to compare Check-Out vs. Check-In data and condition flags. | 16 h |
| Critical Discrepancy Alerting: Triggers email alert to manager upon damage or mileage discrepancy. | 8 h |
V. Manager Web Dashboard (Reporting) |
| Admin Portal Development: Secure web dashboard for management. | 16 h |
| Search & View Report Functionality: Ability to search by Vehicle ID/Date and view full, time-stamped reports. | 12 h |
VI. Project Closure & Handover |
| Manager & Staff Training/Documentation (focusing on Android sideloading). | 8 h |
| Comprehensive Device, Database Integrity, and Comparison Logic Testing. | 16 h |
|
| Total Hours | 202 h |
| Billing Rate | £15 / hour |
| Cost | £3,030 |
| Cost + VAT | £3,636 |
| Deposit | £1,818 |
| Final Payment | £1,818 |
| Delivery Time | 1.25 - 2 months |
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