TV TECH SCORECARD
AUTOMATION
A custom-built, real-time performance dashboard that pulls live data from ServiceTitan and displays it on your office TVs — no spreadsheets, no SaaS subscriptions, no manual updates.
Performance culture starts with visibility.
Olympic Plumbing's goal is to build a high-performance team culture by giving technicians, installers, and sales staff real-time visibility into their own numbers — and their teammates'. When people can see the scoreboard, they play harder.
Based on previous builds (including the Olson Superior Plumbing project), we've learned that spreadsheet-based solutions break under the weight of complex formulas, concurrent edits, and monthly rollovers. This proposal replaces all of that with a robust, custom-built Ruby on Rails web application backed by a SQLite3 database — stable, fast, and fully owned by you.
Data flows automatically from ServiceTitan into your dashboards every hour. No manual exports. No broken formulas. No $600/month in automation subscriptions.
Four boards. One system.
Each view is designed for large TV screens — high contrast, readable from across the room, and automatically updated from ServiceTitan data.
Tech Performance Board
Ranks all service technicians by revenue, close rate, memberships sold, and callbacks. Monthly highlights call out the top performers in each category.
Sales Performance Board
Tracks the sales team on leads, close rate, new accounts opened, upsells, and callbacks. Same competitive format — different metrics. CSR tracking is not included in this build.
Daily Revenue Tracker
A live gauge showing today's revenue progress toward the daily break-even target. Includes booking rate, jobs count, and a revenue-by-tech bar chart. Break-even target is configurable from the admin panel.
The Install Tech board follows the same design as the Tech Performance Board but tracks installer-specific metrics: Revenue, Billable Hours, Job Volume, Per Job Avg, Callbacks, and Reviews. It will be built in Phase 2 alongside the other boards.
Management stays in control.
A secure, password-protected admin dashboard gives management full control over the system — without needing to call a developer.
Built to last. Built to own.
The stack is chosen for stability, low maintenance cost, and long-term ownership. No vendor lock-in. No surprise price increases.
Ruby on Rails
Industry-proven framework used by Shopify, GitHub, and Basecamp. Handles API polling, data transformation, authentication, and admin logic.
SQLite3 Database
A lightweight, single-file database perfect for read-heavy dashboard applications. No complex database server to manage. Historical data retained permanently.
DigitalOcean Droplet
A dedicated virtual private server at ~$12/month. Your data stays on your server — not inside a third-party SaaS platform that can change pricing or shut down.
Third-party automation tools like Make.com ($150–$600/mo) and dashboarding platforms like Geckoboard ($50–$150/mo) create ongoing subscription costs, vendor dependency, and fragile multi-tool pipelines. When one piece breaks, the whole chain fails. A custom Rails build eliminates all of this — one codebase, one server, one monthly cost.
Live in 4 weeks.
A phased approach delivers a working MVP fast, then builds out the full feature set. Timeline begins once ServiceTitan API credentials are confirmed.
Foundation & MVP
- ✓Secure ServiceTitan API v2 credentials and test all endpoints
- ✓Build core Ruby on Rails application and SQLite3 database schema
- ✓Set up DigitalOcean hosting environment
- ✓Deliver Tech Performance Board with daily data pull for initial TV review
- ✓Build admin login portal with break-even target settings
Full Feature Rollout
- ✓Integrate Install Tech, Sales Performance, and Daily Revenue boards
- ✓Implement hourly data refresh cycles
- ✓Add automated Monthly Highlights calculation
- ✓Build manual metric override functionality in admin panel
- ✓Historical data access for past periods
Polish & Handoff
- ✓Finalize TV display formatting and auto-cycling between boards
- ✓Complete period rollover automation (auto-resets on 1st of month)
- ✓Apply Olympic Plumbing branding throughout
- ✓Final testing and production deployment
- ✓Handoff documentation and team walkthrough
API Access Note: If Olympic Plumbing does not currently have active ServiceTitan API v2 credentials, requesting access from ServiceTitan may add 2–4 weeks of lead time before Phase 1 can begin. This is the single most important item to confirm before project kickoff.
Simple, transparent pricing.
Time & Materials billing — you pay for actual hours worked. Estimate range plus a flat monthly retainer that replaces your existing SaaS subscriptions.
Time & Materials — you pay only for actual hours worked. This estimate reflects the expected range based on current defined scope. If the build comes in under, the final invoice reflects that.
Monthly Retainer
Replaces: Make.com ($150–$600/mo) + Geckoboard ($50–$150/mo) = up to $750/mo in SaaS fees. Your $400 flat retainer covers everything.
⚠ API Deprecation Clause: Minor field changes (renamed fields, updated response formats) are absorbed in the retainer. Major ServiceTitan API v2 breaking changes — such as full endpoint deprecations or structural overhauls — are treated as separate project work billed at $160/hr, communicated and approved before work begins.
Out-of-Scope Work: New features, additional scoreboards, Reviews integration, and CSR tracking are billed at $160/hr. A written estimate will be provided for any add-on or out-of-scope request before work begins — nothing is started without approval.
Four questions to get started.
Before we issue a contract and commence the build, we need answers to these four items from the Olympic Plumbing team.
ServiceTitan API Access
CriticalDoes Olympic Plumbing currently have active ServiceTitan API v2 credentials — Client ID, Client Secret, and App Key? This is the critical path item that determines the start date. If not yet active, requesting access from ServiceTitan may add 2–4 weeks.
Metric Definitions
HighHow exactly are 'Close Rate' and 'New Accounts' calculated internally? We need the exact formula — for example, what is the denominator for close rate: dispatched jobs, opportunities presented, or something else?
TV Hardware
MediumWhat hardware is powering the office TVs — Chromecast, Fire Stick, Raspberry Pi, or a dedicated PC? This determines how the dashboard URL is delivered to the screen.
Reviews Metric — Manual or Deferred?
Decision NeededEvery other metric on the scoreboards pulls directly from ServiceTitan. Reviews data (Google, Yelp, etc.) lives outside ServiceTitan and requires a separate integration — a meaningful effort for a single metric. We recommend one of three paths: (1) display it as a manually updated field in the admin portal, (2) defer it to a future add-on project once the core boards are live, or (3) scope it separately now. Which direction does the team prefer?
Ready to put the scoreboard on the wall?
Once we confirm API access and metric definitions, we can have the Tech Performance Board live on your TVs within two weeks.
Prepared by Olympic Plumbing Technology · Preliminary Proposal · April 2026