♨️ Wellness Product Delivery

Scope: Delivery (Wellness Products) projects created in 2026 — hot tub, swim spa, sauna, and chill tub. Stages are shown in delivery order, spanning active, completed, and canceled projects — a project's stage comes directly from its ServiceTitan substatus regardless of parent status. Cards move between stages automatically as that substatus changes; there's nothing to mark done here.

What to Watch: a quick count of active projects that have had no ServiceTitan activity in 7+ days, grouped by what it means. A stale project with a real future appointment on file is fine — it's just waiting. A stale project with no appointment at all is worth a look. A stale project whose "Scheduled" appointment has already passed is the worse case — ServiceTitan's own record is out of date too. The full list of which projects lands in each group is visible via the color-coded card borders below, so this box stays to counts and the single oldest example per group. This only applies to active projects; a quiet Delivered or Canceled project is expected, not a problem.

Invoice vs current stock: also in What to Watch. Compares invoiced spa and accessory line items against current stock at the same holding warehouse they were sold from. Three tiers: a bold red "count went negative" case means ServiceTitan's own inventory count broke — the strongest signal, always shown. A spa still showing on hand at the warehouse it was invoiced from is a tight, meaningful match (spas are normally one-of-a-kind at a location) — always shown. An accessory still showing on hand is only shown when stock is tight (2 or fewer on hand) — accessories are commonly restocked to several units, so a loose match there is usually normal and would just be noise. Only applies to the six holding warehouses, matched by item code (invoice line items don't carry serial numbers), so it's a "worth checking" signal, not proof of an error.

Card color: the left edge of each active-stage card reflects the same check — green (recently active, or stale but covered by a real future appointment), amber (stale with nothing scheduled, or missing equipment at completion), red (stale with an overdue "Scheduled" appointment). Delivered PIF and Delivered Financed cards are always green — those are complete.

Card layout: HubSpot detail sits together in the top half of each card — deal/contact record info (owner, close date, last modified) first, then the matched line items. ServiceTitan detail sits together in the bottom half — contact record info (phone, address, notes) first, then invoice detail. Click a customer's name to expand.

Balance / Paid in full / No invoice yet: summed across all ServiceTitan invoices tied to the project. "No invoice yet" is expected pre-delivery; the same situation on a Delivered PIF or Delivered Financed card turns amber instead, since an invoice is expected by then.

Invoice detail: shown once a real ServiceTitan invoice exists for the project, whatever stage it's in — number, date, total, paid date, the actual invoiced line items, and the technician-entered invoice summary when there is one (often the real delivery notes: what happened, any damage, anything promised but missing).

ServiceTitan Project ID is shown inside every card so you can jump straight to the record in ServiceTitan.

Issues: Won deals with no wellness project and no delivery job in ServiceTitan. Open a card to see what was sold, the HubSpot contact detail used to search, and the ServiceTitan customer record that detail points at — so you can go straight to the right record and create the missing project. Where two customer records share the same phone or address, they're both listed as possible duplicates worth merging.

Warehouse Stock: all six ♨️ holding warehouses always show, even when a warehouse currently has no spa or swim spa units on hand — an empty warehouse means no stock right now, not a missing report. Reserved from purchase until delivery. Serial numbers shown next to the price are matched from inventory transfer records.

In Transit — Picked, not yet Received: the red callout under Warehouse Stock. ServiceTitan tracks transfers through Pending → Picked → Received. A transfer sitting in "Picked" has been pulled from its source location but never marked arrived at the holding warehouse — so it's real inventory that won't show up in Warehouse Stock's counts above, and the longer it sits here the more likely it's a transfer that just never got closed out.

Available Spa Inventory: a separate quick-reference list, straight from ServiceTitan's "Current Spa Inventory" report — item, location, serial number, and date received for every available (not yet sold) spa unit across all seven retail/showroom locations (Cape Store, Jonesboro Store, Marion Store, O'Fallon, Titan Tire (UC), Union City Store, Tent/Fair Sale). The report defaults to a smaller subset when queried with no location filter, so this pulls all seven explicitly to avoid silently dropping any. Each store starts collapsed and can be expanded individually; the search box filters by serial number across all stores at once and auto-expands any store with a match. Meant for quick verification (e.g. checking a serial number in a meeting), not a sales tool — it's separate from Warehouse Stock because Warehouse Stock tracks units already committed to a customer's purchase, while this tracks unsold showroom inventory.

On Order: open purchase orders with Watkins Mfg Corp and Hydropool, excluding Service department repair-parts orders — stock and swim spa units still incoming, not general parts replenishment.

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