SJH internal job pack & automation tool

Project overview

SJH Contracting needed a faster and more consistent way to produce quotes, job packs and documentation for ongoing projects. The old process involved manual PDF editing, inconsistent formatting and a lot of repeated admin work.

I designed and built a small desktop app that generates branded job packs, quotes, materials lists and sign-off sheets automatically – reducing a 10-minute task to under 30 seconds.

The problem

Before the tool, creating job packs meant:

• Copying and editing old PDFs for each new job
• Manually updating project details, dates and addresses
• Formatting issues and inconsistent layouts between documents
• High chance of small errors or missed fields during busy periods

It worked, but it wasn't efficient, and it didn’t reflect the level of professionalism the business wanted to show.

Goals

• Speed up job pack and quote creation
• Improve accuracy and reduce manual errors
• Make documents look consistent and on-brand
• Keep the tool simple enough for anyone on the team to use
• Avoid introducing heavy or complicated software

Instead of building a large system, the tool focuses on a single high-value task: creating job packs and related documents quickly and consistently.

The interface follows the SJH visual identity, with clear sections for project info, scope, materials and notes. Required fields and sensible defaults reduce the chance of missing important details.

Key features

• Single form to capture all job information
• Automatic generation of job packs, quotes and materials lists
• Consistent branding, fonts and layout every time
• Automatic dates, reference numbers and headings
• Smart text handling for longer descriptions and notes
• Export-ready PDFs that can be emailed or stored immediately

After introducing the tool, creating job packs became a quick, low-stress task instead of something to put off.

• Job pack creation time reduced from around 10 minutes to under 30 seconds
• Consistent, professional documents for every project
• Less manual editing and fewer small mistakes
• Team members can generate documentation without design or technical skills

Tech & approach

• Python for the core logic and PDF generation
• CustomTkinter for a simple, desktop-friendly UI
• Reusable layout and style system for all documents
• Built with future tweaks in mind (new documents, fields, layouts)

The result is a small tool that does one job very well – and can be adapted or extended as the business grows.