Maple Leaf Scuba · Tank inspection and inventory system

Proposal: two options

109 tanks, one QR code each. What each option includes, what it costs, and how long it takes.

The phone screens shown below are examples, to show how it works in practice. They are not the final design.

	1 · The rebuild	2 · Full system
Included in both: everything your old system did
QR code sticker on every tank	✓	✓
Scan a tank, see all its data and a red / amber / green status	✓	✓
Check any tank from your phone without opening the spreadsheet	✓	✓
The app reads all 12 tabs into one clean list: filter by type, boat or due date	✓	✓
You keep editing your sheet like today; the app syncs from it by itself	✓	✓
Weekly email: what is overdue, what is coming due	✓	✓
Scan records who counted the tank and when	✓	✓
Weekly inventory, Thursday to Saturday	✓	✓
Saturday report arrives by itself	✓	✓
Staff flag a problem while holding the tank	✓	✓
Log an inspection from the phone (you approve it)	✓	✓
Your 87 missing visual dates collected for you	✓	✓
Valve report: who has Sherwood, who has Thermo, what to order	✓	✓
Each employee has their own login (one tap on a link, no password)	✓	✓
Replaces the spreadsheet
Add, edit and retire tanks in the app	✕	✓
Audit trail: prove a tank was in test	✕	✓
Photos on inspections	✕	✓
You set the rules (warning window, inventory days)	✕	✓
Alerts pop up on your phone, not just email	✕	✓
Built to extend to regulators, BCDs and compressors later (quoted separately)	✕	✓
Price	$2,000	$5,000
Paid as	3 courses + 5 dives, no cash	3 courses + 5 dives + $3,000
Ready in	7 to 8 weeks	13 to 14 weeks
Costs you to run	$0 to start	$0 to start

Both options run on free hosting tiers. If the shop ever outgrows them, it becomes roughly $15 / month, and you would hear it from me before it happens, not after.

Each option includes exactly what is on this list. Anything not on the list is quoted separately. That is what keeps the price and the timeline honest.

This time, you own everything

The app, the database, the QR files, the accounts they live in: all of it is created in your name, on your accounts, from day one. I work inside them; I never hold them.

If I vanish tomorrow, you lose nothing. Any developer can open it up and continue where I stopped. What happened with your last system, where it walked out the door with the person who built it, cannot happen here, because there is nothing on my side to delete.

Option 1 Recommended

The rebuild: everything your old system did, done right

$2,000 3 courses + 5 dives · no cash · 7 to 8 weeks

Thursday, 7am. Inventory week.

Marco opens the app on his phone: Inventory, 0 of 109. He walks the racks and scans. No printed list. Each tank records itself, with his name and the time.

Tank A80-22 has a bad valve. He taps Report a problem and selects Valve maintenance. It reaches you within seconds.

The visual sticker on A80-50 reads Apr 2025. He taps the date in. It goes to your approval list. Nothing enters the record until you say so.

Friday, 4pm. You check your phone: 84 of 109 counted. You did not have to ask anyone.

Saturday, 6pm. The report arrives on its own: Inventory complete. 109 of 109. 2 problems flagged. 3 tanks now due for visual.

You did not ask. You did not remind. You did not chase anybody.

‹A80-50⋯

serialAS0884716

maple no.50

size80 cf · Aluminum

brandCatalina

valveSherwood

typeAir

locationMarina

VISUAL Overdue by 14 months

HYDRO OK, next Feb 2027

Scan any tank, any day. Get the truth

‹All tanks · 109⌕

DueTypeBoat

A80-50MarinaVisual

A80-7AicoVisual

SM-A1AicoBoth

A63-2Marina21 days

NT80-2Bodega44 days

NT80-3AicoOK

A80-12BodegaOK

A80-14TikilaOK

Every tank, without the spreadsheet

‹Inventory⋯

THU 9 JUL to SAT 11 JUL

84 of 109 counted

counted84

not yet scanned25

problems flagged2

STILL MISSING

A80-14Tikila

A80-22Aico

A63-3Truck

Live count, no nagging

‹A80-22⋯

SOMETHING WRONG?

Valve maintenance✓

Tank maintenance›

Something else›

VISUAL STICKER SAYS

APR 2025edit

Goes to Glenda for approval

Send

Flag it while holding it

‹Saturday 18:00⋯

Maple Leaf Tanks → Glenda ✓ Inventory complete 109 of 109 counted ! 2 problems flagged A80-22 · valve · Marco A63-3 · tank · Ana 3 now due for visual A80-7 · NT80-2 · SM-A1 6 dates need your OK Counted by Marco 71 · Ana 38

The email that ends the nagging

‹Valves⤓

VALVES ACROSS THE FLEET

Sherwood34 tanks

Thermo12 tanks

Unknown5 tanks

SERVICE KITS TO ORDER

34 × Sherwood kit

12 × Thermo kit

5 tanks need a valve check to identify

Export list

Know what to order, in advance

Note. 87 of your 107 tanks have no visual inspection date in the sheet at all. That is why nearly everything reads “V-I due” today: the date was never written down, so the sheet assumes the worst. Those dates are stamped on the tanks. Your staff read them off as they scan during the first inventories, the gaps fill themselves in, and nothing enters the record until you approve it.

Why this is a rebuild, not a patch. Your previous system was a Google Apps Script bolted onto the sheet: quick to produce, impossible to grow, and when it was deleted there was nothing left to recover. This one splits the work properly. Your sheet keeps the job it is good at: describing the tanks (serial, size, brand, valve), and you keep editing it exactly like today. The app reads from it automatically, checks it for nonsense on the way in, and owns everything the sheet was never built for: scans, counts, inspections, approvals, history. None of that ever again lives in one deletable script. Everything in Option 2 can be added onto this later without throwing anything away. That price is already printed on the table above.

Option 2

Full system

$5,000 3 courses + 5 dives + $3,000 · 13 to 14 weeks

Some Tuesday, next year

There is no spreadsheet. No “which version did Antonio send me?” One list, and it is right, because nobody can type into it without the app checking them.

A tank comes back from Scuba Repair. Your technician scans it, logs the hydro, photographs the new stamp. It is back in service before he puts the phone down.

And one day (hopefully never) somebody asks you to prove that tank was in test on that date. You export one report: every scan, every inspection, every signature.

That is the end of that conversation.

‹A80-50 history⤓

11 Jul 2026 · Visual passed Signed: Glenda · photo ✓ 09 Jul 2026 · Counted Marco · 09:14 02 Jul 2026 · Valve replaced Thermo → Sherwood 14 Feb 2022 · Hydro passed Scuba Repair · photo ✓

Export PDF

Proof, on demand

‹Settings⋯

YOUR RULES

visual every12 months

hydro every5 years

warn me60 days early

inventoryThu to Sat

alerts toGlenda

channelEmail + phone

ALSO TRACKING

109 Tanks

+ Regulators

+ BCDs and compressors

You set the rules, not me

And it does not have to stop at tanks. The system is built so the same engine can track your regulators, BCDs, compressors and boats. Those are separate modules, quoted when you want them, but the foundation is already there.

How payment works

The barter. Three courses and five dives, worth $2,000 at sticker prices: Open Water for me and for my wife ($500 each), Advanced Open Water for me ($500), and five guided fun dives with full gear, counted together at $500. A course means the whole course: certification fees, materials, equipment and boat fees included. A dive means the whole dive: boat, guide and full equipment (tank, weights, BCD, regulator, computer, wetsuit, mask and fins). Beyond this list, everything is cash.

When. On Option 1, no cash leaves the business. You pay entirely in training and diving. The two Open Water courses go on the calendar as soon as we start, at the first available spot. The Advanced Open Water course and the five dives unlock at delivery and get scheduled within 12 months. On Option 2 the cash part is $1,000 at start, $1,000 at the mid-point demo, $1,000 at delivery.

Afterwards. The first 30 days of fixes after delivery are on me. Past that, changes and new features are quoted separately, in cash or in more diving if we both want to extend the barter.

This offer is valid for 30 days.

What I need from you

Your pick, in writing. A WhatsApp message saying “option 1” is enough. That one message is our whole agreement (option, price, courses, dives), so neither of us ever has to remember who said what.
One sheet. There are copies floating around: Antonio’s, the July 8th one. We need to have one that will be the real one. Nothing starts until we agree on that.
The labels. I hand you the print file in week 1 so you can order them and start applying while I build. The labels take longer to arrive than the code takes to write, so this is the slow part, and it is yours.
One hour to confirm three rules: how far ahead the app should warn you before an inspection comes due (for example, 60 days early), which days the weekly inventory runs (Thursday to Saturday, if that is still right), and who besides you may approve an inspection date that staff type in.