The Situation
Kolubah runs THE 11R SHOP, a mobile roadside tire service. He's the only technician, dispatcher, and business owner. The pricing was complex: tire cost plus a markup that changes based on time of day, highway status, and risk level. Three markup tiers that auto-select based on conditions, with zone-based payment rules for deposit vs full payment.
The biggest operational risk was fraud prevention and dispute protection. Without GPS-verified arrival, timestamped proof photos, and enforced payment collection, any customer dispute is a he-said-she-said situation. Kolubah needed a system that creates an airtight audit trail on every single job.
What We Built
A gated field operations system using Jotform, Stripe, and Make.com that enforces every step from customer intake through job completion.
The system works as a sequential gate model. Each step must be completed before the next one unlocks:
Customer intake: The customer fills out an intake form with dynamic pricing. The system auto-selects the correct markup tier based on conditions. Stripe collects payment at submission.
GPS arrival gate: The tech submits location, Make calculates distance between tech and customer GPS. If more than 1,000 feet away, progress is blocked.
Proof gate: Photos of truck and trailer at scene, DOT and plate numbers entered and confirmed.
Payment gate: If the customer only paid a deposit, Make auto-generates a Stripe invoice for the balance. Blocks progress until paid. Full payment jobs skip automatically.
Job completion: Final photos, timestamps, GPS, payment status confirmed. PDFs generated and routed to customer and admin.
All job state is tracked in a Make Data Store with validation at every transition. You can't skip gates, you can't close a job without payment confirmation.
Results
GPS-verified arrival on every job. Timestamped proof photos with enforced sequence. Dynamic pricing across 3 markup tiers, fully admin-editable. Automatic deposit-to-balance collection via Stripe. Complete audit trail for dispute protection. Built for 1 tech, designed to scale to multi-tech dispatch.
Tech Stack
What Made This Work
The gated state model is what separates this from just connecting forms together. Every job follows a strict sequence, and the system validates the current state before allowing any transition. That enforcement creates the audit trail that protects the business in disputes.
The GPS gate was the riskiest technical piece. Haversine distance calculation in Make.com comparing two sets of coordinates to determine if they're within 1,000 feet. We validated this before building anything else. If it hadn't worked, the entire architecture would have changed.