SLS Prism Billing — UI Wireframes

Overview

A redesign of Prism's billing surfaces around five workspaces — built so the operator's mental model matches the UI, not the underlying database tables.

Replaces: Banyan + Prism + 6 spreadsheets + QB Pending tab + 4 special-client batch flows Built on: existing Prism Django app, Stripe, S3, Celery Validated against: 53 SOPs from your team

Friday 5/01 status

6 of 12 open questions resolved at Friday's meeting. Updates throughout the deck show ✓ resolved; see Open Questions for the consolidated view. New cross-cutting concepts added: Force-billing flow and Agentic coaching. Target: low-environment build by end of next week.

1

Audit Workspace

Kara · Angela · Gigi

One screen per shipment-being-audited. Side-by-side bill comparison, inline charge entry with Auto/Add suggestions, lifecycle pill, activity feed. Replaces the click-cycle through Banyan + Prism + Excel.

2

Send Workspace

Kara → Gigi (after Kara's leave)

The 50-80-invoices-a-day queue with bulk send, document-requirement badges, customer name, auto-attach. Failed rows route to Resolution. AR-HOLD invoices pulled out automatically.

3

Resolution Workspace

Angela · Kara · Jennifer · Ashley · Racquel · Melisha

Kanban board replacing the four-tier sheet handoff (CS & Ops → CS → A&C → Processing). Cards carry up to 3 issue categories, three-snapshot financials, Auto/Add suggestions, manager review.

4

Variance & Commission

Elvira (manager) · Mike (clawback approval)

Commission ledger with the +$16 math built-in, Uncollectable AR clawbacks with 1.5% monthly compounding, settlement export to QB AP. Replaces the 2024/2025 Variance sheets.

5

Statements & Collections

Accounting team

Customer-side AR aging, weekly statements, AR HOLD management, special-client invoice reports (Air Global, Achem, Matfer). Replaces the QB Pending tab and current QB-driven statements.

+

Plus three smaller surfaces

Across all roles

Activity Feed (the spine all workspaces ride on), Auto/Add Rule Engine (the four-dimensional rule registry your team already maintains), Client Lifecycle and Vendor mgmt (Phase 7+).

Use the left navigation to drill into each. Yellow flags throughout the deck mark questions where we'd like your input.

How to read this deck

A few visual conventions used throughout.

Wireframe element (dashed border)

Active / focused state

Auto/Add suggestion or success state

Warning / on-hold state

Open question for your team

Sample wireframe

Each workspace page includes a low-fidelity sketch like the one below, plus an enumerated list of supported use cases (with the SOP that drives each), and yellow-flagged questions placed next to the relevant UI element.

Header

Lifecycle pill, status badges, primary actions

Left panel

Bill summary, charges, issues

Center

Active work area (carrier-bill PDF, charge form, etc.)

Right rail

Activity feed

Open question

Like this — flagged inline at the relevant UI element.

If you don't reply, our default: do the obvious thing and surface it for review.

Wireframes are intentionally low-fidelity so you can react to the structure, not the styling. We'll iterate visuals during the build.

Overview› Audit › Queue

Audit Queue

Entry point for the Audit Workspace. The list of shipments awaiting audit, sorted by 5-day-mark proximity. Replaces the Banyan "Bills to be Processed" Working tab and the Prism `bills_not_invoiced` page.

Primary users: Kara · Angela · Gigi Replaces: Banyan To-Be-Processed sheet · Prism bills_not_invoiced page

List view

SLS	Customer	Carrier	Delivered	Days	Variance	Stage	Assigned	Issues
SLS25310071	US Air Conditioning	XPO Logistics	11/11	7d	−$249.40	In audit	Kara	W&I
SLS25239028	Stage Depot Inc	XPO Logistics	11/13	5d	−$84.00	In audit	Racquel	CBOL
SLS25318049	NLS Lighting	T-Force	11/16	2d	−$76.77	Needs audit	—	—
SLS25254032	Air Global	Saia	11/17	1d	+$32.10	Needs audit	—	—
SLS25304040	Permalite	Saia	11/17	1d	−$157.69	Needs audit	—	RECON
SLS25300072	Troy Lee Designs	Best Overnite	11/06	12d	−$657.94	Needs review	Ashley	RECON

Click a row to open the Per-shipment detail. Rows past the 5-day mark show a yellow warning pill, matching the highlight rule operators apply by hand today (`Daily Reports - To Be Processed Report` SOP).

Resolved · Default sort

Sort priority: Stage first, Days since delivery second. Goal is to work on incoming items in stage order; the 5-day-breach yellow pill still surfaces SLA-breached rows visually within each stage group.

Per Friday meeting: stage-first ordering matches how the team thinks about queue work.

What lands here from upstream

Shipments delivered 2+ business days ago (the daily emailed report) (Daily Reports - To Be Processed Report)
EDI bills that arrived overnight in DISP status (EDI Processing - Banyan)
Shipments where Auto FB Audit flagged variance > tolerance (Wave 4)
Resolution cards that need a re-audit pass (returned from Resolution Workspace)
Unknown-shipment intake (carrier billed for shipment not in either system) (Entering "unknown" Shipments into Banyan)
Special-client cadence batches (Air Global Mon, Matfer 1st of month) (Air Global / Matfer SOPs)

Overview› Audit› Queue › SLS25310071

Audit Detail — Per-shipment

One screen per shipment-being-audited. Eliminates the hop-cycle.

Primary users: Kara · Angela · Gigi Replaces: Banyan + Prism Billing Mgmt + Excel + carrier websites Build: ~1 day

Layout

DRAFT

NEEDS AUDIT

IN AUDIT

NEEDS REVIEW

PROCESSING

MATCHED

QB EXPORTED

PAID

Shipment summary

SLS25310071
US Air Conditioning · XPO Logistics
Pickup 11/06 · Delivery 11/11

Status, dates, parties, primary identifiers

Carrier-bill PDF (rendered)

[ PDF.js viewer or iframe — same width as the FreightBill data on the left for side-by-side comparison ]

The carrier's freight-bill PDF rendered inline. Today this lives buried 5 clicks deep or is uploaded as a "user added file" titled "freight bill" as a workaround.

Activity feed

11/19/25 14:23

Kara reweigh from 100 lbs to 310 lbs. Emailed customer for dispute docs.

11/17/25 09:11

System charge added · LFTGT · $286.81 (suggested via Auto/Add)

11/17/25 08:45

Racquel opened audit · variance > $20 threshold

Right rail. Time-stamped. Replaces "Check Call History" + Banyan notes + sheet comments.

Resolved · Force-push override

Manager override required — auditor cannot self-authorize. Role-based (not name-based), so any user in the Manager access group can approve. Pattern: like an age-restricted purchase at a self-checkout — the line worker calls a manager.

Per Friday meeting: cross-trainable roles, no single-person dependency. Implementation: shipment.force_push() requires the actor's role group to include `billing_manager` or higher.

Bill detail (left panel, expanded view)

Quoted raw:	$240.94
Carrier invoice:	$490.34
Variance:	−$249.40

Auto/Add suggested

Customer: US Air Conditioning · Accessorial: W&I (reweigh)
Rule: Min $10, 15% markup
→ Add charge: Raw $249.40, Profit Markup $37.41 → bills client $286.81

SOP-driven use cases supported

Document retrieval & upload — single widget across docs/imaging (Documental Retrieval & Upload, Auditing documents)
Side-by-side quote-vs-bill comparison with auto-classify on variance (Prism Auditing — closes Banyan #1 gap)
Auto/Add charge entry with one-click apply, override, or "email for approval" (Prism Auditing + Auto Add Bill List)
Charge allocation toggle: current invoice / supplemental / unallocated (meeting feedback)
Issue mark + resolve from inside the workspace; resolution notes flow to bill notes automatically (Working & Resolving Marked Issues — fixes "siloed notes")
5-day Force-push override with required reason and Activity row (Pushing FB-Invoice into QB when audit not completed)
Inline raw-cost / sell-rate edits with audit trail (Updating Raw Cost, Updating $0.01 sell rates)
EDI bill reconciliation — OPN/DISP/PSND status carried across (EDI Processing - Banyan)
QB transfer status tile with T-Force routing suggestion (Prism QB Billing Transfer, T-Force Payables in QB)
Bill lifecycle stages with explicit transitions and Activity log (across SOPs)
Unknown-shipment intake (carrier billed for shipment not in either system) (Entering "unknown" Shipments into Banyan)

Overview› Send › Queue

Send Queue

The daily 50–80-invoice queue with bulk operations and intelligent doc handling. Entry point for the Send Workspace.

Primary users: Kara → Gigi (after Kara's leave) Replaces: per-invoice click flow, manual doc attachment Build: ~0.5 day

Layout

SLS	Customer	Amount	Cadence	Doc reqs	Send via	Status
SLS25310071	US Air Conditioning	$720.83	Per shipment	POD ✓ BOL ✓	Email	Ready
SLS25318049	NLS Lighting	$642.53	Per shipment	POD ✓	Stripe-hosted	Ready
SLS25239028	Stage Depot Inc	$842.62	Per shipment	POD missing	Mail	AR HOLD: missing POD
SLS25254032	Air Global	$2,145.00	Weekly manifest	All ✓	Email + EDI	Ready
SLS25258044	Matfer	$398.38	Monthly	POD ✓	Email	Awaits cadence (next: 1st)
SLS25305114	Global Industries via TTD	$1,600.00 ($2,000 − $400 split)	Per shipment	POD ✓	Email · TTD AR	Ready

Customers booked under a tenant level (e.g., Global Industries under TTD) route the invoice to the tenant — not the end customer — with an auto-itemized line backing out the tenant's profit-split percentage per TenantCommissionAgreement.

Question · Bulk-send error handling

When a row in a bulk send fails (Stripe error, missing doc found mid-send, mail-merge issue), do we email the operator a summary, surface in-app only, or both?

Default: in-app summary in a "Needs attention" pile. Failed rows automatically become Resend Required issues. Email digest opt-in per user.

SOP-driven use cases supported

Bulk send with per-row checkboxes and Celery-backed progress drawer (meeting feedback)
Document attachment per client requirement (POD/BOL/W&I) (Adding New Clients, Working & Resolving Marked Issues)
Itemization preview surfaced inline before send (Prism QuickBooks Bill-Invoice Process)
Customer name and Send-w-Invoice destination visible per row (Adding New Clients — the Send w Invoice column in QB)
Stripe / Email / Mail / EDI routing per client preference (Banyan Client Invoicing)
AR HOLD detection & auto-segregation out of send queue (AR HOLD Report SOP)
Tenant-routed invoicing — invoice goes to tenant org with auto-itemized profit-split deduction (BILLING SOP FOR GLOBAL INDUSTRIES)
Special-client cadence: weekly (Air Global), monthly (Matfer), per-client custom (Air Global Weekly, Monthly processing Matfer)

Overview› Send› Queue › SLS25310071 — preview

Send Detail — Per-invoice preview

Drill-in view from the Send Queue. Preview the rendered invoice + attachments before send, override routing, or hold for later.

Opens from: Send Queue row click, or per-row "Preview" button

Layout

Invoice header

SLS25310071 · US Air Conditioning · Invoice #4592
Amount $720.83 · Due 12/11/2025 · Sent via Email
Stage: Approved

Rendered invoice (PDF preview)

[ PDF.js viewer — full invoice as customer will receive ]

Includes line items: freight charge + reweigh itemization $286.81

Recipients

To: ar@usairconditioning.com
Cc: Brett Christensen
Send via: Email

Attachments

POD ✓ auto-attached
BOL ✓ auto-attached
W&I cert (optional)

Send history

No prior sends. This is the first attempt.

Resolved · Approval before send

Send directly based on user role permissions — no separate manager-approval queue for normal invoices. Special-case approval may be needed for new staff or unusual situations, gated by role.

Per Friday meeting: matches the team's current process; role-based permissions handle the edge cases without adding a queue.

Overview› Resolution › Board

Resolution Board

The four-tier sheet handoff (CS & Ops → CS → A&C → Processing) collapsed into one Kanban board. Entry point for the Resolution Workspace.

Primary users: Angela · Kara · Jennifer · Ashley · Racquel · Melisha Replaces: 4 spreadsheets, manual hand-offs Build: ~1 day

Kanban view

New

SLS25296064

Greene Textile · ArcBest

W&I

−$176.52

SLS25301018

Custom Aerospace · FedEx

OTHER

+$268.73

In Audit

SLS25304040

Permalite · Saia

RECON

−$157.69

Mgr Review

SLS25223099

Stage Depot · XPO

OTHER LTD-D

+$219.62

Processing

SLS25254032

Stage Depot · T-Force

LTD-D

+$188.45

SLS25259033

Air Global · Saia

W&I

+$441.00

Finalized

SLS25310071

US AC · XPO · 11/20

+$214.49

SLS25318049

US AC · XPO · 11/21

+$139.42

Click a card to open the Card Detail view. Drag a card across columns to transition stage (writes Activity row). Filters at the top: assigned-to, sales rep, customer, carrier, category, age.

What lands on the board

CS-raised cards while shipment is in transit (CS & Ops Invoice Resolution Sheet)
Auto-routed cards from the Audit Workspace when variance > threshold (Wave 4 Auto FB Audit)
Manager-review escalations from auditors (Manager Review status across sheets)
Re-audits returned from Variance Workspace (loop-back when finalized variance disputed)

Overview› Resolution› Board › SLS25310071

Resolution Detail — Card

Drill-in view from the Resolution Board. Shows the full audit/processing workflow for a single card: three-snapshot financials, Auto/Add rule application, manager review thread.

Opens from: Resolution Board card click

Card detail

Header

SLS25310071 · US Air Conditioning · XPO Logistics
Sales rep: Brett Christensen · Auditor: Kara → review by Angela

W&I + add category

Original (quote)

Raw:$240.94

Sell:$434.02

Margin:$193.08

New (carrier invoice)

Raw:$490.34

Sell:pending

Variance:−$249.40

Finalized

Raw:$490.34

Sell:$720.83

Margin:$230.49

Commission base:$214.49 (−$16)

Auto/Add suggestion · matched rule

Customer rule: US Air Conditioning · Accessorial: W&I · Min $10, 15% markup
Computed itemization: $286.81 reweigh from 100 lbs to 310 lbs

Question · Issue category seed list

We extracted 30 distinct issue codes from your 2025 Variance Report. Bucketed below for review. Confirm coverage, bucket assignments, and let us know what's missing. Aliases (typos to merge): DETENTION → DETN, LUMEPR → LUMPER.

Default: ship the seed list as drafted; add new codes through the Resolution Workspace as the team needs them.

Issue category seed list — for review

Counts shown are 2025 Variance Report frequencies as Issue Type (1). Multi-tag (Issue Type 2 and 3) overlap is high but not shown here.

Accessorial · 13 codes

`W&I`	— see WI bucket
`APT/NTFY`	456
`LFTGT`	227
`ATTEMPT`	175
`LTD-D`	143
`REDLVRY`	76
`RESI-D`	64
`RECON`	82
`XCON`	90
`INSIDE_DLVRY`	17
`LTD-O`	7
`RESI-O`	5
`INSIDE_PU`	1
`FSC`	1

Weight & Inspection · 2 codes

`W&I`	946 · #1 most common
`CUB_CAP`	1

Operational · 5 codes

`DETN`	106
`STORAGE`	24
`SORT_AND_SEG`	6
`TONU`	5
`LUMPER`	3

Billing & Admin · 8 codes

`QUOTE_NOT_APPLIED`	70
`CBOL`	62
`SS` (Single Shipment charge)	58
`DATA_ENTRY_ERROR`	23
`TOTAL_COMMISSION`	14
`WRONG_ACCNT_BILLED`	7
`LOWER_CARRIER_BILL` (positive)	4
`PLT_RST` (pallet restocking)	1

Exception · 2 codes

`OTHER`	269
`SERVICE_FAILURE`	20

Q: Should GUARANTEE_FAILURE be a separate exception code? It has its own SOP but isn't tagged in the variance data.

Codes seen in 2024 archive but not 2025 — keep, drop, or merge?

RESCUE DRY_RUN LOVR PFF $ADDTL_PROFIT$ (positive)

These appeared in 2024 Variance entries. Some may be deprecated; $ADDTL_PROFIT$ appears 20 times in 2025 A&C data and should probably be canonical (positive variance).

Per-category attributes

Attribute	Codes
`triggers_clawback`	`SERVICE_FAILURE`, `GUARANTEE_FAILURE`, `DATA_ENTRY_ERROR`, `WRONG_ACCNT_BILLED`
`is_positive_variance`	$ADDTL_PROFIT$ , `LOWER_CARRIER_BILL`
`aliases`	`DETN` ← DETENTION; `LUMPER` ← LUMEPR

Resolved · Manager review threshold

Auto-route below threshold; threshold is low — closer to the historical $16 buffer than the $200 we'd proposed. Mike noted the legacy "play money" buffer of $16 (the same fixed deduction in the commission math) — anything below that just gets absorbed without re-billing. Threshold is configurable per category; LTL category specifically needs to be low.

Per Friday meeting: comfortable with rules-and-thresholds approach so most variances clear without bottlenecking through Angela. Initial values: $16 absorb (no re-bill), $16-$50 auto-apply MarkupRule, >$50 needs human review (Resolution card stage = Manager Review).

SOP-driven use cases supported

Pre-delivery intake from CS while shipment in transit (CS & Ops Invoice Resolution Sheet)
Post-delivery audit pickup; card opens with shipment+quote+bill+invoice in scope (Daily Reports - To Be Processed Report, Prism Auditing)
Multi-category issue tagging — up to 3 IssueCategory tags per card (CS/A&C/Processing — Issue Type 1/2/3 columns)
Three-stage financial snapshot with auto-computed deltas (across resolution sheets)
Auto/Add rule application with apply/override/escalate paths (Auto Add Bill List, Prism Auditing)
Responsible party assignment + discussed-with toggle (Variance Responsible Party column)
Manager review handoff with comment thread (Manager Review status across sheets)
Itemization handoff to accounting (pending_itemization flag) (Prism Auditing — FB Itemization Sheet)
Special-client custom workflows (Stage Depot, Air Global, Achem) (Stage Depot Audits, Air Global Accessorial List)
Westset / TTD tenant chargebacks (Variance Responsible Party — Westset entries)
CSR communication log → activity feed (CS sheet CSR Comments column)
Service Failure / Guarantee Failure dedicated paths (Service Failure SOP, Guarantee Failure SOP)

Overview› Variance & Commission › Settlement queue

Settlement Queue

Entry point for the Variance & Commission Workspace. Per-rep settlement table for the active commission period. Click a rep to drill into per-rep detail.

Primary users: Elvira (manager) · Mike (clawback approval) Replaces: 2024/2025 Variance Reports · manual settlement Build: ~1 day

Per-period commission view

Sales rep	Variance entries	Commission base	Variance clawbacks	AR clawbacks	Net payout	Status
Tony Granillo	179	$24,581.20	−$316.40	$0.00	$24,264.80	Ready
Michael De La Torre	94	$16,202.30	−$48.00	$0.00	$16,154.30	Ready
George Tovar	49	$8,113.05	−$200.00	−$329.84	$7,583.21	Pending Mike's approval (1)
Brett Christensen	5	$870.40	$0.00	$0.00	$870.40	Ready
Jeff Billman	3	$520.10	$0.00	$0.00	$520.10	Ready

Click a rep to drill into their per-rep variance detail. The "Pending Mike's approval" rows surface clawback approvals waiting on Mike.

Tenant commission splits (separate flow — B2B revenue-share, not paycheck)

Tenant	Customer	Period shipments	Profit	Split	Tenant cut	SLS net	QB code
Total Transportation (TTD)	Global Industries	23	$24,200	60/40	$9,680	$14,520	`LTL`
Total Transportation (TTD)	Valmont Telecommunications	11	$8,540	60/40	$3,416	$5,124	`LTL`
Westset Distribution	Joseph Joseph, Inc	15	$11,300	per-shipment 35%	—	—	`WST`

Per BILLING SOP FOR GLOBAL INDUSTRIES: when a customer is booked under a tenant level, SLS invoices the tenant (not the end customer) with an itemized line backing out the tenant's profit-split percentage. Math: $1,000 carrier charge + $1,000 profit → $2,000 sell rate stays in TMS → invoice TTD for $1,600 ($400 = TTD's 40% commission) → TTD invoices end customer the full $2,000 and keeps $400.

Question · Settlement export format

Once Prism owns commissions, what format flows to QB AP? Per-rep monthly bill in QB Vendor table, or journal entry, or paycheck integration? This intersects with whether QBO migration ships before or after this workspace.

Default: per-rep monthly bill in QB Vendor table, exported as the same CSV Business Importer accepts today. When QBO ships, switch to direct API push.

Question · Tenant commission model

Model tenant commissions as a dedicated TenantCommissionAgreement (profit-split %, QB itemize code, optional per-customer overrides), or as a special MarkupRule with negative percentages? Are there tenants beyond TTD and Westset to plan for?

Default: dedicated TenantCommissionAgreement model — the math (split of profit) and routing (invoice goes to tenant, not end customer) are categorically different from MarkupRule.

Overview› Variance & Commission› Settlement queue › George Tovar — Nov 2025

Per-Rep Variance Detail

Drill-in view from the Settlement Queue. Every variance entry that contributed to one rep's commission base for the active period.

Opens from: Settlement Queue row click

Header — George Tovar · November 2025

Period summary

49 finalized variance entries · 12 LOWER BILL outcomes · 3 disputed
Gross commission base: $8,113.05
Variance clawback: −$200.00 (1 entry)
AR clawback: −$329.84 (1 entry)
Net payout: $7,583.21

Approvals required

1 clawback pending Mike
Tamerica Products · $329.84 · 1331 days aged

Per-shipment variance entries

SLS	Customer	Carrier	Category	Original margin	New margin	Commission base	Outcome
SLS25310071	US Air Conditioning	XPO Logistics	W&I	$193.08	$230.49	$214.49	+ $214.49
SLS25318049	US Air Conditioning	XPO Logistics	OTHER	$143.90	$155.42	$139.42	+ $139.42
SLS25239028	US Air Conditioning	XPO Logistics	CBOL	$215.30	$164.00	$148.00	+ $148.00 (acc'd in quote)
SLS218353	Silver Spur	T-Force	W&I	$85.25	$65.23	$49.23	George liable

Math per row: commission_base = finalized_sell − finalized_raw − $16. When < 0, it becomes a variance clawback against the rep.

Question · Sales rep termination handling

Today Banyan uses a _fired{date} username convention. Adopt as-is, or use a cleaner effective_to date on CommissionContract?

Default: effective_to on CommissionContract. Open clawbacks transition to "uncollectable" tracking. Reactivation un-stamps the date. Banyan integration mirrors the convention going outbound.

Overview› Variance & Commission› Clawback ledger

Clawback Ledger

The Uncollectable Agent Clawbacks registry. AR-aging-driven clawbacks with the 1.5% monthly compounding done automatically.

Replaces: Uncollectable Agent Clawbacks tab in the Variance workbook Approval gate: Mike

Open clawbacks

Rep	Customer	SLS	Aging	Open balance	Carrier cost	Late fees	Pay-back	Batch
George Tovar	Tamerica Products	SLS212430	1331 days	$445.83	$381.32	−$51.48	$329.84	CB 2/16-28
Steve Schuh	Beauty 21 Cosmetics	SLS40245084	492 days	$1,530.12	$1,269.10	−$171.33	$1,097.77	Pending
Steve Schuh	Beauty 21 Cosmetics	SLS22209014	197 days	$398.87	$398.87	−$53.85	$345.02	Pending

Late-fee math: 1.5%/period compounded across 30/60/90/120/150/180/210/240/270/360-day buckets. Pay-back = Carrier Cost − Total Late Fees. Computed automatically from current aging.

Approved batches (this period)

Batch	Approved	# clawbacks	Total pay-back	Settlement
CB 11/1-15	11/16/25 · Mike	4	$1,243.18	Exported to QB

SOP-driven use cases supported (across the 3 Variance pages)

Per-rep commission report period view (Elvira's **commission rpt N-YYYY tagging)
Per-period archive view (read-only audit) (Variance sheet — 99% Finalized status)
Uncollectable AR clawback math (1.5% / 30-360 day buckets) (Uncollectable Agent Clawbacks tab)
Variance-driven clawback when commission_base < 0 (Variance sheet rows with actual_loss)
Claim-driven clawback (placeholder for claims module) (Claim Clawbacks empty tab)
Settlement export to QB AP per rep (today: hardcoded in special_qb_report)
Sales rep lifecycle awareness — termination, reactivation (Creating a Sales Rep Banyan)

Overview› Statements & Collections › Aging dashboard

Aging Dashboard

Entry point for the Statements & Collections Workspace. Customer-side AR aging at a glance, with operations toolbar and special-client cadence cards. Click a bucket or customer to drill into Customer Detail.

Primary users: Accounting team Replaces: QB Pending tab · AR HOLD Report · weekly statements · special-client batch reports Build: ~0.5 day

Aging dashboard

Current

$182,403

1–30

$84,210

31–60

$22,815

61–90

$8,402

91+

$3,917

360+ → clawback

$2,028

Operations

Top customers by aging

Customer	Open balance	Current	1–30	31–60	61–90	91+	360+
Stage Depot Inc	$28,402	$18,200	$8,402	$1,800	—	—	—
NLS Lighting	$22,100	$14,300	$7,800	—	—	—	—
Air Global	$18,420	$10,200	$5,820	$2,400	—	—	—
Tamerica Products	$2,028	—	—	—	—	—	$2,028

Click a customer or aging bucket to drill into the per-customer Statement Detail view.

Special-client cadences

Air Global

Cadence: Weekly Monday batch, 2-week post-delivery lag
Next batch: Mon 12/01
Pending: 14 shipments

Matfer

Cadence: Monthly 1st-week batch, prior month
Next batch: Mon 12/01
Pending: 47 shipments

Achem

Cadence: Weekly billing report (Friday)
Next report: Fri 11/28
Pending: 9 shipments

Outbound A/R submissions

Moody's Analytics Pulse

Cadence: Monthly · per-customer aging buckets (Current / 1-30 / 31-60 / 61-90 / 91+ DBT)
Last submission: 11/01 · 142 customers
Next submission: 12/01 · ~148 customers

Inbound: per-customer % on time, DBT, DCL, EZ Cover Risk Rating — feeds Client Lifecycle credit evaluation. (A/R Data Submission Guidelines)

Question · Statement template

Today statements are emailed from QB with QB's default formatting. Move to a Prism-generated PDF with our branding? Or keep QB visual identity until QBO migration?

Default: Prism-generated PDF, branded, with same field structure as QB output. Customer-facing change is just the design refresh.

Overview› Statements & Collections› Aging dashboard › Stage Depot Inc

Customer Statement Detail

Drill-in view from the Aging Dashboard. Per-customer open invoices, payment history, contact actions, hold management.

Opens from: Aging Dashboard customer-row click, or aging-bucket drill

Header — Stage Depot Inc

Customer

Stage Depot Inc · HOUSE rep · Net 30
Sales contact: George Tovar
AR contact: ar@stagedepot.com
Send via: Mail · POD required ✓ · BOL required ✓

Aging snapshot

Open balance: $28,402
Current $18,200 · 1–30 $8,402 · 31–60 $1,800 · 91+ $0

Open invoices

Invoice	SLS	Date	Due	Days	Amount	Status
4592	SLS25305020	11/06	12/06	22	$842.62	Sent
4571	SLS25239028	10/30	11/29	−1 (overdue)	$842.62	AR HOLD: Pending POD
4540	SLS25223099	10/24	11/23	−7 (overdue)	$1,165.21	Sent

Recent activity

11/20 · System

STATEMENT_SENT — November weekly batch · 18 invoices

11/18 · Ashley

CALL_LOGGED — left voicemail re INV 4571 missing POD

11/04 · System

INVOICE_HELD — INV 4571 · reason: Pending POD

Overview› Statements & Collections› AR HOLD list

AR HOLD List

Invoices currently on HOLD with structured reasons. Replaces the QB AR HOLD Report SOP (today: free-text in QB Ref# field, monthly manual report).

Cadence today: Monthly report In v3: Live view, hold release writes Activity, releases route back to Send Workspace

Held invoices

SLS	Customer	Amount	Held since	Reason	Owner
SLS25239028	Stage Depot Inc	$842.62	11/04	Pending POD	CS — Ashley
SLS25254032	Air Global	$1,200.64	11/06	Pending final sell rate from Tony	Audit — Angela
SLS25247016	Allstate Floral	$3,150.00	09/22	Service issue under review	Mike

Reasons are structured (not free-text). Releasing a hold writes an Activity row and re-routes the invoice into the Send Queue.

SOP-driven use cases supported (across the 3 Statements pages)

Weekly open invoice statements (Sending Statements)
Collections report — twice-weekly aging review (Weekly Collection Report SOP)
AR HOLD management with structured hold reasons (vs free-text in QB Ref#) (AR HOLD Report SOP)
Special-client invoice report cadences (Air Global Weekly, Achem Weekly Billing, Monthly Matfer)
Late-arriving docs flow — update in-flight QB invoice (Docs Received for shipment already in QuickBooks)
QB Pending / Bills To Be Paid view (carrier-side AP) (To Be Paid-Unbilled Report)
Per-customer drilldown with payment history and contact actions (Banyan Client Invoicing, Prism Quickbooks Bill-Invoice Process)
Moody's Pulse outbound A/R submission — monthly aging file → per-customer credit metrics back (A/R Data Submission Guidelines)

Client Lifecycle (smaller surface)

Onboarding, credit management, terms verification, level changes. Today distributed across Banyan + Prism + QB + 4 spreadsheets.

Build: ~1 day (after core workspaces stabilize) Defer: dedicated UI to Phase 7+; data model lands earlier

Client lifecycle states

Pending Credit App

One-time / Pre-pay

Building Internal Credit

Net 15 / 30

House Account

DO NOT SELL

Inactive

Per-client view (sketch)

Identity & contacts

Company name (matches QB Customer Name) · DBA · physical / mailing address · sales contact · accounting contact · users with portal access

Credit & risk

Moody's % on time · Days Beyond Terms (DBT) · DCL · EZ Cover Risk Rating · Credit App date · CC Auth on file · Credit limit

Billing requirements

Send via: Email / Mail / EDI
Required docs: POD ☐ BOL ☐ W&I ☐
Reference numbers required: BOL ☐ PO ☐ PRO ☐

Cadence & markup

Billing cadence: per-shipment / weekly / monthly
Min markup, target margin %
Auto/Add rules → linked to MarkupRule table

Carriers & defaults

Assigned carriers (currently 23 default LTL carriers per onboarding SOP)
Default freight characteristics (NMFC, sub, class)
Default accessorials with frequencies

Lifecycle history

Reactivation events · level changes · credit-line updates · terms changes — all as Activity rows

Question · Client level enforcement

Today Banyan has "quote-only" client levels (SLS Freight, SLS Freight - <Agent>, SLS Freight - Total Transportation, Westset Distribution) that must be updated to a real customer before booking. Should Prism enforce this with a hard block on booking? Or surface it as a warning + auto-suggest?

Default: warning + auto-suggest (don't block; route to Resolution if not corrected within 24h).

SOP-driven use cases supported

New client registration (Adding New Clients into the TMS(s), Client Registration AGENT)
Credit application & evaluation with Moody's data (Credit Application, OFFICE USE ONLY section)
CC Auth Form on file (CC Auth Form Current — terms encoded)
Customer terms classification (New Client Terms Verification)
Pending / pre-pay / one-time / house monitoring (Pending Credit App spreadsheet, Building Internal Credit)
Account reactivation (Reactivating Accounts SOP)
Quote-only level handling (Changing the Client Level - Banyan)
Default shipment / accessorial defaults per client (Updating Client Defaults - Banyan)

Vendor & Carrier Management (smaller surface)

QuickPay, NOA inquiries, payment status, sales rep onboarding, unknown-shipment intake.

Build: ~0.5 day (Phase 7+ for full UI) Data model: lands during Wave 4–5 to support related workflows

Sketch

Carrier registry

35 active LTL carriers · per-carrier QuickPay flag · NOA status (factoring) · QB vendor mapping · payment terms

For T-Force specifically: shows the Blanket→sub-account mapping (today done by hand)

Sales rep / agent registry

Per-rep contracts, commission rate, fixed deduction, clawback rules · effective dates · Banyan / Prism user accounts

Termination = effective_to date set; reactivation = effective_to cleared

QuickPay queue

FreightBills with QuickPay requested · approval status · per-carrier QuickPay terms (typical: 24h pay for 2% discount)

Unknown shipments inbox

Carrier bills that don't match any Prism shipment · research queue · creates Resolution card on resolution

Question · Factoring / NOA workflow

When a carrier sends an NOA (factoring company has bought their receivables), payment routing changes. Today this is manual — mark on the bill, look up factoring co. in a spreadsheet. Build a structured NOA flow now, or defer?

Default: defer dedicated UI; add a Carrier.factoring_contact field plus a Resolution category so today's manual flow at least leaves a trail.

Activity Feed (cross-cutting spine)

One time-stamped, role-filtered log per shipment. Replaces the four scattered note tables (Invoice.notes, Invoice.history, Shipment.special_notes, Client.notes, Carrier.history_notes), the "Check Call History", and the chronological logs the team manually formats into single Excel cells today.

Build: ~1 day (lands in Wave 2 with Audit Workspace) All workspaces ride on it

Sample feed (right rail of any workspace)

11/20/25 14:22 · Kara Lohse

INVOICE_SENT — bulk send batch · client invoice with reweigh fee · POD attached

11/19/25 16:15 · Kara Lohse

RESOLUTION_FINALIZED — itemized $286.81 reweigh · auto/add markup applied 15%

11/19/25 14:05 · System

CHARGE_ADDED — LFTGT · Raw $249.40 · Profit Markup $37.41 · suggested via MarkupRule "US Air Conditioning × W&I"

11/18/25 09:30 · Racquel Martinez

RESOLUTION_OPENED — variance −$249.40 exceeds $20 threshold · routed to Audit team

11/18/25 09:30 · System

BILL_DISPUTED — auto-flagged · carrier invoice $490.34 vs quote $240.94

11/11/25 17:45 · System

STATUS_CHANGE — Delivered (per carrier API)

11/06/25 08:14 · George Tovar

STATUS_CHANGE — Booked → Dispatched · pickup confirmed

Visibility roles

Each activity row carries a visibility role. Operators filter the feed by role.

all billing ops broker client tenant

Activity kinds (initial set)

NOTE STATUS_CHANGE ISSUE_OPENED ISSUE_RESOLVED BILL_MATCHED BILL_DISPUTED INVOICE_APPROVED INVOICE_SENT INVOICE_PAID INVOICE_HELD INVOICE_RELEASED QB_EXPORTED FORCE_PUSHED_TO_QB CHARGE_ADDED CHARGE_VARIANCED DOC_UPLOADED DOC_RECEIVED_LATE RESOLUTION_OPENED RESOLUTION_FINALIZED MANAGER_REVIEW COMMISSION_PERIOD_TAGGED CLAWBACK_RAISED EMAIL_SENT CALL_LOGGED CARRIER_DISPUTE_FILED APPROVAL_REQUESTED / GRANTED / DENIED

Question · Backfill scope

Forward-only writes for new rows, with a one-time read-only render of legacy notes inline? Or full migration of existing notes into Activity rows?

Default: forward-only, with read-through layer for legacy notes. Cheaper and lower-risk; doesn't mutate history.

Auto/Add Rule Engine (cross-cutting)

Your Auto Add Bill List - Master.xlsx, made first-class in the system. Today: 5 tabs, 30 carriers × 16 accessorials, 225 active customers + 189 inactive, plus Westset and Total Trans tenant overlays. We seed the engine from your exact file on day one.

Lands in: Wave 4 (with Auto-FB-Audit) Powers: Audit Workspace · Resolution Workspace

Rule structure (per cell in Auto Add Bill List)

Each cell in your spreadsheet has these four numbers. The engine reads them as-is.

Min add to cost

e.g. $20

Flat rate to add

e.g. $50

% to add to cost

e.g. 35%

Total not to exceed

e.g. $250 · or "email for approval"

What "precedence" means — in plain English

When a charge needs to be marked up, more than one rule from your Auto Add Bill List could apply at the same time. Precedence is the rule for which one wins.

This is a backend mechanic, but it matters because if we get the order wrong, the system applies the wrong markup and Cara/Angela have to override every time.

Worked example — NLS Lighting ships with T-Force, gets hit with a lift gate fee

Three rules from your spreadsheet could fire. Only one should actually apply.

① Active Customer List

Looking up NLS Lighting row, LFTGT column:
Min $10 · 15% markup
Matched ✓

② Carrier Specific Notes

Looking up T-Force row, LFTGT column:
(empty cell — no override)
Skipped

③ Global default

Min $20 · 35% markup · max via email
Always available as the fallback.
Skipped (① already matched)

Engine applies the customer rule (①)

Carrier billed lift gate at $100 → engine adds 15% markup ($15) on top, with a $10 floor (rule says min $10) → customer is billed $115 for the lift gate.
Why the customer rule wins: it's the most specific to this exact relationship. NLS Lighting's row was set up by Cara/Angela for a reason; the global default is just a catch-all.

The full ranking (most specific wins)

When the engine looks up a markup, it checks in this order. The first matching rule wins; later rules are skipped.

#	Level	What it means	How often it fires	Example from your spreadsheet
1	customer × carrier	A rule for one specific customer with one specific carrier (rare exception cases).	Rare	"EDI Express × CBOL: DO NOT auto add — SEE Mike"
2	customer	The customer's row in your Active List. Applies for any carrier they ship with.	~90% of cases	"NLS Lighting / LFTGT: 15% markup, $10 min"
3	tenant × customer	For customers under a tenant org (Westset, TTD), the tenant's default rule. Only fires if level ② had no entry.	For Westset/TTD customers without their own customer-level rule	"Westset default: $20 min, 35% on everything"
4	carrier	A rule that applies for any customer using that carrier. Used very rarely in your data.	Rare	(your Carrier Specific Notes tab is mostly empty — this level rarely fires)
5	global default	The catch-all if nothing else matched. Per your Client Registration form: $20 min, 35%, max via email approval.	When a brand-new customer/accessorial combo has no rule yet	"$20 min, 35%, email for max approval"

Sentinel values (special signals in your spreadsheet cells)

NONE — explicitly disabled (e.g., Allstate Floral). Engine does not auto-add for this customer/accessorial.
email / Angela — manual approval required. Engine routes to operator instead of auto-applying.
at cost (include any processing fee) — pass-through (this is the universal Lumper rule).
DO NOT auto add — SEE Mike — hard stop with a note. Engine refuses to suggest; flags to operator.

The actual question I'm asking the customer

When a Westset customer (e.g., Joseph Joseph) has BOTH a customer-level rule AND the Westset tenant default applies, which one wins?

My proposal: the customer-level rule wins (most-specific principle).

An alternative some teams want: the tenant default wins, so all Westset customers get treated uniformly regardless of customer-level overrides. That's the disagreement to surface.

Question · Scoping precedence confirmation

Confirm the ranking above — particularly that customer-level (level 2) beats tenant × customer (level 3). The team's call: do you want a Westset customer's individual rule to override the Westset default, or should the tenant default always apply for tenant customers?

Default: most specific wins; customer-level beats tenant-default.

Overview› Cross-cutting › Force-billing flow

Force-billing Flow

Per the Friday meeting: special-client invoicing where SLS pushes to QB regardless of shipment state, driven by client accounting deadlines (month-end close, weekly billing cycles). Distinct from the 5-day SLA force-push (Audit Workspace).

Drivers: Matfer (month-end), Air Global (2-week post-shipment), Achem (weekly Friday) Per SOP: Air Global & Matfer SOPs · Friday meeting decision

Two distinct force-bill triggers

5-day SLA force-push (Audit Workspace)

Trigger: any shipment passes the 5-day post-delivery audit mark without resolution
Authorization: Manager override required
Effect: pushes the existing freight bill / invoice to QB with placeholder data where missing
Activity: FORCE_PUSHED_TO_QB with reason text

Client cadence force-bill (this page)

Trigger: client's billing cadence date arrives (month-end, weekly Monday, etc.)
Authorization: scheduled / role-based — runs as a Celery beat job, exception cases need manager
Effect: creates the freight bill + invoice for shipments that may still be in transit, with no validations
Activity: FORCE_BILLED_BY_CADENCE per shipment

UI flow — illustrated

Step 1 — cadence triggers
Celery beat: every Monday 6am Pacific for Air Global; 1st-of-month for Matfer.
Workspace queues a "Force-bill batch" notification on the Statements Dashboard for the operator.

Step 2 — preview batch
Operator opens the Statements Dashboard cadence card. Workspace shows pending shipments, including any still in transit. Each row has badges: In transit No POD No carrier invoice.

Step 3 — confirm + execute
Operator confirms. System creates freight bills with placeholder PRO# = "No Carrier Invoice", marks Export Issues with auto-generated notes, resolves any blocking accounting issues with provenance.

Per-client cadence card (example)

⚡ Force-bill batch · Air Global · Mon 12/01

14 shipments shipped 11/15-11/21
8 still in transit 11 no POD 14 no carrier invoice

Behavior: create FBs with placeholder PRO# = "No Carrier Invoice"; auto-resolve any accounting issues with note "resolving to transfer for Air Global's weekly invoicing"; mark Export Issue with placeholder note; push to QB as a single batch.

Resolved · Force-billing functionality

System will support force-billing for clients with accounting-deadline cadences. Auto-runs on schedule, with operator preview + confirm. Exception cases (off-cadence force-bills) require manager role.

Per Friday meeting: Joseph took the action item to add this illustration to the UI. Matfer = month-end push; Air Global = weekly 2-week-prior push.

SOP-driven use cases supported

Air Global weekly Monday batch with 2-week ship-date lag (Air Global - Weekly processing invoices delivered 2 weeks prior)
Matfer monthly 1st-week batch for previous month's shipments (Monthly processing invoices delivered the previous month — Matfer)
Achem weekly billing report (Friday cadence) (Achem Weekly Billing Report SOP)
Force-create freight bills with PRO# = "No Carrier Invoice" placeholder (Air Global, Matfer SOPs)
Auto-resolve blocking accounting issues with provenance notes (both manifest SOPs)
Mark Export Issue placeholder so audit team picks up post-batch (both manifest SOPs)

Overview› Cross-cutting › Agentic coaching

Agentic Coaching Metadata

New from the Friday meeting: the workspace acts as a sensor, capturing user activity to power productivity coaching, auto-suggestions, and learned patterns over time. No seed training required — system learns from actual use.

Lands in: Wave 2+ (capture infrastructure with Activity Feed); coaching surfaces ship in Wave 5+

What gets captured

User-velocity signals

Time-on-task per workspace
Click paths and decision points
Average margin per audit (per user)
Frequency of override vs. accept on Auto/Add suggestions
Categories that take longer to resolve
Patterns across day/week/month

Carrier & customer signals

Carrier-by-carrier dispute success rate
Lane performance (on-time, variance frequency)
Customer-by-customer payment behavior
Issue category frequency per relationship
Auto/Add rule application rate vs. override rate

What the agent surfaces

Auto-suggestions in the operator's flow

"Carriers like XPO with this exact issue type historically settled at 65% of disputed amount — draft dispute template ready"

"This customer's last 4 W&I disputes were rejected — flag for manager before submitting"

"You typically batch Air Global shipments on Monday morning; would you like to run the cadence preview now?"

Coaching suggestions

"You spent 12 min on this audit; team median for similar variance is 4 min — would you like to see the auto-applied path?"

"You override Auto/Add suggestions 80% of the time on LFTGT — should we update the customer's MarkupRule?"

"3 of your last 10 disputes succeeded; team avg is 7/10 — review carrier-specific dispute patterns"

Carrier dispute templates (auto-suggest)

LLM-assisted dispute template

Trigger: operator marks an issue with category SERVICE_FAILURE on XPO Logistics
Suggestion: pre-fill dispute email with template incorporating: this carrier's typical settlement language, our contract terms, this customer's prior dispute outcomes, the specific accessorial discrepancy
Operator can: send-as-suggested, edit, regenerate, or skip

Per Friday meeting: "auto-suggest functionality powered by an LLM to assist users with task completion and carrier dispute templates"

Resolved · Agentic coaching adoption

System will implement agentic monitoring using activity-feed metadata. The interface is the sensor; an agent learns over time and surfaces coaching + auto-suggestions in the operator's flow.

Per Friday meeting: extends to learning carrier behavior, customer payment patterns, lane performance — not just user coaching.

Open Questions — Consolidated

Every yellow flag in this deck, in one place. Green-marked items resolved at Friday's meeting. If you don't reply on the remaining ones, we ship the listed default.

Audit Workspace

Force-push override authorization

When a shipment hits day 5 post-delivery without audit completion, who can authorize the force-push to QB?

Resolved: manager override required (role-based, not name-based). Auditor cannot self-authorize. Cross-trainable so any user in the manager access group can approve.

Send Workspace

Bulk-send error handling UX

When a row in a bulk send fails (Stripe error, missing doc, mail-merge), do we email the operator, surface in-app only, or both?

Default: in-app summary in a "Needs attention" pile; failed rows become Resend Required issues. Email digest opt-in per user.

Send Workspace

Approval before send

Should the Send Detail allow direct send, or require an Approve step?

Resolved: direct send based on user role permissions. No separate manager-approval queue for normal invoices. Edge cases gated by role.

Audit Queue

Default sort order

Sort by days-since-delivery, by variance, or by something else?

Resolved: Stage first, Days since delivery second. Yellow 5-day-breach pill still surfaces SLA breaches visually within each stage group.

Resolution Workspace

Issue category seed list

Joseph took the action item to provide ~30 distinct codes for Angela & Mike to review. Once confirmed, this resolves.

Status: code list pending Joseph's prep; review at next Monday meeting (1pm-3pm Pacific).

Resolution Workspace

Manager review threshold

Today everything bottlenecks at Angela. Auto-route only above what threshold?

Resolved: auto-route below threshold; threshold is low (closer to historical $16 buffer than $200). Initial values: $16 absorb (no re-bill), $16-$50 auto-apply MarkupRule, >$50 needs human review. Configurable per category; LTL low.

Variance & Commission

Settlement export format

Per-rep monthly bill in QB Vendor table, journal entry, or paycheck integration? Intersects with QBO migration timing.

Default: per-rep monthly bill in QB Vendor table, exported as the same CSV Business Importer accepts today. Switch to direct QBO API push when QBO ships.

Variance & Commission

Sales rep termination handling

Adopt Banyan's _fired{date} username convention as-is, or use a cleaner effective_to date on CommissionContract?

Default: effective_to on CommissionContract. Banyan integration mirrors the convention going outbound.

Statements & Collections

Statement template

Today statements are emailed from QB with QB's default formatting. Move to Prism-generated PDF with our branding, or keep QB visual identity until QBO migration?

Default: Prism-generated PDF, branded, with same field structure as QB output.

Client Lifecycle

Client level enforcement

Banyan "quote-only" client levels (SLS Freight, SLS Freight - <Agent>, etc.) must be updated to a real customer before booking. Hard block, or warning + auto-suggest?

Default: warning + auto-suggest; route to Resolution if not corrected within 24h.

Vendor & Carrier

Factoring / NOA workflow

When a carrier sends an NOA (factoring co. has bought their receivables), payment routing changes. Build a structured NOA flow now, or defer?

Default: defer dedicated UI; add Carrier.factoring_contact field plus a Resolution category so today's manual flow leaves a trail.

Activity Feed

Backfill scope

Forward-only writes for new rows, with a one-time read-only render of legacy notes inline? Or full migration of existing notes into Activity rows?

Default: forward-only, with read-through layer for legacy notes.

Auto/Add Rule Engine

Scoping precedence

Customer × carrier > customer > tenant × customer > carrier > global. Confirm — particularly whether a Westset customer's customer-level rule beats the Westset tenant default.

Default: most specific wins; customer-level beats tenant-default.

Variance & Commission

Tenant commission model

Per the Global Industries SOP: TTD-tenanted customers are invoiced through TTD with a 60/40 profit split. Model as a dedicated TenantCommissionAgreement (profit-split %, QB itemize code, optional per-customer overrides), or as a special MarkupRule with negative percentages? Are there tenants beyond TTD and Westset to plan for?

Default: dedicated TenantCommissionAgreement model — the math (split of profit) and routing (invoice goes to tenant, not end customer) are categorically different from MarkupRule.

Build Timeline — Agentic Development

Re-estimated for agentic development cycles. Each engineering wave is roughly a focused day; total ~10 build-days, ~3–4 calendar weeks including validation and iteration with your team.

Build days: ~10 Calendar weeks: 3–4 (with daily Kara/Angela/Elvira validation) Compare to v3 plan: 24–30 weeks under traditional dev cycle

Wave-by-wave

D1D2D3D4D5D6D7D8D9D10D11D12D13D14D15D16D17D18D19D20

0.5d · Wave 1 Surfacing fixes

D1

1d · Wave 2 Activity Feed + Audit Workspace

D1–D2

0.5d · Wave 3 Send Workspace

D3

1.5d · Wave 4 Lifecycle + MarkupRule + Auto FB Audit

D3–D5

1d · Wave 5 Resolution Workspace

D5–D6

1d · Wave 6 Variance + Commission + Clawback

D7–D8

0.5d · Wave 7 Statements & Collections

D8

1d · Wave 8 Banyan ingestion (read-only mirror)

D9–D10

0.5d · Wave 9 Cutover (Prism = billing-of-record)

D10

2d · Phase 11 QBO API integration

D11–D14 (after QBO sandbox cutover)

What the agentic estimate covers vs. doesn't

Covered in build days

Model + migration
Views + URL routing
Templates (functional, low-fi)
Activity hooks at write-points
Unit tests for new logic
Integration test for happy path
Documentation update

Calendar overhead (not in build days)

Daily 30-min validation calls with Kara / Angela / Elvira
UX iteration cycles based on operator feedback
Visual polish & theming
Production data backfill
Performance tuning at scale
Phase 10 QBO migration project (mostly accountant time)

Recommended cadence

Week 1: Waves 1–3 (Surfacing + Activity/Audit + Send). Kara reviews before her leave. Daily 30-min standup.

Week 2: Waves 4–5 (Lifecycle + MarkupRule + Resolution). Angela becomes the primary daily reviewer. Friday: full team demo.

Week 3: Waves 6–7 (Variance + Statements). Elvira joins daily review. Replay one full clawback period as cutover gate.

Week 4: Waves 8–9 (Banyan mirror + cutover). Two weeks dual-running before write traffic flips. Phase 10 QBO project starts in parallel.

Phase 10 (QBO migration) and Phase 11 (QBO API) run later, gated by accountant-driven cutover. Phase 11 is ~2 build-days under agentic dev, vs. 6–9 weeks traditional, per the QBO inventory companion doc.