Open unlikely.works each morning. The Morning Briefing is your actionable launch pad — it shows today’s inspections, open RFIs, cert pipeline status, items needing attention, and a revenue snapshot.
/morning in Kulu before opening the portal for a quick pipeline read — open RFIs, cert queue depth, unpaid invoices, stalled projects, and permit alerts. Takes 10 seconds.
- Scheduled inspections (today + this week)
- Pending schedule change requests
- Revenue: potential today/week vs. actual MTD/YTD, plus lifetime revenue banner (combined Mostly + Xero historical totals)
- Open RFIs & responded RFIs awaiting action
- Owner Review Queue — items Jacob queued for Dustin’s review (guardrails or low confidence)
- Post-production review queue
- Pipeline Shepherd alerts (daily 7:45 AM ET scan — stuck projects, aging RFIs, overdue certs)
- Reporting: SLA compliance, cert velocity, invoicing gaps
- Portal messages & notifications
- Scheduled inspections (today + this week)
- Pending schedule change requests
- Open RFIs & responded RFIs
- Drafting queue: projects ready to draft, my active drafts, and “Needs Another Look” items (returned for revision by Dustin)
- Post-production review queue (primary action queue)
- My Queue: items Jacob sent directly (confident) — track delivery status
- Pipeline indicators: dot-and-line status in Projects table and project detail
- Portal messages
/actions with tabs. Access it from the gold-colored “Action Center” group at the top of the sidebar. Individual tabs: ?tab=intake, ?tab=schedule, ?tab=cancel, ?tab=escalations.
/actions?tab=intake)Duplicate submissions: When a scheduler submits a project that matches an existing address or permit, they now see three options: Add Visit to Existing Project, This Is a New Project, or Contact Scheduler Instead. If they choose “Add Visit,” approval creates a follow-up site visit on the matched project instead of a new project. Admins can also add visits directly from the project detail page using the + Add Visit link in the Site Visits section, or from the calendar inspection panel using the Add Visit to Project button.
/actions?tab=schedule and /actions?tab=cancel.
Auto-Validation — when a project reaches Field Complete, the system runs a 10-point checklist automatically. If all checks pass, the project advances to Ready for Cert. If items are missing, an RFI is auto-generated.
Pipeline Shepherd — daily scan at 7:45 AM ET detects stuck projects (stale intake, missing visits, overdue certs, unpaid invoices, aging RFIs) and sends WhatsApp alerts + portal notifications.
Pipeline Indicators — dot-and-line status component visible in the Projects table, project detail page, and desk review queue. Green = done, blue = current, grey = future, amber = on hold.
/certcheck R8057 in Kulu to validate readiness — confirms photos, drive logs, SOW completeness, and permit docs are present. Catches missing items before drafting begins, preventing packages that would be returned for revision.
• Invoice amount ≥ $5,000
• Anne Arundel County (proprietary jurisdiction forms)
• Montgomery County (proprietary jurisdiction forms)
• Prince William County (proprietary jurisdiction forms)
When guardrails trigger, the “Send Direct” option is disabled and the item is queued automatically.
Agent RFI (UP → Client)
Client RFI (Client → UP)
/actions?tab=escalations.
Smart Reconciliation
| Tier | Criteria | Action |
|---|---|---|
| HIGH | Exact invoice number match + amount within $0.01 | Auto-execute: invoice marked paid, project closed |
| MEDIUM | Invoice match but amount differs, or amount match but partial reference | Queued for Jacob’s review — confirm or reject |
| LOW | Multiple candidates, no match, or combined payments | Surfaces in reconciliation dashboard — manual matching required |
Payment Sources & Ingestion
Remittance Ingestion
Groundworks EFT remittance emails are auto-ingested from Gmail every 30 minutes (Mon–Sat, 1–9 PM ET). The system searches for unprocessed emails, downloads PDF attachments, parses line items (invoice number, amount, PINV reference), and runs each through the smart matching engine. Processed emails are labeled to prevent reprocessing.
Revolut Transaction Matching
Revolut Business transactions are fetched and matched against open invoices using the same confidence scoring. Reference numbers are extracted from transaction descriptions and matched to invoice numbers. Unmatched transactions are flagged for manual review.
Historical Invoices (Xero Archive)
The Payments page includes a Historical Invoices — Xero section: 2,286 invoices ($2.7M, 2022–2024) in a scrollable table with branch and status filters. Each row shows invoice number, date, contact, branch, amount, status, and linked project. Useful for cross-referencing current projects against their prior billing history and resolving client questions about historical payments.
The work queue surfaces daily assignments: field-complete projects, triage items, and unclaimed work items.
All reporting and charts are consolidated into the Analytics page (Monitoring → Analytics in the sidebar). Data draws from three sources: Supabase (current projects), Xero archive (2022–2024 invoicing), and PMS archive (2018+ historical).
| Report | Description |
|---|---|
| Revenue by Branch | MTD/YTD with trends |
| Lifetime Revenue | Combined Mostly + Xero totals across all years |
| Historical Revenue by Year | Year-by-year breakdown (2022–2024) from Xero |
| Year-over-Year Growth | Bar chart with YoY % change (visible on “All” period) |
| SLA Compliance | % of projects meeting 3-day cert target |
| Cert Velocity | Certs per day by branch |
| Branch Comparison | Comparative metrics across all branches |
| Pipeline Snapshot | Full pipeline across 3 sources (7,000+ projects): Supabase + Xero + PMS |
| Invoicing Gap Analysis | Certified but uninvoiced projects |
Project Detail — Historical Invoices
Each project’s detail page shows a “Historical Invoices” section (financial roles) listing Xero invoices linked to that project. Compact table: invoice number, date, amount, status pill.
Complete audit trail available at /audit. Every portal action is logged:
- Logins and session activity
- Project data changes
- Cert and invoice routing decisions (send direct, queued for review, approved, revision requested)
- Document deliveries (cert + invoice sends/resends)
- RFI creation and resolution events
- Schedule change requests and approvals
The audit log is searchable and sortable by date, user, and action type. A per-project audit view is also available from any project detail page.
Friday’s Notes
The Friday’s Notes page (Admin → Friday’s Notes in the sidebar) collects bug reports and feedback from portal users. Review weekly to catch issues and track improvement suggestions.
Owner-only features for system administration:
User Management
Available at /admin/users. Create and edit portal users, assign roles and branches, activate/deactivate accounts, send invites, and reset passwords.
Holding Pool
Projects awaiting account assignment. Items can be held or rescheduled from the holding pool view.
Cancel Requests
Project cancellation workflow accessible via the Action Center → Cancel tab (/actions?tab=cancel). Schedulers submit cancellation requests; admin reviews and approves or declines.
Failed Inspections
Flagged inspections requiring attention. Review and dismiss from the failed inspections queue.
Conversations live inside each project — there is no standalone Messages page. Open any project, scroll to the Correspondence section, and the full thread is there alongside files, site visits, and certifications. Red dots on project rows and calendar events indicate unread messages.
Architecture
WebSocket for real-time delivery with SQLite persistence. All conversations must be linked to a project. Conversations can be typed (project / rfi / review), labeled, prioritized, and assigned to teams or individuals. Unread state is tracked per user and surfaces as red dots across Projects, Calendar, Morning Briefing, and the notification bell.
Role-Based Friday Voices
The “Ask Friday” button in conversations connects to a role-appropriate AI voice:
| Voice | Roles | Model | Access Level |
|---|---|---|---|
| Internal | Owner, Admin | Opus | Full tools, financial data, command execution |
| Staff | Scheduler, GOA, Assistant | Sonnet | Project lookup, calendar, scheduling tools |
| Client-facing | External-facing contexts | Sonnet | No financial data, no internal jargon, 4 tools only |
| Field | Field inspector (future) | Sonnet | Concise mobile responses |
Assignment & Teams
Three teams: Cert Review (admin/owner), Scheduling (scheduler/assistant), Field Ops (field roles). Conversations route to teams automatically by type. Auto-claim triggers when a user starts typing in an unassigned conversation. Collision detection prevents duplicate responses.
Notification Router
Three delivery channels: portal notification, email (Gmail API), and WhatsApp. Per-user preferences control which channels fire at each urgency level. Features:
- Offline email fallback with configurable delay
- 2-minute consolidation window
- Do Not Disturb hours
- Push notifications via PWA service worker
System Integration Points
- Review queue — cert/invoice queued for review auto-creates a ‘review’ conversation
- RFI unification — any conversation can be flagged as RFI with severity, category, due date; escalation chain operates within the conversation
- Morning Briefing — Messages stat row shows open conversations, unanswered >4h, RFI chats aging >3d — links to Projects
- Pipeline Shepherd — flags projects with unanswered messages >24h, stale assignments >48h
- Project Detail — Activity section shows unified timeline (status changes, messages, certs, invoices, files, site visits)
- Sidebar search — conversation results appear alongside project results
| Action | Dustin | Jacob |
|---|---|---|
| Approve new project intake | ✓ | ✓ |
| Approve schedule changes | ✓ | ✓ |
| Draft cert package | ✓ | ✓ |
| Draft invoice | ✓ | ✓ |
| Send Direct (cert + invoice) | ✓ | ✓ |
| Queue for Review (cert + invoice) | ✓ | ✓ |
| Owner Review Queue (approve / request revision) | ✓ | — |
| Create / respond to RFIs | ✓ | ✓ |
| Handle escalations | ✓ | ✓ |
| Payment reconciliation | Visibility | Owns |
| View reporting dashboards | ✓ | ✓ |
| View audit log | ✓ | ✓ |
| Manage work queue | ✓ | ✓ |
| Holding pool management | ✓ | ✓ |
| Cancel request review | ✓ | ✓ |
| User management | ✓ | — |
| System configuration | ✓ | — |
| Correspondence (send, assign, label) | ✓ | ✓ |
| Private notes (internal only) | ✓ | ✓ |
| Friday Internal voice (Opus) | ✓ | ✓ |
| Notification preferences | ✓ | ✓ |