owner-guide

Owner Onboarding Guide

Dustin’s workflow reference for the Mostly portal. Dustin holds the up_owner role — the highest authority level in the system.

Your Role

• Final approval authority — Jacob handles most cert and invoice delivery directly using confidence-routing. When he is uncertain, or when guardrails trigger, items land in your OwnerReviewQueue for sign-off.
• Unrestricted visibility — every project across every branch and every account.
• User management — only you can create, modify, or deactivate portal user accounts.
• System oversight — access to reporting, audit logs, and system health monitoring.
• Escalation endpoint — when something cannot be resolved at any other level, it reaches you.

What Flows to You

Jacob handles the daily grind: reviewing field work, drafting certs and invoices. Items reach your queue only when:

• Guardrails trigger (invoice >$5K, proprietary-form jurisdictions like Anne Arundel, Montgomery, Prince William)
• Jacob is uncertain and queues for review
• Escalations from schedulers or GOAs
• System anomalies flagged by pipeline-shepherd

Key Pages

Page	Path	Purpose
OwnerReviewQueue	/owner-review	Items needing your approval
CertPipeline	/cert-pipeline	Full cert pipeline view
ActionCenter	/inbox	Intake + RFIs
Project Detail	/projects/{id}	Correspondence per project

Logging In & Morning Briefing

1. Navigate to unlikely.works and log in
2. The Dashboard shows the morning briefing with pipeline counts, open RFIs, cert queue status, unpaid invoices, and stalled projects
3. Use friday-ai (the floating eye icon) for a private AI briefing on any page

Daily Workflow

1. Morning briefing — check Dashboard for overnight activity
2. Owner Review Queue — approve or return items in OwnerReviewQueue
3. RFI check — review aging RFIs (>3 business day SLA)
4. Pipeline scan — glance at CertPipeline for bottlenecks
5. Financial oversight — spot-check payments, reconciliation status
6. Triage — review projects approaching the 45-day mark

Project Lifecycle

Intake -> Scheduled -> In Progress -> Field Complete -> Ready for Cert -> Certified -> Invoiced -> Closed

Boolean flags: on_hold, cancelled, needs_return_visit

See status-triggers for the full transition map.

Cert & Invoice Review

The confidence-routing system determines whether a cert/invoice goes direct or queues for review:

• High confidence — Jacob sends directly
• Medium confidence — queued in OwnerReviewQueue
• Guardrail triggers — always queued ($5K+, proprietary-form counties)

When reviewing, you can: approve, return with notes, or modify and approve.

Financial Oversight

• Invoice tracking via Workbench and payment reconciliation
• Stripe integration for payment tracking
• Revolut integration for banking reconciliation
• SmartRecon for automated payment matching

Pipeline Intelligence

Four automated layers run in the background:

1. Auto-validation on field complete — 10-point check, auto-advance or generate RFI
2. pipeline-shepherd — daily 7:45 AM scan, detects stuck projects, sends WhatsApp alerts
3. Intake enrichment — auto-populates jurisdiction, certifier routing, forms, timeline
4. confidence-routing — routes deliverables based on confidence scoring

Correspondence

All conversations are project-linked. No standalone messages page. See correspondence for details. A red dot on a project row means unread messages. friday-ai is available inline in conversation threads.

Emergency Procedures

• API health: curl http://localhost:8000/api/health
• Docker restart: cd /opt/unlikely-api && docker compose restart
• View logs: docker logs unlikely-api --tail 100 -f
• Kulu (WhatsApp AI agent) for operations queries

Key Terms

Term	Meaning
PSoW	Permitted Scope of Work — what the permit says
ABSoW	As-Built Scope of Work — what was actually installed
RFI	Request for Information
GOA	General Office Admin (branch manager)
Triage	Aged project recovery (>45 days)
Pipeline Shepherd	Automated stuck-project scanner

Portal Domains

• unlikely.works — primary portal
• unlikely.management — alternate URL
• entirely.it.com — Entirely v2 portal (new)