Financial oversight
Estimated vs actual
Pale gold = estimated at quote · Green = actual once known. Gaps between the two are your reconciliation targets.
Profitability
Job profitability — my earnings vs pass-through
| Job | Customer | Gross (turnover) | Pass-through | Received | Paid out | My earnings |
|---|
Profit = actual amount billed − payouts recorded. Blank until actuals exist, so estimates never masquerade as results.
Manual entry is for existing clients; new clients register via the Registration Form tab.
| ID | Name | Type | Contact | Onboarded | Jobs |
|---|
Suppliers WEE sources from. Only Approved vendors are offered for RFQs. Onboard as Prospect, promote to Approved once vetted, set Inactive to retire.
| ID | Name | Categories | Status | Contact | Onboarded |
|---|
| Job | Customer | Service | Est | Actual | Approval | Status |
|---|
Inbound tracking
Shipments
Every Online Shopping order, from supplier checkout to landing in Guyana. Stage dates come from each job's supplier & arrival details, feed the duration averages, and each order links back to its job.
Outbound tracking
Deliveries
Every job on its way to a customer — schedule the slot, assign who delivers, and mark it done. Stages come straight from each job's status.
Scheduling
Delivery date — propose · counter · confirm
Agree a delivery date & time with the customer. Either side can propose; the other confirms or counters. When it's confirmed, set the job to Scheduled to email the customer the agreed slot.
Reminders & key dates
Anything with a deadline lives here — renewals, maintenance, follow-ups. Each entry warns you ahead of its date; due and overdue entries greet you when you open the app. Marking one done offers to schedule the next occurrence, so nothing repeats silently.
Overdue
Due soon
Later
No key dates yet — add the first with the button above.
🎂 Birthdays
Computed live from each customer's date of birth — nothing to add or delete here. A birthday shows from its lead window through the day, then lingers 2 days as belated before rolling to next year.
Done & cancelled
Bookkeeping view
Registers
Receipts register
Read-only: receipts are issued inside each job when money is actually received.
| Receipt | From | Amount | Date | Job |
|---|
Payouts register
| Date | Payee | Method | Ref / Cheque | Amount | Job |
|---|
Outstanding advances (financed orders)
Money owed to me — product money you fronted, not yet repaid. This is your capital at risk.
| Job | Customer | Advanced | Repaid | Balance | Days out |
|---|
Total capital advanced & outstanding: $0.00
Balances due (labour jobs awaiting final payment)
Money owed to me.
| Job | Customer | Job amount | Deposit taken | Balance due | Status |
|---|
Total balances due: $0.00
Cheque series
Cheque numbers auto-assign when a payout's method is "Cheque" — matching your cheque book series.
Downloadable
Forms library
Blank templates to download, print, or send to customers. Fill them in and import the results where supported.
| Form | Purpose | |
|---|---|---|
| WEE Bulk Order Template (.xlsx) | The locked-column spreadsheet for long lists — uploaded copies auto-populate draft job lines for your review. | Download |
| Product bookmarklet — "WEE grab" (v2) | One click on any product page copies its link, image, title — and now the price and weight where the page shows them. Paste into the job's Product page link box and the fields fill — works even where robots are blocked (Amazon, Shein) because it runs inside your own browser. After copying an updated version, replace the existing bookmark's address with it. | |
| Customer Import Template | Add your existing customers in bulk, then import via Settings → Data & backup. |
Phase 5
OneDrive filing
Generated documents file straight into your OneDrive customer folders — Downloads is the optional copy. Run this test after any Azure or Vercel change: it checks the connection in five stages and explains, in plain words, exactly where anything fails.
Satisfaction
Survey results
Send a survey for a job
Pick a job, then copy its unique survey link to share by WhatsApp, SMS, or anywhere. The link is public — the customer opens it without logging in — and their response writes back to that job and customer. Closing a job emails the survey automatically when the customer has an email on file; this tab is the manual fallback for everyone else.
Responses
| Date | Customer | Job | Service | Overall | NPS | Marketing |
|---|
Quality
Vendor Evaluation
Score your suppliers on quality, timeliness, value and communication. Each evaluation is kept, and the dashboard shows every vendor's running average.
Acquisition
Leads
Prospects from first touch to won or lost — kept separate from Directory until you convert them. Track the stage, log every touchpoint, set the next follow-up, and tie marketing (UTM) to outcomes.
| Ref | Name | Contact | Source | Service | Stage | Next follow-up |
|---|
Acquisition
Content Calendar
Plan your marketing month. Every post auto-generates its correctly-tagged link — pick a channel and campaign, and the CRM builds the
/register link for you (no typing, no typos that split your Insights). Campaign names here are the same ones Insights reports on.—
▾
Agenda & links
Acquisition
Messaging
Outreach and campaign sends to leads and customers. Coming in a later session — this tab is a placeholder under the new Acquisition group.
Acquisition
Insights
Marketing & lead analytics, computed live from your Leads and their UTM attribution — the funnel, which sources and campaigns convert, pipeline value, and real earnings traced back to the channel that won them. Fills in as leads accrue.
Protected
Settings are locked
The password gates this tab against casual access on a shared screen. Because this prototype runs entirely in the browser,
it is a lock on the door rather than a vault — the hosted version adds true account security.
Business settings
Rates & defaults
Company details
FreightLink rates (USD)
Ocean LCL rates (FreightLink — priced by packaging volume, cf)
Service rates & markups
Shown to the customer when you set an Online Shopping job to “Ordered”. Edit freely; leave blank to send no timing note.
The Shipments tab shows “Air orders usually reach Guyana in …”. Leave blank to use your real average; type e.g. about 3 weeks to fix it.
Same for Seabox Ocean orders. Blank = auto from your sailings once you have a few.
Duty categories (estimator)
Rates from Guyana's CET schedule — edit as GRA classifications or VAT treatment change. Default lbs fills a Quote Builder line's weight when you pick the category and the weight is blank — set generously and tune from FreightLink invoices.
| Category | Duty % | VAT % | Default lbs |
|---|
HS-code duty overrides (#28)
Precise CET rates by HS code, used when a Quote Builder line has an HS code — overriding its broad category. Rates came from Guyana's Revised CET (2017 HS); edit or add rows as GRA classifications change. Keys are HS headings (e.g. 8517) or 2-digit chapters (e.g. 85) as a fallback; a typed code resolves to the longest matching key. Add whatever you import — nothing outside this table falls back to the line's category.
| HS code / chapter | Description | Duty % | VAT % |
|---|
Saved places (delivery distance)
The delivery calculator already knows Guyana's main localities. Add specific spots here — a courier's office, a regular customer's location — and they join the From/To type-ahead. To get coordinates: open Google Maps, press-and-hold (or right-click) the exact spot, tap the numbers that appear to copy them, and paste here (e.g. 6.8045, -58.1553).
| Place name | Coordinates (lat, lng) |
|---|
🎂 Birthday offer pool
The offers you choose from when greeting a customer on their birthday. Tag each to the service it suits — or Any — and at greet time this customer's own services are shown first. Leave the pool empty to greet with words only. These starters are examples: edit or replace them. (Later, in-app Claude will suggest from this pool.)
| Service | Offer text |
|---|
Document & Branding — service catalogue
The design & document services offered on the Document & Branding job screen (the “Add catalog service” picker). Edit prices or add services here — no rebuild needed. Price is your list price in GYD.
| Service | Price ($) |
|---|
Document & Branding — packages
Pre-built bundles that load as editable lines when you pick a package on the Document & Branding job screen. Each package has a name and its own service lines (line label + price). Add, rename, or re-price freely.
Stationery — curated grade packages
The grade packages offered on the Stationery job screen. Each package has a name and its own item list (item, quantity, unit cost, unit). Picking a package on a job loads these lines; the stationery markup then applies on top. Edit costs or build out the empty grades here.
Leads — stages, sources & services
The catalogues behind the Leads tab. Stages is the funnel, in order — keep Won and Lost as the two terminal outcomes at the end (the conversion maths keys off them). Sources feeds the source dropdown and attribution. Services are the service-interest tags. Rename, reorder or add rows freely; existing leads keep whatever value they were saved with.
| Stage (in order) |
|---|
| Source |
|---|
| Service interest |
|---|
Change password
Data & backup
Export saves a full backup to your browser's download folder — set that to a OneDrive folder
(e.g. WEE/Backups) and every backup syncs to the cloud. Import replaces all data, which is why it lives here behind your password.
Import customers from template
Load the WEE Customer Import Template (.xlsx or .csv). Adds customers without touching existing jobs.
Migrate historical data
One-time load of your migration_database.xlsx (Customer + Transaction sheets). Imports customers and historical jobs as summary records flagged "migrated". Safe to preview — it reports what it will add before committing.
Uploads any ID documents still stored inside the database (the Phase 2 interim) into the private customer-docs bucket, then trims them from the record. Safe to run any time — already-moved documents are skipped.
Reference
Public pages
Everything of yours that lives on the public internet, in one view. Shareable links have one fixed address you hand out to anyone. Per-job links are a different one-time address for each job — generated where the work happens, so each only ever opens that one job.
Shareable links
One fixed link — share with anyone fixed
These never change — copy once and reuse on your website, in WhatsApp, on a card.
| Page | What it's for | Link |
|---|---|---|
| Customer Registration | New customers onboard themselves — details + ID document. (To add one yourself: Directory → Customers → + New Customer.) | |
| Vendor Registration | Suppliers onboard themselves — categories + document; creates a Prospect vendor. (To add one yourself: Directory → Vendors → + New Vendor.) | |
| Order form | Customers request any service — each lands as a draft job (Pending) and emails you; Online Shopping arrives as draft verification items to confirm. | |
Per-job links
A unique link for each job one-time token
Each is a long, unguessable address that opens only one job — a security credential, not a fixed link. There's a different one per job, so it's generated where you do that work. This page just maps them.
| Page | What it's for | You generate it in… |
|---|---|---|
| Delivery confirmation | Driver taps “Delivered”; the job flips to Delivered and you're notified. /deliver?t=••• | Operations → Deliveries → Manage |
| Order verification | Customer approves the verified item list, or requests changes. /verify?j=••• | The job → Verification |
| Delivery scheduling | Customer agrees or counters a delivery date & time. /schedule?j=••• | Operations → Deliveries (Propose a date) |
| Proof approval | Customer approves a design proof (Document & Branding). /proof?j=••• | The job → Document & Branding |
| Final files | Customer downloads their final deliverables. /final?j=••• | The job → Document & Branding |
| Vendor quote upload | A vendor uploads their quotation for an RFQ. /quote?t=••• | The job → RFQ flow |
| CSAT survey | Customer feedback after a job. /survey?j=••• | Quality → CSAT (or auto on Close) |