The Plan.
4 phases. 9 months. Built to replace the click-typing and scale to your 100-warehouse vision — with software you own at the end.
Saved locally on your device. Used only so we know whose note is whose.
Software that finds For-Sale-By-Owner listings.
Scores them automatically and delivers ~25 qualified leads per day per rep into HubSpot. Reps stop building lists by hand. They open HubSpot and the work is already sorted.
- Interview (~1 week) — 1–2 hours over the shoulder of a sales rep (recorded). Conversation with Brandon + Heather about lead signals. Lever research on what makes a good lead.
- Wiring (~3 weeks) — Lead source (third-party API like RapidAPI/Apify, or MLS via your SABOR broker) → scoring model → HubSpot ingestion → lead-qualifier UI.
- Testing (~2 weeks) — Reps confirm scores against reality. Model learns.
- Time on your best sales rep's screen (we record it)
- Your lead-signal wishlist — what signals do you wish were automatic?
- An intro to your SABOR broker (if MLS partnership is on the table)
Stop the four-system copy-paste.
When a deal closes in HubSpot, Trello, QuickBooks, and Titus all update automatically. No one re-types a customer's name in four screens.
- Interview (~1 week) — Over the shoulder with Heather or Brian. Watch the exact copy-paste flow today — every screen, every click.
- Wiring (~3 weeks) — HubSpot ↔ Trello (job lifecycle). HubSpot → QuickBooks (customer + invoice draft). HubSpot ↔ Titus (pay-at-close checkout, if your merchant account is live).
- Testing (~2 weeks) — End-to-end runs; fix the misalignments.
Stageforce has no API. We'll investigate whether the admin CSV export can be automated — log in programmatically, hit Export, ingest the file. If yes, you get full coverage here. If no, Stageforce stays manual until Phase 4 retires it entirely.
- QuickBooks: Online or Desktop? (gates 3 of these integrations — Desktop has no API)
- Titus merchant status — live? KYB complete?
- Time with Heather or Brian on screen (we record the copy-paste flow)
- Stageforce admin tour — what's actually in the CSV export menu?
Custom views per role.
You see margin, pipeline, location performance. Heather sees utilization, on-time rate, transfer backlog. Crew leads see today's jobs. Each role gets a screen that surfaces only what matters to them.
- Interview (~3 weeks) — Sit with you, Heather, and a crew lead. "What are the top 5 things you want to see at a glance?" Reference the 18-report inventory from our April 9 session.
- Wiring (~6–8 weeks) — Pull data from everything Phase 2 connected. Per-role dashboards. Heather's wholesale buy-list (the 30–40% COGS savings number she mentioned).
- Testing (~3–4 weeks) — Iterate per real feedback.
- Your top 5 KPIs at a glance
- Heather's top 5
- A crew lead's top 5
- Which of your existing reports actually get used?
The big one — software you actually own.
Replace Stageforce with a system built for your shape: multi-warehouse, RFID-ready, built to scale from 9 locations to 100.
We're looking hard at building on top of an open-source inventory system like Snipe-IT — 8+ years mature, large developer community, REST API, audit log, checkout/check-in workflows.
If Lever ever isn't around, you hire any Laravel developer and they pick it up. You're not locked into us.
- Data migration analysis (~2–3 weeks) — By then we've watched your operations for 6 months. We know your data. Confirm the schema with Heather. Inventory the CSV export shape.
- Wiring (~8–10 weeks) — Build the replacement. Snipe-IT fork OR custom Supabase + Next.js. Multi-warehouse, multi-tenant, RFID-ready. Migration scripts from Stageforce CSV.
- Testing + cutover (~2–3 weeks) — Dual-run during overlap. New projects go to the new system; existing finish on Stageforce. Retire Stageforce after one full renewal cycle.
- Heather walkthrough of Stageforce (recorded)
- Stageforce export shape (what fields? photos? tag mappings?)
- Stageforce contract end date (for clean cutover planning)
- RFID hardware audit (tag types, scanner inventory, Wi-Fi coverage)
A few things gate the kickoff.
We'll work through these together; some need your input, some you can mull and answer in the comments.
- QuickBooks: Online or Desktop? Desktop has no API — gates several Phase 2 integrations.
- Titus: merchant account live? Gates the pay-at-close connector in Phase 2.
- Stageforce: admin CSV export — what does it offer? If we can automate it, Phase 2 covers more ground.
- MLS partnership via SABOR? Cleaner lead source than scraping.
- Build vs. buy for Phase 4? We recommend the open-source build (Snipe-IT or similar). Off-the-shelf staging-industry products lock you into someone else's data model. Comfortable with our recommendation?
Alyssa's Knowledge.
Not a phase. Not a chatbot promise. A small side-task in Phase 1 to start capturing Alyssa's design decisions as a searchable record.
Every time Alyssa makes a design call — "this set works for this tier", "this anchors that room" — we'd log it. Markdown files or a searchable database. You accumulate her playbook as you go.
At the end of 9 months, if there's a clear path to turn the corpus into a useful tool, bonus. If not, you still own the captured knowledge.
- What do you wish you had from Alyssa? If a tool captured her ongoing decisions, what would you do with it?
The catch-all.
Reactions, ideas, things we missed, things you want to push back on. Drop them here.
When you're done, hit Submit all my notes in the bottom-right. Your notes land in Jonah's inbox.