UAS Operational Workflows

Workflow 01

Customer Acquisition

How a prospect becomes a booked job. Covers every inbound channel — Facebook, website, direct call, Google — through to confirmed appointment in the Ops Portal.

Channels

Stages

Systems

Phase 1

Awareness & Inbound — How They Find Us

Facebook / Social

Website

Direct Call / Text

Google / Search

Channel
FB Content / Ad
45-day content calendar running. Post drives DM or link click to ZenBooker.
Active

Channel
Website → ZenBooker
Visitor lands on UAS website. Booking link routes them directly to ZenBooker to self-schedule.
Active

Channel
Inbound Call / Text
Customer calls 972-787-7815. Josh (AI agent on Vapi) answers and qualifies.
AI Handled

Channel
Google / Search
Organic or future paid traffic to website or ZenBooker link.
Build Out

Phase 2

Qualification & Booking

Automated — AI Agent

Josh Qualifies the Lead

Inbound calls routed to Josh (Vapi, 972-787-7815). Josh collects: vehicle info, damage type, location, preferred time. Feeds lead capture loop.

Vapi · Auto

+ click for detail

Josh asks:
1. Year / make / model of vehicle
2. Nature of the issue or damage
3. Customer zip code (territory routing)
4. Preferred appointment window

On completion: Lead record created. If caller is ready to book → transfer to ZenBooker booking link. If not ready → lead stored for follow-up.

Manual — Tony / Rhodes
Non-Phone Leads: Manual Qualify
FB DMs, referral texts, web form submissions. Respond within same business day. Qualify same criteria as Josh, then push to booking.
Manual+ click for detail

          Qualify checklist:

          - Vehicle: year / make / model

          - Damage or service type

          - Location (confirm territory coverage)

          - Timeline urgency

          If qualified → send ZenBooker link or book directly. If out of territory → refer or flag for future expansion.

Decision Gate

Is the lead qualified and in territory?

Yes — Continue

Push to ZenBooker booking. Territory confirmed (Richardson/Addison, Plano/Frisco, Midtown Dallas, Garland/NE Dallas).

No — Out of Territory

Politely decline or refer. Log in CRM for future territory expansion consideration.

Not Ready Yet

Add to MailerLite follow-up sequence. Tag appropriately. Re-engage in 3–5 days.

System — ZenBooker

Customer Self-Books

Customer selects date, time, service type, and enters vehicle + contact info. Stripe payment or deposit collected at booking if required.

ZenBooker · Stripe

+ click for detail

Customer completes booking form. Stripe processes any upfront payment. ZenBooker fires a webhook to the UAS worker on Cloudflare.

Automated — Cloudflare Worker

Job Auto-Created in Ops Portal

ZenBooker webhook triggers Worker → new record auto-written to Supabase (uas_requests). Job appears in Ops Portal instantly. No manual entry needed.

Webhook · Supabase

Phase 3

Confirmation & Assignment

Admin — Tony / Rhodes
Review & Assign Job
Admin reviews new job in Ops Portal. Assigns to available tech based on territory. Updates status to Assigned.

Automated

Customer Confirmation Sent

ZenBooker sends booking confirmation email/text to customer with appointment details.

ZenBooker Auto

Complete

Customer Acquired — Job Confirmed

Tech has an assigned job. Customer has a confirmed appointment. Ops Portal reflects accurate status. Handoff to Tech Backend workflow.

→ Tech Backend

Manual Action

System / Platform

Automated Step

Decision Gate

Completion / Handoff

+ Click any node to expand detail

Workflow 02

Tech Backend

Everything a tech touches from job assignment through completion. Portal interactions, field protocols, parts sourcing, documentation standards, and status progression.

Stages

Systems

Territories

Stage

Tech Action

System / Platform

Admin Touchpoint

BOOKING
ORIGIN

Customer

Customer Books via ZenBooker

Customer selects service, date, time, and enters vehicle info. Payment or deposit collected via Stripe at booking if required.

ZenBooker · Stripe

Automated — Cloudflare Worker

ZenBooker → Ops Portal Auto-Sync

ZenBooker fires a webhook → Cloudflare Worker writes a new job record to Supabase instantly. Job appears in Ops Portal with all booking fields populated. No manual entry needed.

Webhook · Supabase

Admin
Review & Assign to Tech
Admin sees new job in Ops Portal. Confirms territory, assigns tech. Status updated to Assigned.

↓

JOB
RECEIVED

Tech
Job Appears in ZenBooker & Ops Portal
Tech sees the assigned appointment in ZenBooker. Full job details — customer, address, vehicle, service type, notes — visible in the Ops Portal.

ZenBooker + Ops Portal

Job Record Ready on Both Platforms

ZenBooker holds the appointment schedule. Ops Portal holds the full job record. Both are in sync from the moment the customer books.

Supabase · ZenBooker

Admin

No Further Action

Assignment is done. Admin monitors portal for status updates and escalation flags.

PRE-JOB
PREP

Tech
Pre-Job Checklist
Confirm tools loaded. Phone charged. Portal access confirmed. Review customer notes. Route territory.
+ click for checklist

            Tools: inspection light, measuring tape, camera (phone), pen + notepad backup

            Systems: Portal login confirmed, PartsTech accessible

            Route: confirm address + territory (Richardson/Addison · Plano/Frisco · Midtown · Garland/NE)

            Contact: do not call customer direct — all comms through portal or Josh number
          

Optional

Parts Pre-Pull

If job details are clear enough, run a PartsTech lookup before leaving. Call LKQ Wilmer (800-442-1031) to stage parts if needed.

PartsTech · ARI

Admin

Available if Needed

Tech texts Rhodes or Tony if anything in the job record looks off before dispatch.

↓

ON-SITE
ARRIVAL

Tech
Greet Customer & Walk-Around
Introduce yourself. Do full vehicle walk-around. Narrate damage assessment to customer. Set expectations before touching anything.
+ click for protocol

            1. Arrive on time. Text customer "On my way" via portal if running late.

            2. Greet professionally — first impressions matter for referrals.

            3. Do NOT start work before documenting the vehicle.

            4. If customer isn't present: wait 10 min, call Josh number, log in portal, flag to admin.
          

Portal

Update Status: In Progress

Tech updates job status in Ops Portal to In Progress upon arrival. Timestamps the job start.

Ops Portal

Admin

Visibility

Admin can see In Progress status in real time. No action required unless escalation flag appears.

↓

INSPECT
& DOC

Tech
Photo Documentation
Full vehicle shot + VIN + odometer reading + damaged/removed part. Non-negotiable on every job. Upload to portal record.
+ click for photo standard

            Required photos (4):

            1. Full vehicle (as-found condition)

            2. VIN plate (dash or door jamb)

            3. Odometer reading

            4. Damaged or removed part

            No exceptions — this protects both UAS and the tech.

Portal + ARI

Log Damage Findings

Enter damage notes into portal job record. If estimate is needed, flag for Estimator role in portal. Estimator view pulls same Supabase record.

Supabase · ARI

Decision

Estimate Required?

If damage scope is unclear or beyond standard pricing → flag for Estimator. If straightforward → tech proceeds with approved pricing schedule.

↓

PARTS &
PRICING

Tech
Parts Lookup & Sourcing
Search PartsTech via ARI. Primary source: LKQ Wilmer (800-442-1031). Apply 3-tier markup. Confirm parts availability before promising customer.
+ click for markup matrix

            UAS Parts Markup Matrix:

            Parts cost $0–$150 → 100% markup

            Parts cost $150–$300 → 40% markup

            Parts cost $300+ → 25% markup

            Auto-Apply is active in ARI — markup applies automatically. Tech should verify the final customer-facing price before quoting.

PartsTech · ARI

Parts Sourced & Priced

PartsTech integrated with ARI. Search by VIN. LKQ Wilmer as primary wholesale. Other DFW suppliers by territory as secondary.

PartsTech · LKQ

Admin (if needed)

Estimator Override

If estimate was flagged, Estimator logs into portal (PIN 3333), reviews findings, enters final price. Tech is notified.

↓

WORK
COMPLETE

Tech
Complete Work & Final Walk-Around
Complete the service. Walk customer through completed work. Collect any remaining payment if applicable. Take after-photo of repaired area.

Portal

Update Status: Complete. Log Hours.

Tech updates portal status to Complete. Enters flagged hours. Portal auto-calculates payout. Admin reviews before processing.

Ops Portal

Admin

Review & Approve Completion

Admin reviews completed job record: photos logged, hours accurate, notes complete. Approves for payment processing. Handoff to Transaction Cycle.

→ Transaction

Tech Action

System Step

Decision Gate

Completion

+ Click any node to expand detail

Workflow 03

Transaction Cycle

How money moves through UAS — from customer payment through system recording, tech payout, and financial reporting. Every dollar accounted for.

Stages

Systems

Payouts

Stage 1

Payment Collection — Customer Pays

System — Stripe via ZenBooker

Deposit / Full Payment at Booking

If deposit or full payment is required upfront, Stripe collects at ZenBooker booking. Funds held / processed via Stripe account.

Stripe · ZenBooker

+ click for detail

Payment type is configured per service in ZenBooker. Stripe processes card-present or card-not-present transactions. Funds available in Stripe dashboard within 2 business days. Reconcile weekly against job records.

Manual — On-Site Collection
Balance Due at Completion
If balance remains after deposit, tech collects on-site. Accepted: card via Stripe link/tap, Zelle, or cash. Tech logs collection method in portal notes.
Manual + Portal Log+ click for protocol

          Tech does NOT hold cash overnight. Same-day deposit or transfer to company account required.

          Collection priority: Card (Stripe) → Zelle → Cash (last resort).

          If customer refuses to pay on-site: flag in portal immediately, notify admin, do not leave parts/materials behind.

Stage 2

System Recording — Transaction Logged

Ops Portal — Supabase

Job Record Marked Complete

Tech closes job in portal. Payment method, amount, and flagged hours all entered. Job status = Complete.

Supabase

ARI

Invoice / RO Created

Repair order or invoice generated in ARI reflecting parts and labor. Markup matrix applied. Customer copy available if requested.

ARI

Admin
Manual Finance Log — Google Sheets
Tony / Rhodes logs transaction in UPICK2026 FINANCES Google Sheet. Fields: date, job ID, customer, service, gross revenue, parts cost, labor, net.
Manual — Weekly

Stage 3

Tech Payout Calculation

Automated — Ops Portal

Flagged Hours → Payout Auto-Calculated

Tech enters flagged hours in portal. Portal auto-calculates payout based on hour rate. Admin reviews before processing. Payout visible in HR Portal paystub generator.

Portal · HR Portal

+ click for payout structure

Contractor payout model:
Tech is paid per flagged hour — hours are set by job type in ARI, not clock time.

Portal calculates: flagged hours × rate = gross payout per job.
HR Portal paystub generator pulls from same Supabase instance (jkqyihrrlldrxhmocmej).

Admin PIN 030193 to access HR Portal payout approval.

Decision Gate

Hours Accurate?

Admin reviews flagged hours against job type. If hours look off → tech is contacted before processing. If accurate → proceed to payout.

Stage 4

Tech Payout Disbursement

Admin
Generate Paystub
Pull paystub from HR Portal using approved job data. Paystub reflects: period, jobs completed, flagged hours, gross payout, any deductions.
HR Portal

Admin
Disburse Payment to Tech
Payout sent via Zelle / direct transfer. Tech receives paystub. Payout logged in finance sheet.
Zelle / Transfer

Complete

Tech Paid & Logged

Transaction closed. Tech payout recorded. UPICK2026 FINANCES updated. Job cycle complete.

Cycle Closed

Stage 5

Financial Reporting — Weekly / Monthly

Weekly
Finance Sheet Reconcile
Reconcile Stripe deposits against portal job records. Flag any discrepancies. Update UPICK2026 FINANCES sheet.

Weekly
Tech Payout Review
Confirm all completed jobs from the week have been paid out. No open payout balances older than 7 days.

Monthly
P&L Summary
Pull monthly revenue, parts costs, labor payouts, and operating expenses. Compare against prior month. Report up to BSIG.

System

UptimeRobot Active

UptimeRobot pinging Supabase to prevent free-tier pause. Ensures all financial records remain accessible between pay periods.

Auto · UptimeRobot

Manual / Admin Action

System / Platform

Automated Step

Decision Gate

Completion

+ Click any node to expand detail