MDL Ops Engine - Central Task List

🚀 The "Set and Forget" Path (Autonomous Operations)

Goal: Minimize User interaction time by 90% through proactive AI and background agents.

• [ ] [Proactive Briefing] Create a daily_intelligence.py agent that sends one summary email per day with "Exceptions" needing approval, instead of manual dashboard checking.
• [ ] [Self-Healing State] Implement 15-min background sync that mirrors Supabase Landed Costs back to Backbone (Full Constitution compliance).
• [ ] [Background QBO] Transition automate_qbo_tracking_sync.py to a full background service (Dockerized) so tracking numbers are pushed without user commands.
• [ ] [Auto-Pilot Sales] Design "AI Auto-SOP" where if a PO matches a Quote 100%, the supplier PO is drafted/sent automatically with no user oversight.

🛡️ Today's Focus (Mar 6-7): Logistics Intelligence & PDF Parsing

Goal: Eliminate manual data entry for shipment tracking and status verification.

• [x] [Shipment Alert] Integrate pdfjs-dist for client-side PDF text extraction from waybills.
• [x] [Carrier] Implement live API tracking for UPS and FedEx (OAuth 2.0).
• [x] [Ops] Replace carrier scraping alerts with silent API fallbacks.
• [x] [Build] Securely inject UPS/FedEx credentials into the production Docker build.
• [x] [Strategy] Document n8n "Zip and Move" migration protocol for domain preservation.
• [x] [Docs] Regenerate all documentation (HTML/PDF) and sync to GitHub.

📅 March 5: Customs Automation & Workflow Merges

Goal: Harden the financial border by automating customs fee prevention and consolidating versioned workflows.

• [x] [SOP-010] Finalize and distribute SOP-010: Customs Clearance (Sync Markdown to PDF/HTML).
• [ ] [Ops] Implement HS Code Logic Gates in PO Validation (Mandate 8517.62.00.00 for broadcast hardware to bypass PGA fees).
• [ ] [N8N] Integrate Ancillary Fee Auto-Dispute triggers into the invoice ingest script (UPS/FedEx).
• [ ] [Carrier] Verify BN15/RPP "Hard Link" across both UPS and FedEx portals to eliminate Disbursement Fees.
• [ ] [Admin] Add a secondary Business Account Manager (BAM) to the CARM portal to ensure digital continuity.
• [ ] [Merges] Consolidate pending merge_v...py workflow scripts into a unified production V2 state.
• [ ] [Ops Check] Audit the newly matched SKU lists. Verify if the shipping_cost / total_units logic is accurately distributing costs only to physical hardware.
• [ ] [UI Polish] Review the dashboard's parts column rendering. If descriptions are too long, implement a "Read More" or tooltip behavior to keep the table readable.
• [ ] [Data Mapping] Verify why the user still sees the state as "messed up" — check for outlier project IDs that the fuzzy matcher might have misidentified.
• [ ] [Backbone Sync] Ensure the new SKU data from QBO is mirrored back to the Backbone (Google Sheets) for persistence.

🛳️ Completed (Feb 28)

• [x] [Intel] Developed sync_qbo_to_shipping_intel.py with Fuzzy DocNumber resolution.
• [x] [Intel] Fixed "Skeleton" gap — Resolved 30 historical records from QBO project metadata.
• [x] [UI] Hardened shipping.html with fixed-layout and word-wrapping.
• [x] [Intel] Enhanced SKU extraction to separate Hardware vs. ESAR/Support units.

🔴 Critical / High Priority (Next)

• [x] [Ops] Define folder structure for business_ops (Mapped to docs/01..06)

• [x] [Ops] Create SOP-001 for Quote Approval

• [x] [N8N] Refine intelligence using new samples/ training data (Merged into FINAL MASTER)
• [x] [BSC] Migrate hubs to Supabase & fix Hub Update bug
• [x] [N8N] Implement file type detection (PDF/XLSX) & Audit Log mapping
• [x] [Docs] Expand System Manual & Sync BSC Documentation
• [ ] [N8N] Continue training n8n with additional quotes
• [ ] [Product Sync] Finalize Cloud-Based 15-Min Product Sync
  • [ ] Run bsc/database/create_configs_table.sql in Supabase SQL Editor
  • [ ] Add Vercel Environment Variables (SUPABASE_SERVICE_ROLE_KEY, QBO_CLIENT_ID, QBO_CLIENT_SECRET, QBO_BASE_URL)
  • [ ] Add GitHub Secret SYNC_URL (https://bsc.mdlcommunications.com/api/products/sync)
  • [ ] Manually trigger the GitHub action "15-Min Product Sync" and verify the green checkmark
• [x] [N8N] Process PDF invoices from Outlook -> Parse -> Match QBO PO -> Create QBO Bill & Link
  • [x] Create Outlook Trigger for invoice intake (Implemented via sync_outlook_attachments.py)
  • [x] Design Gemini prompt for Invoice-to-JSON parsing
  • [x] Implement PO lookup logic in n8n Code Node (Implemented in ingest_shipping_bill.py & test_po_linkage.py)
  • [x] Implement Bill creation & PO linking logic (via Automated Tax-Conflict Handshake / ATCH protocol)
• [ ] [QBO] Append the MDL PO number to the Vendor Bill Memo field for visual traceability
• [x] [AI Quote] Extract Salesperson from QBO and add dropdown to web interface
• [x] [AI Quote] Calculate profit split between MDL and contractor, then add profit from shipping to MDL's profit to visualize full potential profit (Implemented in Hub & QBO Sync)
• [x] [AI Quote] Populate Salesperson field when pushing estimate to QBO
• [ ] [Ops] Map Sales Contractor Quote Template (Excel) for easier AI Parsing
• [ ] [Ship-To] Create an automated ship-to app that mimics the existing fillable PDF
• [ ] [QBO] Automatically add tracking number to all QBO documents (Estimate, Invoice, etc.)
• [ ] [QBO] Automatically generate the QBO Invoice from the Estimate/Order
• [ ] [Email] Create professional invoice email templates
• [ ] [Ops] Standardize naming conventions for all documents across the organization
• [ ] [QBO] Add the CBC catalog price list to QBO and designate it as part of the CBC Catalog (Sencore and Haivision SKUs)
• [ ] [N8N/Intelligence] Create intelligence that recognizes a CBC Catalog order, validates prices, and automatically generates a supplier PO
• [ ] [Outlook] Refine automated Outlook folder organization
• [ ] [Outlook] Add local folder organization that mimics Outlook folders
• [ ] [Ops] Create Supplier PO creation SOP - use customer's PO as reference so that it can be linked back to customer and quote ID easier
• [ ] [Ops/Shipment Alert] Test the latest shipping alert form to make sure it has the right format, wording, and information needed to go to automated production.

🟡 Backlog (To Do Later)

• [x] [N8N] Create samples/ directory structure for AI training
• [ ] [Docs] Migrate documentation to Cloudflare Pages and secure it with Microsoft Azure AD
• [ ] [QBO/Tax] Tax automation for TotalShip invoices: Apply GST/PST to shipping lines, but exclude tax for customs brokerage fees.

• [ ] [Meta] Create business_ops folder structure

• [x] [QBO] Test sync script with new submodule path (Verified & Enhanced with Blacklist)

• [x] [N8N] Automate Outlook Folder Organization (Deployed organize_outlook_emails.py)
• [ ] [BSC] Create API for shipping quotes (Address/Hub/Dest) for N8N consumption
• [ ] [Finance] Automated Shipping Bill Payment — 20–60 day horizon
  • Context: Shipping bills (TotalShip, UPS, FedEx, DHL) are now auto-ingested into QBO and trigger Outlook email tags (🔴 red), a "Bill Logged" calendar event, and a "Bill Due" reminder with alarm. The next step is to close the loop by automating payment itself.
  • Best path: Wise Transfers API (full CAD support, well-documented, supports EFT + Interac-style payouts).
  • RBC Business: No public API — not viable for programmatic payment initiation.
  • Venn.ca: No confirmed public API — verify with them before building.
  • Interac e-Transfer: No direct API; may be routable through Wise on the receiving end.
  • Approach when ready:
    1. Build pay_bill() in scripts/pay_bill.py backed by Wise API.
    2. Add a human approval gate (CLI prompt or n8n approval button) before any transfer executes.
    3. On confirmed payment, auto-call mark_bill_paid() → email goes 🟡 yellow + paid calendar event.
  • What you'll need to provide: Wise API token, Wise Profile ID, vendor banking details (transit #, institution #, account # or email).

🟢 Completed

• [x] [Meta] Migrate workspace to Meta-Repo architecture
• [x] [Meta] Create Developer Guide
• [x] [Ops] Design Automation Architecture Artifacts (Constitution, Backbone Schema, SOP Template)
• [x] [Docs] Document infrastructure, Docker services, and network architecture in MDL System Manual

💡 Ideas / wish List

• [ ] Add "Inventory Manager" project
• [ ] Create a dashboard for all container statuses
• [x] Create a master SOP document that encompasses the whole MDL Communications business
• [x] [Backlog] Implement SOP-007 Meeting Transcript Ingestion Engine (Impact/Effort prioritization)
• [ ] [App] Web Interface for Sales Quotes (Automated calculations, PDF output matching print format)
• [ ] [Web] Document www.mdlcommunications.com and track changes
• [ ] [E-com] WooCommerce Online Store (Separate B2B and B2C portals)
• [ ] [Marketing] Brainstorm Marketing Ideas & SEO Strategy