Feature Catalog

Structure extraction, product matching, and summary — three sequential AI calls in a single atomic transaction.

• Call A: Extracts groups, sections, and line items from unstructured text using AI structured outputs
• Call B: Batched parallel AI decisioning — up to 6 concurrent workers picking from 15-candidate shortlists
• Call C: Locale-aware summary banner rendered locally by default, AI only when opted in

Matches supplier codes against SKU, import_code, internal_code, and export_code before any AI call. You only pay for the unknown portion.

• Case-sensitive exact match across all four product code columns
• Exact matches skip AI decisioning entirely — deterministic and free
• Match classification: exact_match (green), ai_decision (blue), not_found (rose)
• Hallucination guard: rejects model picks outside the presented shortlist

Accepts PDF, XLSX, XLS, CSV, or pasted plain text — whatever your client sends.

• File upload up to 20 MB
• Pasted text from 10 to 100,000 characters
• Always lands as a draft quote for human review — never auto-sends

SKU + import_code + internal_code + export_code — the AI import engine matches against all four.

• SKU unique within tenant, validated on creation
• All four code columns indexed for trigram search
• Codes feed the deterministic matching stage of AI import

Sales reps create products on the fly. Quotes with unapproved products are blocked from sending until an admin approves.

• Temporary products forced to is_approved=false at the backend
• Quotes with unapproved products blocked from send, close, and PDF export
• Inline approval toggle for admins and managers

Import product catalogs from Excel with row-by-row classification and resolution.

• Row classification: new, duplicate, duplicate SKU, invalid unit, invalid price, soft duplicate
• Bulk resolve-all controls with tabbed filtering
• Previews persist server-side for 24 hours

Draft → Sent → Closed → Partially Delivered → Delivered, plus cancel and reopen branches.

• Draft and sent are the editable states — edits rejected after close with HTTP 409
• Cancel from closed releases all stock reservations
• Reopen from cancelled to draft or sent; reopen from closed releases reservations
• Partially delivered and delivered are terminal — must use return notes

Per-tenant, per-year sequential numbering allocated under pessimistic lock.

• SELECT ... FOR UPDATE on QuoteNumberSequence table
• Guarantees no gaps and no duplicates within tenant/year
• Allocated inside the create transaction

Drag-and-drop sections, keyboard shortcuts, and type-a-round-total discount calculation.

• Drag-and-drop reordering of lines and section headers
• Type a target subtotal or total — discount back-solves to 6 decimal places
• Per-line notes, description overrides, and section grouping
• Discount limits enforced per tenant — admins and managers exempt

US Letter PDF with logo, accent color, grouped line items, and localized labels in 3 languages.

• Tenant logo + accent color applied to hero band and totals card
• Lines grouped by section; unmatched import lines excluded
• Labels, dates, and money formatting localized per locale
• Blocked while any line references an unapproved temporary product

LLM-drafted follow-up emails for sent quotes idle for 3+ days. You review, edit, and send. AI never sends without you.

• Available only on quotes in sent status idle for 3+ days
• PII minimized: prompt contains only customer display name, top 3 line items, total, validity date
• Confidence scoring: low for first-time customers, high otherwise
• Warning detection: screens for unauthorized discount promises, free delivery mentions
• Gated by tenant ai_followup_enabled flag

Client reviews, accepts, or requests changes — no account, no password, no friction.

• Signed Django tokens with configurable expiry (default 30 days)
• Token revocation via soft-delete or expiration
• Cross-tenant lookups return 404, not 403

Typed-name e-signature hashed with signer name, email, quote ID, and timestamp.

• SHA-256 hash binds the four canonical fields together
• Idempotent: duplicate accept returns existing row with already_accepted=true
• Acceptance transitions quote to closed, triggers stock reservation
• Audit event recorded with full metadata

Client can request changes inline. Entire conversation — sales messages + client requests — shown chronologically.

• Free-text change request creates a QuoteChangeRequest row
• Sales rep notified via in-app + email
• Conversation panel renders WhatsApp-style above action buttons

Same branded PDF as the authenticated export, authorized solely by the portal token.

• Records audit event with actor=None, token_id, recipient_email, locale
• Unmatched import lines excluded; unapproved products block export
• Locale resolved from cookie → Accept-Language → en-US

Pauses accepted quotes at ready_for_billing until finance confirms payment. Stock not reserved until paid.

• Gated by Tenant.requires_finance_approval flag (default off)
• Payment state machine: pending → paid / failed / cancelled
• Paid transition runs the standard close machinery (reserve stock + draft DN)
• Revert from paid allowed only when no DN has shipped

Finance explicitly notifies the client; internal team notified on every transition.

• Client notification inserts append-only QuotePaymentNotification row
• Internal fan-out to sales owner, managers, and admins on every transition
• Customer portal banner driven by notifications, not raw payment status

Closing a quote atomically reserves stock. Over-reservation is allowed — shortages come back as a list, not an error.

• RESERVATION StockMovement rows written per tracked line
• StockItem rows locked with select_for_update in deterministic product order
• Over-reservation: close never returns 409 on insufficient stock
• Shortages array identifies product, location, and resulting available quantity

Auto-generated on quote close. Manual creation from closed quotes. Rollover for partial deliveries.

• Auto-generated draft DN covers all trackable lines on quote close
• Per-line warehouse location — split one delivery across multiple warehouses
• Posting writes Delivery ledger entries and decrements on-hand
• Rollover DN auto-created for undelivered quantities after partial post

Branded PDFs with aisle locations, per-section subtotals, and scannable QR codes.

• QR code encodes delivery note number for mobile scanning
• Aisle resolved by (product, location, consigning supplier) triple
• Signature blocks for driver and receiving party

Drivers see only shipped and delivered notes — never drafts. QR scan, photo capture, one-tap confirmation.

• Access restricted to Driver group users only
• Hardened endpoint filters out all non-shipped delivery notes
• Up to 3 photos per delivery, 10 MB each, stored in application database
• Final confirmation transitions DN to Delivered, recomputes parent quote status
• Post-delivery notifications exclude the driver themselves

Track what comes back with reason and condition. Posting increments on-hand without touching reserved.

• Two creation modes: linked to delivery (pre-populated lines) or general (typeahead)
• Return reasons: Damaged, Excess, Refused by customer, Wrong item, Other
• Conditions: Resellable, Damaged, Inspect
• Posting writes Return ledger entries — parent quote status unaffected

Receive inventory from suppliers. Consigned flag tracks supplier-owned stock separately.

• Consigned stock toggle creates stock items keyed against the consigning supplier
• Posting writes Receipt ledger entries; cancellation writes Receipt reversal entries
• Unit cost captured on receipt — reserved for future costing features
• Inline quick-create supplier from the receipt form

7 movement kinds. Every change in on-hand or reserved stock recorded. No modify, no delete — even for admins.

• Movement kinds: Receipt, Receipt reversal, Reservation, Release, Delivery, Return, Adjustment
• Each row references its source document (quote, DN, RN, SR)
• Filterable by product, location, movement kind, and date range
• Exportable as branded PDF

Single-screen overview of all in-flight fulfillment work — deliveries, returns, receipts — with KPI counters and merged activity feed.

• 3 KPI counter cards: drafts and posted counts for deliveries, returns, receipts
• Merged activity feed interleaving all three document types by updated_at
• Side links to stock overview, consigned stock, and movements ledger
• Client-side only — introduces no new endpoints or mutations

Ask about quotes, clients, stock, and operations in English, Portuguese, or Spanish. Gets structured answers with charts and tables.

• Metrics: count_quotes, sum_revenue, count_clients, avg_cycle_time_days
• Buckets: client, user (sales rep), month, status
• Deterministic stock branch handles inventory prompts without LLM call
• Refusal escape hatch: model declines out-of-scope questions rather than guessing
• Per-user scoping: commercial users see only their own data with a banner

Once-per-day AI-generated summary of what needs your attention. Role-aware — different cards for sales, managers, and admins.

• Generated once per user per day — unique constraint on (tenant, user, date)
• Role-aware prompt: commercial gets personal CTAs, managers get team CTAs
• Card types: follow_up, stale_draft, reorder_opportunity, recent_win, quote_risk, and more
• Structured cards with priority levels, icon kind, insight text, and CTA buttons
• Capped at 8 cards max with validation and sanitization

Pipeline by status, aging distribution, top clients, top reps, and conversion rate — all in one API call.

• Single GET /api/reports/dashboard/ returns all 5 panels
• Window parameter: 30d, 90d, or ytd (default 90d)
• Redis-cached per tenant per window, auto-rotated at UTC day boundary
• Quotes-on-map widget with client-side ZIP centroid lookup

Register, aging, expiring, follow-up, win-loss, discounts, and AI-imports — each with structured filters and PDF export.

• Structured filters: status tokens, owner UUIDs, date pickers, money formatting, discount percentages
• Free-text search debounced at 3-character minimum
• PDF exports the full filtered dataset, not just the current page

Current, exceptions, consigned, movements, depletion velocity, and predicted demand — with analytical methodology sections.

• Depletion velocity: at-risk highlight when ≤30 days of supply remain
• Predicted demand: positive shortfall highlight, insufficient-data envelope below 30 quotes/year
• Entity filters validated as UUIDs before queryset evaluation

Single quote, dashboard, and product usage CSVs — streamed row-by-row, never held in memory.

• Uses Django StreamingHttpResponse with generator yielding one row at a time
• Constant memory regardless of dataset size — safe for 50,000+ row exports

Quote accepted, change requested, delivery completed, consigned stock moved, stock available again — each with the right audience and per-tenant toggles.

• In-app feed with unread badge, mark-read individually or in bulk
• Transactional email with HTML + auto-projected plain-text part
• Audience-aware fan-out: supervisors, warehouse, sales rep each get different CTAs
• Stock-available detector: re-checks all open quotes after any on-hand increase
• Deduplication key prevents repeat notifications for the same event

Every database query carries a mandatory tenant filter. Cross-tenant lookups return 404, not 403.

• Tenant ID injected from authenticated session — never from request payload
• Cross-tenant lookups indistinguishable from not-found to prevent inference
• Per-tenant configuration: branding, seats, tax, discount limits, notification toggles, document text

Domain-gated sign-in with automatic user provisioning. Consumer domains rejected explicitly.

• Only verified email addresses from authorized tenant domains permitted
• First sign-in: auto-provisions user with profile photo from provider
• Subsequent sign-ins: reuse existing record, refresh profile photo only

Password auth for non-SSO tenants. Same-domain signups join existing tenant automatically.

• Signup with unclaimed domain creates new tenant + first admin
• Signup with claimed non-SSO domain joins as sales rep (seat capacity enforced)
• SSO-enforced tenants reject password signup with clear error

Admins and managers invite by email. Tokens expire in 7 days. Seat capacity checked at invite, accept, and reactivation.

• Invitee receives one-time link, sets password, assigned to inviter-chosen role
• Pending invitations show alongside active users with resend/revoke controls
• Concurrent session limit: 2 active sessions per user (configurable per subscriber)

Admin, Manager, Sales Rep, Warehouse Operator, and Driver — each pre-configured with the right permissions for their job.

• Standard groups are read-only and enforced at the backend
• Custom groups composed freely from the 48-code catalog via checkbox grid
• Permissions organized by area: users, clients, quotes, inventory, products, reporting, fulfillment, driver, suppliers, audit, AI imports

Audit rows written in the same transaction as the action. Deletion of audited entities nulls FKs but preserves the event payload.

• Free-text search across metadata with 300ms debounce
• Multi-select filtering by action, target type, and actor
• Per-row expandable metadata with Copy control
• No admin interface for modification or deletion of audit rows

en-US, pt-BR, and es-US across UI, transactional emails, and PDF documents. Consistent terms across all surfaces.

• Every visible string, toast, error, and label translated
• Transactional emails with localized CTA buttons
• PDF documents: labels, dates, and money formatting localized
• Language cascade: cookie → browser Accept-Language → en-US fallback
• Authenticated users: saved preference overrides cookie and browser

Plans, seats, and billing intervals managed via Stripe. DB is source of truth — Stripe reconciled to match.

• One Stripe Product per Plan, one or two Stripe Prices per PlanPrice
• Immutable Stripe Prices: changing amount creates new Price, archives old one
• Append-only PlanPriceHistory ledger of archived Stripe Price IDs
• Cycle-end change application: downgrades, seat reductions, interval switches applied at period end

Cache discipline, throttling, database indexing, concurrency discipline, and query budget enforcement.

• Cache: every key tenant-namespaced, invalidation in same atomic transaction, Redis outage non-fatal
• Throttling: public endpoints rate-limited per IP, Ask endpoint 20 req/min per user
• Trigram GIN indexes on all searchable text fields; composite indexes on common filter combinations
• Pessimistic locks acquired in deterministic order for deadlock-free concurrency
• Regression test suite enforces per-route query budget to prevent N+1 regressions