System Architecture
Component Breakdown
Field Workers
Scan QR, request pulls
Admin Users
Approve/reject pulls
Receiving Clerk
Log received inventory
↓
Web Interface
Admin dashboard
Mobile Interface
QR scanning & pulls
↓
API Layer
Business logic & routing
↓
PostgreSQL DB
All inventory data
↓
Integration Services
QBO & Zapier connectors
Core Modules
📥 Import Module
- Connect to QBO API
- Scheduled sync (cron job every 4-6 hours)
- Fetch new/updated purchases
- Smart flagging algorithm
- Admin review queue
- Manual sync override
📦 Receiving Module
- View pending purchases
- Log quantities received
- Generate QR codes
- Update stock database
📱 Mobile Scanning
- QR code scanner
- User authentication
- Auto-populate material info
- Job & quantity input
✅ Approval Workflow
- Review pending pulls
- Approve or reject
- Add notes/comments
- Notification system
🔢 FIFO Engine
- Track purchase dates
- Calculate oldest inventory first
- Allocate costs to jobs
- Generate cost reports
⚡ Zapier Integration
- Webhook endpoint setup
- Format job cost data
- Trigger on approval
- Error handling & retry