User Workflows
1️⃣ Automated Purchase Sync Workflow
Step 1: Scheduled Job Runs
System automatically queries QBO every 4-6 hours for new/updated purchases (cron job or scheduler)
Step 2: Smart Filtering
System analyzes purchases using product names, vendors, classes, or custom fields to identify potential inventory items
Step 3: Review Queue Created
Flagged purchases appear in admin's "Pending Import Review" dashboard with confidence scores
Step 4: Admin Quick Review
Admin sees list with checkboxes, bulk select/deselect, clicks "Import Selected to Inventory"
Step 5: Data Import
Approved purchases imported into purchases table, ready for receiving
Step 6: Manual Override Available
Admin can also trigger immediate "Sync Now" button if urgent purchase needs processing
🤖 Auto-Flagging Logic Examples
High Confidence (auto-flag):
- Product name contains: "steel", "I-beam", "lumber", "rebar", "concrete"
- Vendor is in approved list: "ABC Steel Supply", "Metro Lumber"
- QBO class = "Inventory Materials"
Medium Confidence (flag for review):
- Large purchase amount (e.g., >$500) from construction vendor
- Line item descriptions match patterns but unclear
2️⃣ Receiving Workflow
Step 1: View Pending Purchases
Receiving clerk sees list of purchases with status "pending"
Step 2: Log Receipt
Clerk selects purchase, enters quantity received and storage location
Step 3: Generate QR Code
System generates unique QR code for the inventory item
Step 4: Print & Attach
QR code is printed and physically attached to the material (I-beam, etc.)
Step 5: Update Database
Inventory item created in database with reference to original purchase
3️⃣ Material Pull Workflow
Step 1: Worker Scans QR Code
Field worker uses phone to scan QR code on material
Step 2: Login Prompt
If not logged in, system prompts for authentication
Step 3: Material Auto-Populated
System displays material details, available quantity
Step 4: Enter Job Details
Worker enters job name and quantity needed
Step 5: Submit Request
Pull request created with status "pending"
Step 6: Worker Notification
Worker receives confirmation that request is pending approval
4️⃣ Admin Approval Workflow
Step 1: View Pending Pulls
Admin sees dashboard of all pending pull requests
Step 2: Review Details
Admin reviews: who requested, what material, which job, how much
Step 3: Make Decision
Admin clicks "Approve" or "Reject" (with optional notes)
Step 4: System Updates
If approved: FIFO calculation runs, inventory updated, approved_pull record created
Step 5: Trigger Zapier
System sends webhook to Zapier with job costing data
Step 6: Zapier → Knowify
Zapier receives data and pushes to Knowify using their integration
Step 7: Knowify → QBO
Knowify eventually syncs job cost data back to QuickBooks
🔄 Zapier Integration Details
Trigger Options:
- Webhook: Your system sends JSON data to a Zapier webhook URL
- Google Sheets: Your system writes to a Google Sheet, Zapier watches for new rows
- Email: System sends formatted email, Zapier parses and forwards
Recommended: Webhook approach for real-time updates