Own the Stack: Four Workflows

Draft, 14 October 2026. Nothing built or switched on. Every case gets one ClickUp task; its status is shown under each step.

Automatic Team does it Client does it Kimi approves Live Built but off / draft Missing

1Manual client onboarding

Clients who do not sign up on the website. Portal access first; n8n only after payment.

Client agrees outside the site
Kimi
→ New
Portal + onboarding record
Ops lead
→ Setup
Send $50/mo payment link
Billing lead, Kimi approves wording
→ Awaiting payment
Payment lands on the client
Stripe / GHL → portal
→ Paid
Portal sign-in sent
Ops lead
same task
Workspace built
Tech lead
→ Building
Monitor, backup, escrow
Tech lead
checklist
n8n login after payment
Ops lead
→ Live
Client connects tools
Client, in the portal
checklist
First backup, record closed
Tech lead reviews
→ Done

2Support tickets

Two ways in: the client asks, or a monitor detects a failure (one ticket per problem, never a flood).

Client opens Get Help
Client
→ New
or Monitor detects failure
Kuma, backups, portal checks
→ New (once)
Team notified
Assignment is the notice
assignee set
Triage: priority + owner
Ops lead / Tech lead
→ Triaged
Work it, notes logged
Tech lead
→ In progress
Client sees status line
Portal
mirrors status
Resolved, client told
Tech lead
→ Resolved
Daily overdue review
Ops lead
view: overdue
Tech team monitorsIncidents · workspace health · backups · monitors · portal checks
Ops team monitorsClient requests · response times · client follow-up

3Job requests

Building workflows is quoted separately. No work starts until the client approves the quote.

Client submits request
Client, in the portal
→ Submitted
Scope the work
Tech lead
→ Scoping
Quote written + sent
Ops lead, Kimi approves price
→ Quoted
Client approves or declines
Client, in the portal
→ Approved / Declined
Job invoice raised
Billing lead reviews
linked billing task
Build the job
Tech lead
→ In progress / On hold
Delivered, client confirms
Tech lead, then client
→ Completed

4Invoicing

Two kinds of charge: the $50 monthly plan and quoted job work. Billing is Codex's lane.

Website buyer pays $50
Stripe checkout
no task needed
Manual client payment link
Billing lead, Kimi approves wording
→ Sent
Job invoice after approval
Billing lead reviews
→ Sent
Paid, matched to client
By client ID + invoice ID
→ Paid
Receipt on Billing page
Portal
n/a
Monthly renewal
Stripe
task only if it fails
Failed payment flagged
Billing lead follows up
→ Failed
Cancel: close after paid month
Tech lead
→ Offboarding
Decisions waiting on Kimi
ClickUp locationWhich space and list holds the tasks
Time targetsFirst reply for requests and incidents
Incident noticeHow Tech hears; not email, not Resend
Job invoice routeStripe or GoHighLevel