Build Phase Overview · May 2026

FunAir · Build Phase Recommendation · May 2026

From manual data entry across
Pipedrive, Trello, and QuickBooks
to one approve-and-book email,
in a 3 week sprint.

Investment

$17,500

Sprint

3 weeks

Line items

10 in scope

Ownership

FunAir owns 100%

02 / 12 Goals

What this engagement solves

Six goals shaping the build.

The build is shaped around outcomes Todd and Jodi described in the kickoff call, not around tools.

01

Reduce Jodi's manual burden

Commercial Invoice authoring is 30 minutes per order today. The same shipment data is retyped four times before it reaches a customer.

02

Succession-readiness

Calculation rules, pack-list edits, magnetic-fee logic, and factory routing all live in Jodi's head. She retires in 3 to 5 years.

03

Scale without hiring

Todd at kickoff: "I plan to leverage technology to do that." Order volume can grow without proportional Jodi-time growth.

04

Eliminate four-system retyping

The same shipment data lives in Pipedrive, Trello, the Shipping Information Form, and QuickBooks. Today every order touches all four by hand.

05

Encode the hidden calculation rules

$90 pump deduction, Crane Lifting Bag apportionment, magnetic fee per factory, US-shipped exclusion. Currently undocumented; encoded as a versioned spec at the pre-build sign-off session.

06

Unify three freight-quote channels

DHL Express portal, DHL spot-rate Excel email, PSP and K Carlton direct-rep email. One workflow replaces three request mechanics.

03 / 12 Discovery

What we reviewed

The build is grounded in what FunAir actually does.

Discovery covered every artifact and conversation needed to ground these recommendations in operational reality.

01

Six DOCX procedure files

Controller daily, weekly, and monthly procedures. Invoicing. QuickBooks Payment Link. Shipper. Purchase Orders. QuickBooks Banking.

02

Seven Loom walkthroughs by Jodi

Invoice creation, Trello card setup, Pipedrive shipping request, shipping-info form prep, CC payment plus dispatch, shipping process step 1, DHL document send.

03

Kickoff call with Todd, Jodi, and Luana

April 22, 2026. Scope alignment, north stars, freight-carrier reality, and the pre-build spec sign-off agreement.

04

Live audit of Pipedrive and Trello

8 active pipelines, 117 deal fields with 68 custom, 8 boards, 24 active lists, 416 active cards. Surfaced two pipelines and a Trello-side trigger reality the procedures did not name.

05

Recommendation report

369 lines, sections 1 to 10 plus Appendix A. The detailed companion to this overview, with every line item and calculation rule documented.

04 / 12 Outcomes

How the day-to-day changes

Today vs after.

Area

Today

After

Commercial Invoice authoring

30 minutes per order, in Jodi's head

Under 5 minutes, automated draft with audit footer

Shipping Information Form

Retyped from scratch every order

Prefilled from Pipedrive and Trello at Stage 1

Freight quote sourcing

3 carriers, 3 different request mechanics

One workflow across DHL Express, PSP, K Carlton

Calculation rules

In Jodi's head, undocumented

Versioned spec, signed by Jodi at the pre-build sign-off session

Customer export-doc chase

Manual email + WhatsApp follow-ups for TAX ID, Boat Reg, Trade License

Auto-nudger with templated reminder cadence

Five must-deliver line items behind these changes: Trello-side trigger plus Pipedrive and Trello data extraction, Claude API Commercial Invoice drafting, Claude API Pack List edit, email review package with one-click approval and three-strike rejection, freight quote integration across DHL Express plus PSP plus K Carlton.

05 / 12 Schedule

Pre-build sign-off plus a 3 week sprint

Timeline.

06 / 12 Architecture

From Trello card to booked carrier

How it connects.

Factories · origin Guangzhou

Three factory codes feed the SN format and magnetic fee.

FF

Fun Factory

$57 magnetic fee, leading-zero plus 4-digit serial

GN

Golden Noon

No magnetic fee, 4-digit serial

HN

Hwa Nan

Magnetic fee TBD at pre-build sign-off, 5-digit serial

Carriers · three channels collapse to one workflow

DHL Express plus PSP plus K Carlton, one unified request surface.

DHL

DHL Express

Under-50kg portal. Over-50kg spot-rate email (Janetta Feerick CC, same-day ship deadline).

PSP

PSP · Brian Woods, Van Haste

Direct-rep email request

KC

K Carlton · Nick Roe

Direct-rep email request

07 / 12 Pre-build

Pre-build deliverable

Eighteen calculation rules, one signed spec.

A

Commercial Invoice rules

12 rules

US-shipped exclusion
$90 pump deduction
Crane Lifting Bag apportionment
Color and logo apportionment
Total reconciliation
Warranty handling
Discount handling
Consigned items (Bravo OV10, Wave Loungers)
CPT-only destinations (Abu Dhabi)
Flag-country export ID
Legal buyer of record
Multi-factory shipments

B

Magnetic fee rules

3 rules

Per-factory fee: $57 Fun Factory, none Golden Noon, Hwa Nan TBD
Per-shipment vs per-pump basis
Petty-cash sheet write on QuickShip dispatch

C

Serial number rules

3 rules

Format [Item] [Sequence] [Factory] [YYMM]
Per-factory sequence: GN 4-digit, FF 0+4-digit, HN 5-digit
Source from Production Schedule SN List sheet

All 18 rules signed off by Jodi at the pre-build sign-off session before any CI-generation code is written. The signed spec is the calculation-logic source of truth from build delivery onward, versioned in the audit footer of every output. Any rule still TBD after sign-off escalates to Jodi by hand on that branch only; the system never makes up a rule.

08 / 12 Trust

Trust and traceability

Every output carries an audit footer.

✓ Trace any number on a generated CI back to its source data, spec version, and reviewer.

✓ Debug a rejected draft by replaying the same inputs against the same logic version.

✓ Successor-readiness: a new Controller can pick up the signed spec and reproduce the logic exactly.

09 / 12 Investment

Investment

$14,500 Phase 1. $17,500 with the Quick Wins add-on.

Phase 1, Must Deliver

$14,500

Five line items, fixed price each. Each line includes the integrations, calculation logic, audit footer, retry path, and end-to-end verification on a real deal.

· MD-1 Trigger and data extraction. $2,000

· MD-2 Commercial Invoice draft with audit footer. $4,000

· MD-3 Pack List edit with audit footer. $2,500

· MD-4 Email review, one-click approval, rejection loop. $2,500

· MD-5 Freight quote integration: DHL Express, PSP, K Carlton. $3,500

Phase 1 + Quick Wins (recommended)

$17,500

All five must-deliver line items plus the five Quick Wins add-on bundled at $3,000.

✓ Prefill the Shipping Information Form at Stage 1

✓ Trello write-back on stage completion

✓ Serial-number generation per factory and product type

✓ Magnetic-fee plus petty-cash sheet write on QuickShip dispatch

✓ Customer export-doc nudger for TAX ID, Boat Reg, Trade License

Fixed price per line item. Direct contract, off Upwork. FunAir owns every credential and integration at exit. If a calculation rule turns out structurally simpler than the kickoff suggested, the unused effort budget is returned on that line item rather than pocketed.

10 / 12 Future

What is after this build

Five items deferred to a future phase.

The Future Phase is scoped separately after the build phase ships. MapMatix will provide a Future Phase proposal if invited; FunAir is free to source Future Phase work from any vendor.

01

Pipedrive plus QuickBooks sync

Blocked by QuickBooks Desktop today. Unlocks once a viable QBO migration path with a compatible inventory layer is identified.

02

Invoice number sequence automation

Blocked by the QuickBooks Desktop manual sequence. Unlocks after the QBO migration above.

03

Wire Transfer Request auto-prep

Reads PI-receipt and QA-pass events, prepares the WIRE TRANSFER REQUESTS sheet row.

04

DHL AWB auto-submit on ship day

Locks the spot rate on the same-day deadline. Depends on DHL API onboarding.

05

Full Trello card creation from Pipedrive deal events

Beyond the basic Trello write-back in QW-2: product cards, QuickShip cards, staging cards spawned automatically.

11 / 12 Team

Your team

Who builds this.

01

Luana Andrade

MapMatix · Engagement Lead, day-to-day point of contact Builds the integrations, runs the weekly cadence, owns the credential transfer and offboarding checklist.

02

Matthew Adams

MapMatix · Strategy and oversight Owns scope, contract, and engagement direction.

Luana is the day-to-day point of contact during the build. The Controller is the named approver on every generated CI, every Pack List, and the calculation logic spec. Jodi today, the Controller seat after she retires. Approval mechanic: one email per deal with Approve, Reject-with-reason, View-source-data buttons. Three rejections on the same draft and the deal is finished by hand. The LLM is never silently re-prompted.

12 / 12 Next steps

Next steps

Three steps to a signed start.

Step 01

Approve scope and tier. Confirm $14,500 Phase 1 only, or $17,500 with the Quick Wins add-on bundled.

Step 02

Sign the direct contract. Off Upwork. Statement of work prepared by MapMatix and sent within one business day of approval.

Step 03

Book the pre-build sign-off session. 2 to 3 hours with Jodi to author and sign the calculation logic spec. No CI-generation code starts before this.

Reply to luana@mapmatix.com to start. The full recommendation report (sections 1 to 11 plus Appendix A) is the detailed companion to this overview.

From manual data entry across Pipedrive, Trello, and QuickBooks to one approve-and-book email, in a 3 week sprint.