♠️ Ace Diabetic Supply

Cron Workflow Map — Updated April 13, 2026

🔄
Lead Lifecycle
6 crons
NEW LEAD
GHL Poll Every 15 min glm-5.1
Reads inbound messages, quotes leads, negotiates, flags to Anthony
→ #ace-alerts
VAPI Quick Call Every 15 min
Calls leads 5min after intro text
CONTACTED
Smart Contacted Follow-up Hourly 9AM-8PM glm-5.1
Day 1-2: friendly check · Day 3-5: value nudge · Day 7-10: direct ask · Day 14+: close out
→ #ace-alerts
QUOTED
Smart Quoted Follow-up Hourly 9AM-8PM glm-5.1
Day 2: soft check · Day 4: interest nudge · Day 7: direct ask · Day 14: close-out
→ #ace-alerts
DEAL MADE
Shipping Follow-up 10AM Mon-Sat glm-5.1
Nudges leads to drop off packages + flags void candidates (21+ days unused labels)
→ #ace-alerts
✅ COMPLETE
👁️
Monitoring
5 crons
Delivery Monitor
Checks tracking for delivered packages, flags for payment
8AM 10AM 12PM 2PM 4PM 6PM daily glm-5.1
Message Gap Audit
Detects inbound msgs that got no reply
Every 30min 9AM-7PM (19x/day) glm-5.1
Conversation Audit
End-of-day quality review of conversations
9PM daily glm-5.1 → Telegram
Flagged Items Digest
Summarizes flagged leads to Slack
Every 3hrs (~8x/day)
Kit Tracker
Tracks outbound kits: Preparing → Mailed → Delivered → Nudged → Shipped Back. Reports to #ace-alerts
10AM Mon-Sat glm-5.1
⚡
Webhooks & API Endpoints
Cloudflare Worker
Base URL
https://ace-vapi-api.anthony-1cd.workers.dev
POST /
VAPI serverUrl — routes assistant requests, end-of-call reports, and function calls
VAPI Assistant
POST /vapi-webhook
End-of-call reports → logs to Airtable + DMs Lance
VAPI End-of-Call
POST /lookup-customer
Looks up caller by phone in Airtable — recognizes repeat customers
VAPI Function Call
POST /get-quote
Real-time quote calculation (55% of wholesale) during calls
VAPI Function Call
POST /new-lead
New lead outreach worker — processes fresh leads from Airtable
Cloudflare Cron Trigger
POST /follow-up
Follow-up outreach worker — sends drip messages to leads
Cloudflare Cron Trigger
GET /health
Health check endpoint — uptime monitoring
Monitoring
Call Flow
📞 Caller → GHL (512-643-6823) → VAPI (737-702-6080)
    → POST / (assistant request)
    → lookupCustomer(phone) → Airtable
    → getQuote(items) → Price data
    → end-of-call-report → Airtable + Slack DM Lance
🌱
Nurture
1 cron
Nurture Follow-up 10:30AM + 1:30PM + 4:30PM glm-5-turbo
Soft 30-day check-ins for leads not ready to sell yet