♠️ Ace Diabetic Supply

Cron Workflow Map — Updated Sept 5, 2026 · 31 scheduled jobs

📥
Lead Intake
Zapier → Worker (0 LLM cost)
Automated Flow
FB Lead Ad → Zapier → Airtable (New) → Worker /new-lead → GHL SMS (instant intro, ~90s delay)
↳ Bilingual, supply-type matching, price-anchored intros. Sets Status = Contacted on successful send.
New Lead Backstop 8:05 AM daily glm-5.3
Catches overnight/failed intros still in New and sends the intro text (backstop-outreach.sh). Excludes SMS-FAIL leads.
→ #ace-alerts
SMS Retry Ladder 8:30 AM daily glm-5.3
New leads tagged SMS-FAIL / SMS-RETRY-1 get one retry per day (8h → 24h). 3rd failure → Call Only. outreach-with-retry.sh.
→ #ace-alerts
🔄
Lead Lifecycle
9 crons
CONTACTED (intro sent)
GHL Polling Every 10 min, 7AM–3AM opus-4-8
Reads inbound texts, quotes from the wholesaler list + tier math, negotiates, creates labels (EasyPost) + shipment records, flags to Anthony.
→ #ace-alerts
VAPI Outbound Caller Every 15 min, 10AM–7PM Mon–Sat glm-5.3
3-stage calling: quick call 5–30 min after intro → follow-up after 2+ texts → final call → No Response. vapi-outbound.sh.
→ #ace-alerts
Smart Contacted Follow-up Every 15 min, 9AM–6PM glm-5.3
Day 1–2 friendly check · Day 3–5 value nudge · Day 7–10 direct ask · Day 14+ close out. Contacted → Quoted / No Response.
→ #ace-alerts
QUOTED
Smart Quoted Follow-up Every 30 min, 9AM–6PM glm-5.3
Day 2 soft check · Day 4 interest nudge · Day 7 direct ask · Day 14 close-out. Counter-offers over $5/box need Anthony.
→ #ace-alerts
DEAL MADE → shipment record Pending
Shipping Nudgelast-call tier added 9/3 10:00 AM Mon–Sat glm-5.3
Label sent but nothing scanned: unique nudge on days 4–13 (max 20/run) + one last call on day 21–30 (max 10/run, marker 🏁 LAST CALL in lead Notes). Reads the GHL conversation first; skips Ken/NYC/pickups/DND.
→ #ace-alerts
Packing Day Reminder 11:30 AM Mon–Sat script, no LLM
One 'pack it in a cardboard box' text 2 days after the label to mail-in customers still pre_transit. Marker in lead Notes prevents repeats.
→ #ace-alerts
Stale Shipment Cleanupupd 9/5 12:00 PM Tue–Sat opus-4-8
Rolling: shipments still Pending 35 days after Deal Made (p99 of deal→delivery lag is 25 days; ~3–4 records/day in steady state). Agent reads the conversation, then cancels the record, refunds the unused UPS label (found in our own EasyPost account), notes the lead (Deal Made → No Response). Never messages the customer. Dry run first; execute only by record id. Flags are stamped 🚩 and snoozed 7 days so nothing is re-reported; ⛔ CLEANUP HOLD = permanent. Max 25/run.
→ Telegram (decisions only, NO_REPLY otherwise) + #ace-alerts log
✅ COMPLETE
Repeat Customer Follow-up 10:45 AM daily glm-5.3
Re-engages past customers 21+ days after their last deal for more supplies (training mode).
→ #ace-alerts
👁️
Monitoring
6 crons
Delivery Monitorscript 9/5 10, 12, 2, 4, 6 PM Mon–Fri · 10 AM Sat glm-5.3
Script, no model (delivery-monitor.py since 9/5): every Pending / In Transit shipment (paginated, was capped at 100 rows ≈ half) checked against its own EasyPost tracker. Pending → In Transit on carrier scan, → Delivered + date on delivery; cancelled / returned / failed labels → #ace-flags once a week. Never Complete/Paid, no customer contact, no Telegram. ~25 s/run.
→ #ace-receiving (+ #ace-flags)
Deal Integrity 1 PM + 5 PM none
deal-integrity.py (blank owners, missing shipment records) + sweep-stale-deal-made.py (stale Deal Made → No Response, hard NYC/Ken gate). Replaced the hourly Message Gap Audit 2026-09-27.
→ #ace-flags / log
VAPI Call Monitor Every 15 min, 8AM–9PM glm-5.3
Polls VAPI for ended calls → Airtable status + notes, GHL follow-up text, Slack summary. 14h lookback at 8 AM.
→ #ace-alerts
Ops Health Check 8:45 AM daily glm-5.3
Six read-only checks: lead backlog, cron health, stale shipments, PIPELINE STUCK detector, system health. Real data only.
→ Telegram (Anthony)
Pipeline Pulse 1 PM + 5 PM daily script, no LLM
Silent watchdog: runs health-check.sh and only speaks when a revenue-critical process is broken. Added after the Aug 26–30 stranded-leads outage.
→ Telegram, only on ❌
Conversation Audit 9:00 PM daily glm-5.3
End-of-day status hygiene on conversations. Fixes statuses, never messages customers.
→ Telegram (Anthony)
🌱
Nurture
1 cron
Nurture Check-in 10:35 AM · 1:35 PM · 4:35 PM glm-5.3
Soft 30-day check-ins for leads not ready to sell. Script pre-filters NYC / Ken / National ads / contacted-today; 3-layer dedup.
→ #ace-alerts
📊
Reporting, Sync & Audits
10 crons
Dashboard Daily Refresh 6:00 AM daily glm-5.3
Regenerates the KPI dashboard (anthony-dashboard.workers.dev) from Airtable. Proj. Final = per deal month, Anthony view only.
→ #ace-alerts
Airtable Daily Backup 6:00 AM daily glm-5.3
Full base export to the workspace.
→ #ace-alerts
Wholesaler Price Sync 7:30 AM daily glm-5.3
Pulls wholesaler CSVs → wholesaler-price-list.md. Never overwrites price-overrides.json.
→ #ace-alerts
Airtable Daily Maintenance 7:30 AM daily glm-5.3
Data-quality pass: stale Contacted/Quoted (14+ days) → No Response, field fixes.
→ #ace-alerts
VAPI Price Sync 7:35 AM daily glm-5.3
Pushes current pricing into the VAPI prompts (vapi-push.sh) and the getQuote() worker table.
→ #ace-alerts
VAPI Daily Review 12:30 PM daily glm-5.3
Reviews the day's call logs for failure patterns and agent struggles.
→ Telegram (Anthony)
Prompt & Docs Consistency Audit Mon 7:00 AM glm-5.3
Weekly drift check on prompts, TOOLS.md, MEMORY.md, pricing, context budget. Reports only, never edits.
→ Telegram (Anthony)
Meta Conversions Push Mon 8:00 AM glm-5.3
Sends recent completed shipments to Meta's Conversions API for ad optimization.
→ #ace-alerts
Weekly Git Review Mon 10:00 AM ET glm-5.3
Summarizes the week's workspace commits, flags anything needing review.
→ Telegram (Anthony)
Monthly Price Sheet Update 1st of month, 8:00 AM glm-5.3
Recomputes what-we-pay.html from wholesale + tier math and reports the diff for Anthony to paste into GHL.
→ Telegram (Anthony)
Also: notion-reset-lance-tasks 8:20 AM daily (resets Lance's Notion to-do list) · Monthly ad spend reminder 1st 10:15 AM · Weekly Goals Review Sun 6 PM (main session) · one-shot reminders as needed.
⚡
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 (55/60/65% tier math) during calls
VAPI Function Call
POST /new-lead
Zapier webhook — instant intro SMS to new leads. Supply-type matching, bilingual, GHL contact creation. 0 LLM cost
Zapier → Worker
POST /follow-up
Follow-up drip — disabled (replaced by OpenClaw Smart Follow-up crons)
Disabled
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
📞
VAPI Call Flow — How It All Connects
Inbound + Outbound
⬇️ Inbound Call (customer calls us)
Customer ────→ GHL (512-643-6823) ────→ VAPI (737-702-6080)
│
Step 1: VAPI sends POST / to Worker (assistant-request)
Worker → Airtable lookupCustomer(phone)
Worker → Returns context to VAPI (name, repeat status, agreed pricing, shipment history)
│
Step 2: VAPI AI talks to customer, may call getQuote(items)
VAPI AI → Worker getQuote() → Price data (tier math)
↳ AI quotes customer live on the call (e.g. "I can offer $165 per box")
│
Step 3: Call ends → VAPI Call Monitor picks it up within 15 min (vapi-poll.sh)
vapi-poll.sh → Airtable (update status + notes, create lead if new)
Call Monitor → GHL follow-up text (if no recent outbound)
Call Monitor → Slack #ace-alerts (call summary + DM Lance)
⬆️ Outbound Call (we call lead)
Trigger: OpenClaw cron runs vapi-outbound.sh (every 15 min, 10AM–7PM ET, Mon–Sat)
🔄 Merged May 1 — was vapi-quick-call.sh + vapi-outbound.sh, now unified 3-stage script
Stage 1: Quick call — Text=1, Call=0, 5-30min window (14hr at 10AM for overnight)
Stage 2: Follow-up — Text≥2, Call=0, first callback attempt
Stage 3: Final call — Text≥2, Call=1 → moves to No Response
Cron → Airtable (finds eligible Contacted leads) → VAPI API (create call)
Step 1: VAPI calls lead from (512) 488-1528 (Twilio outbound)
↳ Uses Outbound Agent (Elliot voice, different from Inbound Agent)
↳ Opens with "following up on the form you submitted"
│
Step 2: Same Worker flow as inbound — assistant request, function calls
│
Step 3: Call ends → VAPI Call Monitor processes it (vapi-poll.sh, every 15 min 8AM–9PM)
Call Monitor → Airtable (status + notes + GHL follow-up text)
Call Monitor → Slack #ace-alerts + DM Lance
↳ Voicemail detection → logs "no answer" if only AI spoke
↳ After 2 failed calls → moves lead to "No Response"
🏗️ Architecture — What Runs Where
VAPI (Cloud)
• Voice AI agent (inbound + outbound)
• Speech-to-text + text-to-speech
• Function call orchestration
• Sends webhooks to Worker
• Phones: 737-702-6080 (in), 512-488-1528 (out)
Cloudflare (Workers + Pages)
• ace-vapi-api worker: VAPI webhooks, customer lookup, getQuote()
• /new-lead: Zapier → instant intro SMS
• anthony-dashboard worker: KPI dashboard
• cron-workflow Pages: this map
• Zero cold start, global edge
OpenClaw (Hetzner VPS, Docker)
• 31 scheduled crons (this page) + main session (Anthony's chat)
• GHL Polling every 10 min + Stale Shipment Cleanup on claude-opus-4-8
• Everything else on zai/glm-5.3; Packing Day + Pipeline Pulse are plain scripts
• Delivery: Slack #ace-alerts (ops) · Telegram (Anthony-facing) · #ace-flags (needs a human)
• Prompts live in business/*-prompt.md; scripts in business/*.sh|py
💲
Pricing Architecture — How Offers Get Calculated
Override → Wholesale → Offer
⚡ Step 0: Override
price-overrides.json
• Manual overrides set by Anthony
• Only Anthony changes this file
• Checked FIRST before anything else
• If item matches → use this price, skip Steps 1-2
• Format: { "item": "G7 15 Day FT-012", "wholesalePrice": 95 }
📊 Step 1: Wholesale
wholesaler-price-list.md
• Auto-synced daily at 7 AM (Price Sync cron)
• Reflects what wholesalers actually pay us
• 4 CSV sources: FCM + W2 (3 sheets)
• Sync NEVER overwrites override items
• Ask / NT ATM = not available
🧮 Step 2: Offer
Calculated at quote time
• Standard / Returning / VIP = 55% / 60% / 65% of top-mint-tier wholesale
• 50% / 55% / 60% when the wholesale source is PATH (PATH prints high)
• Lancets: not bought at all since 9/15 (any brand)
• Overrides may pin fixed customer tiers (e.g. Skyrizi $1500/$1600/$1800)
• GHL Poll cron, VAPI getQuote() and the monthly what-we-pay sheet all use this math
🔀 Pricing Lookup Flow (GHL Poll + VAPI Worker)
Customer asks price ──→ Read price-overrides.json ──→ Match found?
YES → Use override wholesalePrice → calculate 55-70% offer → DONE
NO → Read wholesaler-price-list.md → get wholesale price → calculate 55-70% offer → DONE
⚠️ Daily Price Sync cron (7 AM) fetches fresh CSVs from wholesalers → updates wholesaler-price-list.md → but NEVER overwrites items in price-overrides.json (noted in Slack if CSV differs)
📋 Active Overrides (price-overrides.json, as of 9/3/26 — voided entries omitted)
Skyrizi (all strengths)
Fixed tiers $1500 / $1600 / $1800 never recomputed from wholesale
Set: 9/1
Lancets (all brands)
Not buying any brand, any count — margin too thin
Set: 9/15
FS Lite Institutional 50ct
Wholesale $13
Set: 7/31
Accu-Chek Guide 50ct
Wholesale $14 retail · $8 yellow-tag OTC
Set: 7/24
Eliquis
Wholesale $110
Set: 7/19
FS Lite 100ct
Wholesale $40 $20/box offer, PATH-anchored
Set: 7/16
G7 15-Day STP-FT-016
Wholesale $65
Set: 7/16
Trelegy
Wholesale $150
Set: 7/11
Dupixent 300mg/2 mL
Wholesale $250
Set: 6/20
Repatha SureClick
Wholesale $150 sheet shows $0
Set: 4/15
Void rule: an override dies when a wholesaler's live price is higher than it. Only Anthony edits this file.
⚙️
Daily Timeline (America/New_York)
31 crons · what fires when
Always running
every 10 min — GHL Polling (7 AM–3 AM, opus-4-8)
every 15 min — Smart Contacted Follow-up (9–6)
every 30 min — Smart Quoted Follow-up (9–6)
every 15 min — VAPI Outbound Caller (10–7 Mon–Sat)
every 15 min — VAPI Call Monitor (8–9)
1 PM, 5 PM — Deal Integrity (owners + stale Deal Made)

Morning
6:00 AM — Airtable Daily Backup
6:00 AM — Dashboard Daily Refresh
7:00 AM — Prompt & Docs Consistency Audit (Mondays)
7:30 AM — Wholesaler Price Sync
7:30 AM — Airtable Daily Maintenance
7:35 AM — VAPI Price Sync
8:00 AM — Meta Conversions Push (Mondays)
8:00 AM — Monthly Price Sheet Update (1st of month)
8:05 AM — New Lead Backstop
8:20 AM — notion-reset-lance-tasks
8:30 AM — SMS Retry Ladder
8:45 AM — Ops Health Check (Telegram)
10:00 AM — Shipping Nudge (Mon–Sat; day 4–13 + last call day 21–30)
10:00 AM — Delivery Monitor (then 12, 2, 4, 6 PM Mon–Fri; Sat 10 only)
10:00 AM — Weekly Git Review (Mondays, Telegram)
10:15 AM — Monthly ad spend reminder (1st of month)
10:35 AM — Nurture Check-in (also 1:35, 4:35 PM)
10:45 AM — Repeat Customer Follow-up
11:30 AM — Packing Day Reminder (Mon–Sat, script only)

Midday / Afternoon
12:00 PM — Stale Shipment Cleanup (Tue–Sat, opus-4-8, no customer contact)
12:30 PM — VAPI Daily Review (Telegram)
1:00 PM — Pipeline Pulse (silent unless broken; again 5 PM)

Evening / Weekly
6:00 PM — Weekly Goals Review (Sundays, main session)
9:00 PM — Conversation Audit (Telegram)