♠️ Ace Diabetic Supply

Cron Workflow Map — Updated April 14, 2026

📥
Lead Intake
Zapier → Worker (0 LLM cost)
Automated Flow
FB Lead Ad → Zapier → Airtable (New) → Worker /new-lead → GHL SMS (instant intro)
    ↳ Bilingual (Spanish name detection), supply-type matching, price-anchored intros
    ↳ 90s delay before text (feels human)
Backup (LLM-powered)
hybrid-outreach.sh — 8AM catch for overnight leads that fell through (cron-based)
🔄
Lead Lifecycle
6 crons
CONTACTED (intro sent)
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 Every 30min 9AM-8PM glm-5.1
Day 1-2: friendly check · Day 3-5: value nudge · Day 7-10: direct ask · Day 14+: close out · 5 leads/run
→ #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 · 5 leads/run
→ #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
🌱
Nurture
1 cron
Nurture Follow-up 10:30AM + 1:30PM + 4:30PM glm-5.1
Soft 30-day check-ins for leads not ready to sell yet
⚡
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
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 (55% of wholesale)
↳ AI quotes customer live on the call (e.g. "I can offer $165 per box")
│
Step 3: Call ends → VAPI sends end-of-call-report to Worker
Worker → OpenRouter GLM-5.1 classifyCall() (Quoted / Contacted / Dead / Nurture)
Worker → Airtable (update status + notes)
Worker → Slack #ace-alerts (call summary + DM Lance)
Worker → Creates new Airtable lead if new caller
⬆️ Outbound Call (we call lead)
Trigger: OpenClaw cron runs vapi-quick-call.sh (every 15 min, 10AM-7PM)
Cron → Airtable (finds Contacted leads w/ 3+ texts, no reply) → 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: End-of-call report → same Worker processing
Worker → GLM-5.1 classifyCall()
Worker → Airtable (status + notes)
Worker → Slack #ace-alerts
↳ 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 Worker
• Receives VAPI webhooks
• Customer lookup (Airtable)
• Quote calculation (price data)
• Call classification (GLM-5.1 via OpenRouter)
• New lead outreach (Zapier → /new-lead)
• Zero cold start, global edge
OpenClaw (MacBook)
• GHL Polling cron (every 15 min)
• VAPI Quick Call cron (triggers outbound)
• Smart Follow-up crons
• Delivery / Shipping monitors
• Main session (Anthony's chat)
• All LLM calls via OpenRouter GLM-5.1
💲
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
• 55% of wholesale (standard)
• Up to 70% (VIP / repeat / tough negotiation)
• Profit check: wholesale − offer − $12 shipping
• <$50 profit = BLOCK, $50-74 = thin, $75+ = go
• GHL Poll cron + Worker both use this flow
🔀 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)
Skyrizi
Wholesale: $600 (was NT ATM in sheet)
Set: 4/12
G7 15 Day STP-FT-012
Wholesale: $95 (sheet says Ask)
Set: 4/14
⚙️
Backend & Maintenance
Staggered Morning Schedule
System Backups & Checks
6:00 AM — Airtable Daily Backup
6:45 AM — Daily Health Check

Data & Prompt Synchronization (Staggered to prevent LLM timeouts)
7:00 AM — Wholesaler Price Sync (Pulls from sheet)
7:05 AM — Airtable Daily Maintenance (+5m offset)
7:35 AM — VAPI Price Sync (+5m offset from GHL Poll)

Morning Action Catch-Up
8:05 AM — New Lead Outreach (+5m offset)
10:00 AM — Shipping Follow-up
10:05 AM — Kit Tracker (+5m offset)
10:10 AM — Delivery Check Reminder (+10m offset)
10:15 AM — Monthly Ad Spend Reminder (1st of month)
10:35 AM — Nurture Check-in (+5m offset)
10:45 AM — Repeat Customer Follow-up (+15m offset)

Evening Audits
9:00 PM — Conversation Audit
9:00 PM — Daily Summary