Crefair is the unified platform for CRAWA — AI, deterministic workflows, user interfaces, client portal, operations dashboard, and everything else the business needs to run. This is the single source of truth for what we're building. It grows as new requirements surface and is updated as features ship. Nothing gets lost.
Seven delivery streams. Each feature below maps to one.
Stage 1 (map current state) → Stage 2 (design Crefair-optimised version) for every core business process that runs through AroFlo. The foundation all other workstreams build on.
Optimised quoting flow — structured field capture → agent assembly → expert approval. Eliminates VA bottleneck.
PWA replacing AroFlo's mobile portal for on-site data capture — structured notes, checklists, photos, readings, asset custom fields.
Crefair's client-facing surface — visibility (job status, assets, reports), service requests (callouts, quotes), job interaction (notes, POs, signoff), account & site management, document exchange.
Professional PDF output — service reports, quotes, invoices, asset reports — matching/exceeding competitor standard (Fridgair, Westcool).
Central command — senior-management KPIs fused with agent observability and operational metrics. Role-based default views.
The foundations Crefair runs on — AroFlo connector, Cloudflare hosting, PDF engine, supplier data pipelines, authentication, API permissions.
Every deliverable we've identified, ordered by workstream. IDs are stable — use them in conversation and commits.
| ID | Feature | Description | Priority | Status | Depends on | |
|---|---|---|---|---|---|---|
| AroFlo Process Optimisation | ||||||
| PRC-01 | Quoting process | Stage 1: current-state mapped (5 actors, 11 steps, 4 rework loops — validated). Stage 2: initial optimised design proposed (3 actors, 6 steps). Needs further validation and refinement. | P1 | Active | — | |
| PRC-02 | Task / job lifecycle | End-to-end job flow: creation → assignment → dispatch → execution → completion → close-out. Includes reactive callouts and scheduled maintenance paths. | P1 | Planned | — | |
| PRC-03 | Invoicing & payments | Job completion → invoice generation → client delivery → payment collection → reconciliation. Identify where manual steps can be automated or eliminated. | P1 | Planned | PRC-02 | |
| PRC-04 | Purchasing & procurement | PO creation → approval → supplier dispatch → goods receipt → bill matching. Covers both field-raised POs and office-raised POs. | P2 | Planned | — | |
| PRC-05 | Scheduling & dispatch | Recurring maintenance scheduling, reactive dispatch, tech assignment and route logic. How work gets to the right tech at the right time. | P1 | Planned | — | |
| PRC-06 | Asset management | Asset register maintenance, inspection workflows, maintenance history tracking, lifecycle management. How assets are created, updated, and tracked across service visits. | P1 | Planned | — | |
| PRC-07 | Inventory & stock | Workshop stock levels, van stock, replenishment triggers, stocktake process. Covers both warehouse inventory and field consumables. | P2 | Planned | — | |
| PRC-08 | Client management | Client onboarding, site setup, contact maintenance, contract management. How new clients and sites get into the system and stay current. | P2 | Planned | — | |
| PRC-09 | Work orders & projects | Multi-task groupings, project-level tracking, stage gates. How larger scopes of work are managed across multiple tasks and visits. | P2 | Planned | — | |
| PRC-10 | Timesheets & labour | Labour capture, timesheet approval, payroll feed. How tech time on jobs gets recorded, verified, and pushed to payroll. | P2 | Planned | — | |
| Infrastructure | ||||||
| INF-01 | AroFlo API connector | HMAC-SHA512 signed connector for tasks, clients, locations, assets, inventory. Postman collection saved. | P1 | Active | — | |
| INF-02 | AroFlo API user permissions | Fix restricted permissions — assets, locations, inventory endpoints currently blocked for the API user. | P1 | Blocked | INF-01 | |
| INF-03 | Cloudflare zone & DNS | crefair.com.au zone on Cloudflare. GoDaddy nameservers pointed. Hosting base for all web UIs. | P1 | Propagating | — | |
| INF-04 | Cloudflare Pages deployment | Crefair hosting — Pages project for PWA, client portal and dashboard on crefair.com.au subdomains. | P1 | Planned | INF-03 | |
| INF-05 | PDF rendering engine | HTML→PDF pipeline (Puppeteer on Cloudflare Workers or equivalent). Template-driven, CRAWA-branded output. | P2 | Planned | INF-04 | |
| INF-06 | Supplier price index | Structured price data from key suppliers — enables agent to pull current part costs during quote assembly. | P2 | Planned | — | |
| INF-07 | Authentication & role system | Crefair-wide auth — field PWA, client portal and dashboard. Role-based access: tech, office expert, manager, client. | P2 | Planned | INF-04 | |
| Quoting & Estimation | ||||||
| QTE-03 | Agent: quote assembly | Agent takes structured field notes + asset history + supplier pricing → assembles draft quote (parts, labour, narrative). | P1 | Planned | PRC-01 INF-01 INF-06 FLD-01 | |
| QTE-04 | Expert review & approval UI | Single approval gate — office expert reviews agent-assembled quote, edits if needed, approves to send. | P1 | Planned | QTE-03 INF-04 | |
| QTE-05 | Asset history service | Structured query against AroFlo — prior tasks, parts used, notes on a given asset. Feeds quote context. Not RAG. | P2 | Planned | INF-01 INF-02 | |
| QTE-06 | Auto-schedule follow-up | On quote approval, agent auto-creates follow-up task in AroFlo with correct scheduling and assignment. | P3 | Planned | QTE-04 INF-01 | |
| Field Technician UI | ||||||
| FLD-01 | Structured field capture PWA | Mobile-first PWA for techs on site. Replaces AroFlo mobile portal's clunky multi-step entry. Structured notes, not free text. | P1 | Planned | INF-04 INF-07 | |
| FLD-02 | Per-asset checklist engine | Configurable checklist per asset type (cold room, split system, evap cooler, etc.). Pass/fail, readings, notes per item. Mirrors Fridgair/Westcool standard. | P1 | Planned | FLD-01 | |
| FLD-03 | Photo capture & annotation | In-app camera → photo attached to specific asset + checklist item. Inline in reports (Westcool pattern). | P1 | Planned | FLD-01 | |
| FLD-04 | Labour time capture | Start/stop timer or manual entry for labour hours per task. Feeds quote and invoice generation. | P2 | Planned | FLD-01 | |
| FLD-05 | Purchase order creation | Tech raises PO from field — parts selected from supplier index, approval routed to office. | P2 | Planned | FLD-01 INF-06 | |
| FLD-06 | Client card access | Tech views client details, site contacts, access instructions and special requirements from field. | P2 | Planned | FLD-01 INF-01 | |
| FLD-07 | Asset custom fields display | Tech sees all AroFlo custom fields for the asset on-site — make, model, serial, refrigerant type, location, history. | P1 | Planned | FLD-01 INF-02 | |
| FLD-08 | Offline / low-signal support | PWA works offline — caches task data, queues submissions, syncs when connectivity returns. Critical for roof/plant room access. | P2 | Planned | FLD-01 | |
| FLD-09 | Digital forms & compliance | SWMS, JSAs, site inductions, signoff forms — digital capture replacing paper. Attached to task record. | P3 | Planned | FLD-01 | |
| Branded Document Generation | ||||||
| PDF-01 | Service report template | Maintenance/service report — cover page summary, one-page-per-asset detail, checklist results, photos, defect cards, technician signoff. Exceeds Fridgair/Westcool standard. | P1 | Planned | INF-05 FLD-02 | |
| PDF-02 | Quote PDF template | Professional branded quote — scope, line-item pricing, terms, validity. Generated from agent-assembled data. | P1 | Planned | INF-05 QTE-03 | |
| PDF-03 | Invoice PDF template | Branded invoice matching quote format — consistent visual identity across all client-facing documents. | P2 | Planned | INF-05 | |
| PDF-04 | Asset report template | Per-asset report pulling custom fields — type, make, model, serial, location, maintenance history, readings trend, photos. Client-facing. | P2 | Planned | INF-05 QTE-05 | |
| PDF-05 | Defect severity system | Colour-coded defect scale (critical → recommendation → informational) with badges. Matches Westcool's visual hierarchy — clients scan for red. | P2 | Planned | FLD-02 | |
| Client Portal — Visibility | ||||||
| CLI-01 | Job status & sub-status view | Client sees live status of their jobs — scheduled, in progress, awaiting parts, complete, invoiced. Real-time push from AroFlo task status. | P1 | Planned | INF-04 INF-07 INF-01 | |
| CLI-02 | Asset register view | Client sees their full asset register — pass/fail status per asset, last service date, next scheduled. The live version of Fridgair's page-1 summary table. | P1 | Planned | CLI-01 INF-02 | |
| CLI-03 | Report download & history | Client downloads branded PDF reports for any past job. Full history of service reports, quotes, invoices. | P2 | Planned | CLI-01 PDF-01 | |
| CLI-04 | Defect & recommendation tracker | Client sees open defects/recommendations across their sites — severity, status, linked quotes. Drives proactive maintenance conversations. | P2 | Planned | CLI-02 PDF-05 | |
| CLI-05 | Maintenance schedule view | Client sees upcoming scheduled maintenance across all their sites — next visit dates, scope, assigned tech. Reduces inbound "when are you coming?" calls. | P2 | Planned | CLI-01 INF-01 | |
| Client Portal — Service Requests | ||||||
| CLI-10 | Reactive callout request | Client submits a callout — selects site, asset (if known), describes fault/symptoms, indicates urgency. Creates task in AroFlo, triggers CRAWA dispatch. | P1 | Planned | CLI-01 INF-01 | |
| CLI-11 | Quote request | Client requests a new quote — describes scope of work, selects site/assets, attaches reference documents. Feeds into quoting workflow. | P1 | Planned | CLI-01 QTE-03 | |
| CLI-12 | Warranty claim submission | Client lodges a warranty claim against a prior job — selects original task, describes issue, attaches photos. Routed to office for review. | P3 | Planned | CLI-01 CLI-03 | |
| Client Portal — Job Interaction | ||||||
| CLI-20 | Job notes & messaging | Client adds comments or questions to an active job — threaded conversation visible to CRAWA office. Replaces email/phone tag. | P1 | Planned | CLI-01 | |
| CLI-21 | Purchase order entry | Client provides their PO number against a job or approved quote. Stored against the AroFlo task, appears on invoice. | P1 | Planned | CLI-01 | |
| CLI-22 | Job completion signoff | Client reviews completed work and signs off — confirms satisfaction or flags issues. Digital signature capture. Triggers invoicing workflow. | P2 | Planned | CLI-01 PDF-01 | |
| CLI-23 | Job feedback & rating | Client rates completed jobs (quality, timeliness, communication). Feeds internal quality metrics on dashboard. | P3 | Planned | CLI-22 | |
| Client Portal — Quotes & Invoices | ||||||
| CLI-30 | Quote review & approval | Client reviews quote PDF inline, approves/rejects/requests revision with comments. Provides PO number on approval. Status syncs to AroFlo. | P1 | Planned | CLI-01 QTE-04 PDF-02 | |
| CLI-31 | Quote revision request | Client requests changes to a quote — line-item queries, scope changes, alternative options. Threaded against original quote. Routes back to office expert. | P2 | Planned | CLI-30 | |
| CLI-32 | Invoice view & history | Client views all invoices — outstanding, paid, overdue. Download as PDF. Links back to original job and quote. | P2 | Planned | CLI-01 PDF-03 | |
| Client Portal — Account & Site Management | ||||||
| CLI-40 | Site access details | Client maintains site access info — key/code locations, security contacts, parking, restricted hours, safety requirements. Visible to techs via field PWA. | P1 | Planned | CLI-01 | |
| CLI-41 | Site contact management | Client adds/edits contacts per site — who to call on arrival, after-hours contact, facilities manager, accounts payable. Syncs to AroFlo. | P1 | Planned | CLI-01 INF-01 | |
| CLI-42 | Billing details management | Client updates billing address, ABN, payment terms, accounts payable contacts. Changes sync to AroFlo client record. | P2 | Planned | CLI-01 INF-01 | |
| CLI-43 | Portal user management | Client admin invites/removes users from their own organisation's portal access. Sets roles (viewer, approver, admin). | P2 | Planned | CLI-01 INF-07 | |
| CLI-44 | Site add/remove requests | Client requests to add a new site or decommission an existing one. Triggers CRAWA setup process (asset register, schedule, access details). | P3 | Planned | CLI-41 | |
| Client Portal — Documents | ||||||
| CLI-50 | Document upload | Client uploads specs, floor plans, compliance certificates, previous reports. Attached to site or asset record. Available to techs in field. | P2 | Planned | CLI-01 | |
| CLI-51 | Compliance document countersign | Client reviews and countersigns SWMS, induction forms, or other compliance documents digitally. Stored against task record. | P3 | Planned | CLI-50 FLD-09 | |
| Operations Dashboard | ||||||
| DSH-01 | Senior management KPIs | Revenue, job volume, quote conversion, margin, WIP ageing — the numbers Joel and Richard need at a glance. | P1 | Planned | INF-01 INF-04 | |
| DSH-02 | Agent observability | What the agent did, what it's working on, success/fail rates, queue depth, items awaiting human review. | P1 | Planned | DSH-01 QTE-03 | |
| DSH-03 | Operational dispatch view | Today's jobs, tech locations, unassigned work, overdue tasks. The office coordinator's working screen. | P2 | Planned | DSH-01 | |
| DSH-04 | Role-based default views | Each role (MD, COO, coordinator, tech lead) lands on their view by default. Configurable. | P2 | Planned | DSH-01 INF-07 | |
| DSH-05 | VA redeployment tracking | Track hours freed by automation — VA's time shifted from quote assembly to higher-value work. Proves ROI. | P3 | Planned | DSH-02 | |
How to read this register.
PRC-## — Process optimisationINF-## — InfrastructureQTE-## — QuotingFLD-## — Field UIPDF-## — Document genCLI-## — Client portalDSH-## — DashboardCritical path — what unblocks what. Read left to right.
Layer 0 — No dependencies (start here)
PRC-01 Quoting process 🔵 active
PRC-02 Job lifecycle
PRC-04 Purchasing
PRC-05 Scheduling
PRC-06 Asset management
PRC-07 Inventory
PRC-08 Client management
PRC-09 Work orders
PRC-10 Timesheets
INF-01 AroFlo connector 🔵 active
INF-03 Cloudflare zone ⏳ propagating
INF-06 Supplier price index
Layer 1 — Depends on Layer 0
PRC-03 Invoicing → PRC-02
INF-02 API permissions → INF-01 ⛔ BLOCKED
INF-04 Pages deployment → INF-03
Layer 2 — Depends on Layer 1
INF-05 PDF engine → INF-04
INF-07 Auth system → INF-04
FLD-01 Field PWA → INF-04, INF-07
DSH-01 Mgmt KPIs → INF-01, INF-04
QTE-05 Asset history → INF-01, INF-02
Layer 3 — Depends on Layer 2
FLD-02 Checklist engine → FLD-01
FLD-03 Photo capture → FLD-01
FLD-04 Labour capture → FLD-01
FLD-05 PO creation → FLD-01, INF-06
FLD-06 Client card → FLD-01, INF-01
FLD-07 Asset fields → FLD-01, INF-02
FLD-08 Offline support → FLD-01
FLD-09 Digital forms → FLD-01
QTE-03 Agent assembly → PRC-01, INF-01, INF-06, FLD-01
CLI-01 Job status view → INF-04, INF-07, INF-01
DSH-02 Agent observ. → DSH-01, QTE-03
DSH-03 Dispatch view → DSH-01
DSH-04 Role views → DSH-01, INF-07
Layer 4 — Depends on Layer 3
QTE-04 Expert review UI → QTE-03, INF-04
PDF-01 Service report → INF-05, FLD-02
PDF-02 Quote PDF → INF-05, QTE-03
PDF-03 Invoice PDF → INF-05
PDF-04 Asset report → INF-05, QTE-05
PDF-05 Defect system → FLD-02
CLI-02 Asset register → CLI-01, INF-02
CLI-05 Schedule view → CLI-01, INF-01
CLI-10 Callout request → CLI-01, INF-01
CLI-11 Quote request → CLI-01, QTE-03
CLI-20 Job notes → CLI-01
CLI-21 PO entry → CLI-01
CLI-40 Site access → CLI-01
CLI-41 Site contacts → CLI-01, INF-01
CLI-50 Doc upload → CLI-01
DSH-05 VA tracking → DSH-02
Layer 5 — Depends on Layer 4
QTE-06 Auto-schedule → QTE-04, INF-01
CLI-03 Report download → CLI-01, PDF-01
CLI-04 Defect tracker → CLI-02, PDF-05
CLI-22 Job signoff → CLI-01, PDF-01
CLI-30 Quote approval → CLI-01, QTE-04, PDF-02
CLI-32 Invoice history → CLI-01, PDF-03
CLI-42 Billing mgmt → CLI-01, INF-01
CLI-43 Portal users → CLI-01, INF-07
CLI-44 Site add/remove → CLI-41
CLI-12 Warranty claim → CLI-01, CLI-03
CLI-51 Compliance sign → CLI-50, FLD-09
Layer 6 — Depends on Layer 5
CLI-23 Job feedback → CLI-22
CLI-31 Quote revision → CLI-30
Things we know we don't know yet. Add here as they surface.
| # | Area | Question | Affects | Status |
|---|---|---|---|---|
| Q-01 | AroFlo | What permissions does CRAWA's AroFlo admin need to grant the API user for asset/location/inventory access? | INF-02 | Open |
| Q-02 | Field UX | What is the exact sequence techs currently go through in the AroFlo portal to capture on-site data? (Need to map before we can replace.) | FLD-01 | Parked |
| Q-03 | Checklists | How many distinct asset types does CRAWA service, and what checklist items apply to each? Need AroFlo asset type taxonomy. | FLD-02 | Open |
| Q-04 | Supplier data | Which suppliers provide structured price lists (CSV, API, portal scrape)? What's the update frequency? | INF-06 | Open |
| Q-05 | Branding | Does CRAWA have a brand style guide, logo files (SVG/PNG), and colour palette for client-facing documents? | PDF-01 PDF-02 | Open |
| Q-06 | Client access | How will clients authenticate to the portal? Email magic link, SSO, password? What client data lives in AroFlo vs elsewhere? | CLI-01 INF-07 | Open |
| Q-07 | Compliance | Which compliance forms (SWMS, JSA, induction) does CRAWA use today, and are they standardised or client-specific? | FLD-09 | Open |