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# smb-online — Documentation
Operator-facing documentation for the whole system: what exists, how the pieces talk to each
other, and where to look when something needs changing. For pitch/positioning copy see
`README.md`; for open work see `TODO.md`; for day-to-day operator procedure see `playbooks/`.
## 1. What this is
A productized service that gets local small businesses (SMBs) online: **landing page + online
booking + lead capture + light automation**, run by one operator on a homelab. Every lead,
client, booking and invoice is tracked centrally so nothing falls through the cracks.
Originally scoped as two fixed delivery tiers (**Tier A** = free Google stack, **Tier B** =
self-hosted/privacy). That coupling is being unwound (see `TODO.md`): tier is now an internal
effort/price signal chosen per client, not a property baked into the public demos. In practice,
booking has already converged on one shared self-hosted service (Easy!Appointments, §4.3) for
every client regardless of tier.
## 2. Architecture
```
┌────────────────────────────────────────────┐
│ Postgres (smb-db) │
│ clients · leads · projects · bookings · │
│ invoices · activity_log — SOURCE OF TRUTH │
└───────────────▲───────────────┬────────────┘
│ SQL │ one-way mirror
JSON API │ ▼
┌────────────────────┴───────┐ ┌───────────────────┐
│ smb-crm (Flask, backoffice)│ │ Google Sheets │
│ onboard.mivanchenko.de/crm │ │ (human overview, │
│ dashboard + CRUD + iCal │ │ Looker Studio) │
└────────────────────▲─────────┘ └───────────────────┘
│ HTTP (CRM_API_TOKEN)
│
┌────────────────────┴─────────────────────────────┐
│ n8n │
│ lead-intake · onboarding · booking-sync · │
│ renewal-reminder (n8n.mivanchenko.de) │
└───────────▲───────────────────────▲──────────────┘
│ webhook │ webhook
┌──────────────┴───────────┐ ┌─────────┴────────────────┐
│ Landing pages / demos │ │ Easy!Appointments │
│ (lead form, callback │ │ booking.mivanchenko.de │
│ widget) — demos.*, and │ │ (shared, one instance, │
│ each client's own site │ │ one service+provider │
│ (client-<slug> container)│ │ per client) │
└───────────────────────────┘ └───────────────────────────┘
```
**Postgres is the source of truth.** Google Sheets used to be authoritative; the back-office
rewrite (2026-06-25) flipped that — the DB now owns writes, and Sheets is a best-effort,
one-way projection kept for the human-readable overview and the Looker Studio dashboard. See
`backoffice/app/db.py` (schema/contract), `backoffice/app/sheets.py` (mirror client).
Everything routes through **Caddy** on the homelab (TLS + basic-auth + reverse proxy) and a
shared external `proxy` Docker network. Compose groups (§4) are independent projects that only
share that network — see `deploy/clients/README.md` for the full picture.
## 3. Data model
Six entities, defined once in `backoffice/app/db.py::TABLES` and mirrored 1:1 into
`backoffice/db/init.sql` (Postgres) and Google Sheets tabs (`sheets/SCHEMA.md`):
| Entity | PK | Purpose |
|---|---|---|
| `clients` | `client_id` (`C-####`) | The client roster — tier, status (`lead→onboarding→active→paused→churned`), billing, renewal date, `vault_ref` (pointer into Vaultwarden, never a password), `stack_notes` (free text — hosting/booking details, e.g. the EA embed URL). |
| `leads` | `lead_id` (`L-<epoch-ms>`) | Every inbound lead/callback request across all sites. `status`: `new→contacted→qualified→won/lost`. |
| `projects` | `project_id` (`P-<epoch-ms>`) | Per-client deliverable/checklist tracking, auto-created on onboarding. |
| `bookings` | `booking_id` | Every appointment, synced from Easy!Appointments via `booking-sync`. |
| `invoices` | `invoice_id` | Billing records (manual today — no automated invoicing workflow yet). |
| `activity_log` | `id` (serial) | Append-only audit trail; every mutation (API or workflow) writes one row. |
`db.coerce_row()` is the single place that types/normalizes incoming values (dates, timestamps,
numbers, booleans) so the CRUD API, the n8n ingest path and the one-time Sheets importer can never
drift on types.
## 4. Components
### 4.1 `backoffice/` — CRM API + operator dashboard
Flask app (`app.py`) + `waitress`, backed by Postgres (`smb-db`, `postgres:16-alpine`).
- `GET /api/<entity>` — list (no auth; page itself sits behind Caddy basic-auth).
- `POST /api/<entity>` — create. Requires header `X-CRM-Token: $CRM_API_TOKEN`. Auto-assigns
`client_id`/`lead_id`/`project_id`, `created_at`/`received_at`, default `status`, and computes
`renewal_date` from `start_date` + `billing_cycle` (monthly/yearly) when omitted.
- `PATCH /api/<entity>/<id>` — partial update, same auth.
- `DELETE /api/<entity>/<id>` — delete, same auth.
- `POST /api/sync` — force a full DB→Sheets resync of every tab (same auth).
- `GET /api/bookings.ics` — read-only iCal feed for calendar apps (Apple/Google Calendar can't
send custom headers, so this is gated by a separate `?token=$ICS_TOKEN` query param instead of
the header token). Supports `?client_id=` to scope to one client.
- `GET /healthz` — DB connectivity check.
- `GET /` — the dashboard (`static/index.html`; currently **Leads** and **Clients** tabs only —
read + add (+Neu) + edit (✎) + delete (🗑), all token-gated, all audit-logged).
Every write is audit-logged to `activity_log` and enqueues an async, best-effort mirror of that
entity (and of `activity_log` itself) into the linked Google Sheet — mirror failures never fail
the DB write (`mirror_async` / `_mirror_worker` in `app.py`).
`import_from_sheets.py` is a one-time, idempotent bootstrap (upsert by PK) used only to seed
Postgres from the pre-existing Sheet; after that the Sheet is purely downstream.
Run locally: `docker compose -f backoffice/docker-compose.yml up` (needs `.env` from
`backoffice/.env.example` + a service-account JSON mounted at `./secrets/gcp-sa.json`).
### 4.2 `templates/landing/` — landing pages & demos
Static, self-contained HTML (no build step). `templates/landing/index.html` is the public
chooser (also carries the "Rückruf" callback-request popup, wired to the lead-intake webhook).
- `demo-tier-a/`, `demo-tier-b/`, `demo-pizzeria/` — the three neutralized (stack-agnostic)
outreach demos: barbershop, physio practice, pizzeria w/ online ordering.
- `preview-*/` — one-off rebrands used as personalised outreach hooks (see
`playbooks/outreach.md`) or as seeds for a real client site (see `new-client.sh`).
- Lead/callback forms POST directly (client-side `fetch`) to
`https://n8n.mivanchenko.de/webhook/lead-intake`; booking widgets embed/link to the shared
Easy!Appointments instance.
- Publicly hosted at `demos.mivanchenko.de` (see §4.4).
### 4.3 `deploy/booking/` — shared booking service
One shared **Easy!Appointments** instance (PHP + MariaDB) for *all* clients — a client is
modeled as an EA "service" + "provider" pair, not a separate stack. Routed at
`booking.mivanchenko.de`. Ships with two host overrides applied read-only into the container:
`frontend.css` (recolors the widget to match brand, compacts layout for iframe embedding) and
`booking_layout.js` (reports rendered height to the embedding page for auto-fit). Both must be
re-synced from upstream whenever the EA image is upgraded, since production
(`DEBUG_MODE=FALSE`) serves the `.min.*` bundles that these files override.
A booking event fires a webhook → n8n `booking-sync` → `POST /api/bookings` on the CRM → Telegram
notification to the operator.
### 4.4 `deploy/` — hosting topology
Everything below shares the external `proxy` Docker network (Caddy reaches each container by its
Compose service name):
| Compose group | What | Domain | Cardinality |
|---|---|---|---|
| `backoffice/docker-compose.yml` | `smb-db` + `smb-crm` | `onboard.mivanchenko.de/crm` | one, shared |
| *(external, not in this repo)* | n8n + Postgres + Redis | `n8n.mivanchenko.de` | one, shared |
| `deploy/booking/` | Easy!Appointments + MariaDB | `booking.mivanchenko.de` | one, shared |
| `deploy/smb-demos/` | Apache serving `templates/landing/` | `demos.mivanchenko.de` | prospect previews |
| `deploy/clients/<slug>/` | one `nginx:alpine` static site | client's own domain (wildcard `*.mivanchenko.de` or client-owned) | **one per signed client** |
Only the client-facing sites multiply — everything else stays a single shared instance.
`deploy/clients/new-client.sh <slug> <domain> [source-site-dir]` scaffolds a new isolated client
folder from `deploy/clients/_template/` (fills `.env`, seeds `site/`) and prints the Caddy block
+ deploy commands. `docker compose down` in a client's folder removes exactly that client and
nothing else (clean offboarding).
`deploy/backup/smb-db-backup.sh` — daily cron job on the homelab: `pg_dump`s `smb-db`, gzips,
keeps the 14 most recent dumps in `/home/mivanchenko/backups/smb-crm/`.
### 4.5 `n8n/` — automation workflows (exported JSON)
| Workflow | Trigger | Does |
|---|---|---|
| `lead-intake.json` | webhook | Normalize a lead payload → `POST /api/leads` → Telegram notify. Used by every demo/client lead form and the callback widget. |
| `onboarding.json` | webhook (`onboard.mivanchenko.de` form) | Compute client+project rows → `POST /api/clients` → `POST /api/projects` → Telegram notify → **provision Easy!Appointments** (create service, create provider with a generated login, build the booking embed URL) → `PATCH` the client's `stack_notes` with that embed URL + EA login. Fully automates "sign a client" end to end. |
| `booking-sync.json` | webhook (EA) | Normalize a booking event → `POST /api/bookings` → Telegram notify. |
| `renewal-reminder.json` | daily 08:00 schedule | Read `Clients` from Sheets → find renewals due soon → Telegram notify → append a row to `Activity Log`. **Note:** still reads from the Sheets mirror rather than the DB directly — safe today because the mirror is kept current, but a re-point to the DB would remove that indirection. |
n8n itself (the workflow engine + its own Postgres/Redis) is **not** part of this repo — it's a
separate, already-running compose stack on the homelab; only the exported workflow definitions
live here.
### 4.6 `sheets/SCHEMA.md` — Sheets mirror spec
Describes the Google Sheets workbook (`SMB-Online — CRM`) that Postgres mirrors into: one tab per
entity, headers matching column names (n8n / the mirror map by header). Also specifies the
**Looker Studio** dashboard built on top of it (pipeline by status, MRR, renewals due in 30 days,
recent leads) — the dashboard itself lives in Google, not in this repo.
### 4.7 `playbooks/` — operator procedure
- `outreach.md` — how to find prospects, build a personalised preview in ~20 min, and reach out
(email/DM/phone scripts in German).
- `lead-to-customer.md` — the full lifecycle once a lead exists: qualify → close → run the
onboarding form → build/ship the real site → tune booking → hand over → go live → track renewal.
- `tier-a-google.md` / `tier-b-selfhosted.md` — per-tier setup checklists and suggested pricing.
## 5. Environments, secrets, and how to run things
Secrets are never committed (`.env`, `*.secret`, `.secrets/`, `credentials/`,
`backoffice/secrets/`, `stacks/**/.env` are gitignored — see `.gitignore`). Each deployable has
its own `.env.example` to copy from:
| File | Fills |
|---|---|
| `backoffice/.env.example` | `DB_PASSWORD`, `CRM_API_TOKEN`, `SHEET_ID` (+ a service-account JSON mounted at `secrets/gcp-sa.json`, not example-tracked) |
| `deploy/booking/.env.example` | `EA_DB_PASSWORD`, `EA_DB_ROOT_PASSWORD` |
| `deploy/clients/_template/.env.example` | `CLIENT_SLUG`, `CLIENT_DOMAIN` (per-client, generated by `new-client.sh`) |
Local dev (no build tooling needed anywhere in this repo):
```bash
# Demos — self-contained HTML, open directly or serve the folder:
python3 -m http.server 8080 --directory templates/landing
# Back office (needs Postgres + a Google service account):
docker compose -f backoffice/docker-compose.yml up
```
Production deploys are `docker compose up -d` per Compose group on the homelab, fronted by Caddy;
see `deploy/clients/README.md` and each group's own compose file for the exact routing.
## 6. Security notes
- Browser-facing surfaces (`onboard.mivanchenko.de`, dashboards) sit behind Caddy basic-auth.
- Machine-to-machine writes (n8n → CRM) are gated by the `CRM_API_TOKEN` header, checked in
`backoffice/app/app.py::authed()`.
- The iCal feed is gated by a separate query-string token (`ICS_TOKEN`) since calendar clients
can't send custom headers — treat that token as effectively public-linkable and rotate it if a
feed URL leaks.
- Sheet cell values are defended against formula injection (`_cell()` in `app.py` prefixes
values starting with `=+-@` with a `'`).
- Credentials for client-owned accounts are never stored directly — `clients.vault_ref` stores a
pointer into Vaultwarden only.
- The DB→Sheets mirror is clear-then-write, not atomic — a reader can theoretically catch a
cleared tab mid-sync. Accepted as low-risk (human overview, not a system of record) — see
`TODO.md`.
## 7. Legal / positioning constraint
The operator is doing a Cloud Engineer Ausbildung at NETWAYS. This offering deliberately stays
out of NETWAYS's lane (no managed cloud hosting / monitoring / OpenStack-K8s hosting sold to
clients) — see the compliance note in `README.md`. This shapes real decisions in the code/infra:
e.g. Tier B is pitched as "I host a small website + booking for you," not managed
infrastructure (`playbooks/tier-b-selfhosted.md`).
## 8. Where to look next
- Open work, known gaps, and rationale for recent pivots: `TODO.md`.
- Positioning/pitch copy and quickstart: `README.md`.
- Exact table/column contract: `backoffice/app/db.py`.
- Exact API behavior: `backoffice/app/app.py`.
README.md
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# smb-online — "Get Your Small Business Online" # smb-online — "Get Your Small Business Online"
A productized service that gets local small businesses online: **landing page + online booking + A productized service that gets local small businesses online: **landing page + online
online reception + small automations**. Built to be **thoroughly tracked and logged** — every booking + lead capture + small automations**. Built to be **thoroughly tracked and logged** —
client, lead, booking and invoice lives in a Google Sheets CRM, driven by **n8n** on the homelab. every client, lead, booking and invoice lives in a **Postgres CRM** (source of truth), driven by
**n8n** on the homelab, with a one-way mirror into Google Sheets for a human-readable overview /
Looker Studio dashboard.
> Full plan: `~/.claude/plans/pitch-me-some-ideas-breezy-swing.md` > Full documentation (architecture, data model, every component): **`Documentation.md`**.
## Two delivery tiers ## Delivery tiers — an internal signal, not a fixed product
| | **Tier A — Google stack** | **Tier B — Self-hosted / privacy** | `tier` (A = free Google stack, B = self-hosted/privacy) started as two fixed product bundles but
|---|---|---| is being decoupled from the public offering (see `TODO.md`): which stack a client actually gets
| For | casual businesses, no data-residency concern | privacy-sensitive (health, legal, tax) | is a decision made **with the client**, case-by-case, and recorded on their `clients` row
| Site | static page / Google Sites | static page (Astro) on free host | (`tier`, `stack_notes`) — it's no longer baked into the demos. In practice, **booking has already
| Booking | Google Calendar Appointment Schedule | self-hosted Cal.com | converged on one shared self-hosted service** (Easy!Appointments, see `deploy/booking/`) used for
| Lead capture | Google Forms | self-hosted form → n8n | every client regardless of tier.
| Reception | Gmail | self-hosted + AI receptionist |
| Infra cost | ≈ €0 | small (homelab + domain) |
Both tiers feed the **same Google Sheets CRM** via n8n webhooks.
## Repository layout ## Repository layout
``` ```
templates/landing/ Reusable landing-page template + the two tier demos Documentation.md Full architecture / component reference — start here for "how it works"
demo-tier-a/ Tier A demo — "Schnittpunkt" barbershop (Google stack) backoffice/ Postgres CRM + Flask API + operator dashboard (the source of truth)
demo-tier-b/ Tier B demo — "PhysioVital" physio practice (self-hosted/privacy) deploy/
sheets/SCHEMA.md Google Sheets CRM workbook spec (tabs + columns) clients/ One isolated nginx stack per signed client + new-client.sh scaffolder
n8n/ Exported n8n workflow JSON (lead-intake, booking-sync, renewals, …) booking/ Shared Easy!Appointments booking service (all clients)
stacks/selfhosted/ docker-compose for Tier-B services (Cal.com, Vaultwarden, lead form) smb-demos/ Public demo/preview hosting (Apache)
playbooks/ Per-client setup checklists (tier-a-google.md, tier-b-selfhosted.md) backup/ Daily Postgres backup script (cron on the homelab)
n8n/ Exported n8n workflows (lead-intake, onboarding, booking-sync, renewal-reminder)
playbooks/ Operator playbooks (outreach, lead-to-customer, tier-a, tier-b)
sheets/SCHEMA.md Google Sheets mirror spec (tabs + columns) — downstream of Postgres
templates/landing/ Landing-page demos + client preview pages
demo-tier-a/ "Schnittpunkt" barbershop demo
demo-tier-b/ "PhysioVital" physio practice demo
demo-pizzeria/ "Bella Napoli" pizzeria demo w/ online ordering
templates/onboarding/ Internal "create client" form → n8n onboarding workflow
``` ```
## View the demos ## View the demos
@@ -36,28 +42,36 @@ playbooks/ Per-client setup checklists (tier-a-google.md, tier-b-
They are self-contained HTML — open directly: They are self-contained HTML — open directly:
```bash ```bash
xdg-open templates/landing/demo-tier-a/index.html # barbershop / Google stack xdg-open templates/landing/demo-tier-a/index.html # barbershop
xdg-open templates/landing/demo-tier-b/index.html # physio practice / self-hosted xdg-open templates/landing/demo-tier-b/index.html # physio practice
xdg-open templates/landing/demo-pizzeria/index.html # pizzeria / online ordering
``` ```
Or serve both with a chooser page: Or serve them all with the chooser page:
```bash ```bash
python3 -m http.server 8080 --directory templates/landing python3 -m http.server 8080 --directory templates/landing
# → http://localhost:8080/ (links to both demos) # → http://localhost:8080/ (links to all three demos)
``` ```
Forms and booking are **stubbed** until Phase 4 wires them to the n8n webhooks. Lead/callback forms POST live to the n8n `lead-intake` webhook; booking widgets link to the
shared Easy!Appointments instance. Nothing here is stubbed anymore — see `Documentation.md` §4.5
for the full workflow wiring.
## Phases (status) ## Phases (status)
- [x] **Phase 1** — Two demo landing pages (this commit) Tracked against actual repo state — see `Documentation.md` for what backs each checkmark.
- [ ] **Phase 2** — Accounts & setup: fresh Google account → connect Drive MCP → master workbook;
secure n8n; bind Google creds; Vaultwarden; domain - [x] **Phase 1** — Demo landing pages
- [ ] **Phase 3** — CRM workbook + n8n lead-intake & renewal workflows + Looker Studio dashboard - [x] **Phase 2** — Accounts & setup: Google account + workbook, n8n live, Google creds bound,
- [ ] **Phase 4** — Wire demo forms/booking to n8n webhooks (live end-to-end proof) Vaultwarden (`clients.vault_ref`), domain (wildcard `*.mivanchenko.de`)
- [ ] **Phase 5** — First real client + reception v1 - [x] **Phase 3** — CRM (now Postgres-first, Sheets mirrored) + n8n lead-intake & renewal
- [ ] **Phase 6** — AI receptionist (Claude Haiku 4.5) workflows — Looker Studio dashboard itself lives in Google and isn't repo-verifiable
- [x] **Phase 4** — Demo forms + booking wired live to n8n webhooks (lead-intake, booking-sync)
- [ ] **Phase 5** — First real client + reception v1 — onboarding automation and per-client
deploy tooling exist and are exercised (`deploy/clients/`); not verifiable from the repo
alone whether a paying client is live
- [ ] **Phase 6** — AI receptionist (Claude Haiku 4.5) — not started
## ⚠️ Before going live (legal — not legal advice) ## ⚠️ Before going live (legal — not legal advice)
TODO.md
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@@ -35,7 +35,9 @@ is a one-way mirror — see `backoffice/` and the `smb-db-source-of-truth` memor
Follow-ups (not yet done): Follow-ups (not yet done):
- [ ] Extend CRUD UI beyond Leads/Clients (projects, bookings, invoices, activity) if useful. - [ ] Extend CRUD UI beyond Leads/Clients (projects, bookings, invoices, activity) if useful.
- [ ] Daily backup of the `smb-db` Postgres volume. Dashboard (`backoffice/app/static/index.html`) still only has Leads/Clients tabs.
- [x] Daily backup of the `smb-db` Postgres volume — DONE: `deploy/backup/smb-db-backup.sh`
(`pg_dump` + gzip, keeps 14 days, cron on the homelab).
- [ ] Make the DB→Sheets overwrite atomic (currently clear-then-write; brief mid-write window a - [ ] Make the DB→Sheets overwrite atomic (currently clear-then-write; brief mid-write window a
reader could catch the cleared sheet — harmless for a human overview). reader could catch the cleared sheet — harmless for a human overview).
@@ -46,7 +48,11 @@ Follow-ups (not yet done):
- [ ] Orders: the pizzeria demo posts orders into the `Leads` tab via the lead-intake webhook as a - [ ] Orders: the pizzeria demo posts orders into the `Leads` tab via the lead-intake webhook as a
stop-gap. Build a proper **Orders** flow + sheet tab (items, total, mode, status) when the stop-gap. Build a proper **Orders** flow + sheet tab (items, total, mode, status) when the
order-management product is real. order-management product is real.
- [ ] Booking-sync workflow (Tier-B Cal.com webhook + Tier-A Google Calendar poll). - [x] Booking-sync workflow — DONE, but not as originally scoped: the plan to split
Tier-B-Cal.com-webhook / Tier-A-GCal-poll was superseded by the tier-decoupling above. Instead,
one shared **Easy!Appointments** instance handles booking for every client (`deploy/booking/`),
wired via `n8n/booking-sync.json` (webhook → `POST /api/bookings` → Telegram), and
`n8n/onboarding.json` auto-provisions each new client's EA service+provider.
## Done ## Done
- [x] 2026-06-25 — Latency fix (n8n executions 1–4 min → ~6 s; DNS + PostHog telemetry). - [x] 2026-06-25 — Latency fix (n8n executions 1–4 min → ~6 s; DNS + PostHog telemetry).
@@ -56,3 +62,8 @@ Follow-ups (not yet done):
- [x] 2026-06-25 — All three demo pages neutralised (stack-agnostic, non-stale dates). - [x] 2026-06-25 — All three demo pages neutralised (stack-agnostic, non-stale dates).
- [x] 2026-06-25 — DB-first back office: Postgres source of truth + Sheets mirror + CRUD + n8n - [x] 2026-06-25 — DB-first back office: Postgres source of truth + Sheets mirror + CRUD + n8n
ingest swap (lead-intake/onboarding → DB API). Live at onboard.mivanchenko.de/crm. ingest swap (lead-intake/onboarding → DB API). Live at onboard.mivanchenko.de/crm.
- [x] 2026-07-14 — Shared self-hosted booking: Easy!Appointments stack (`deploy/booking/`),
auto-provisioning wired into the onboarding workflow, `booking-sync` workflow syncing bookings
to the CRM.
- [x] 2026-07-14 — Per-client deploy tooling: `deploy/clients/` isolated-stack model +
`new-client.sh` scaffolder; back-office updates.