Process Architecture & System Integration — February 2026
01Project Lifecycle
End-to-end flow of a certification project from initial request through final delivery and invoicing. Each stage represents a discrete status in SmartSuite with clear entry/exit criteria.
SmartSuite
All statuses tracked in the Projects table. Automations trigger on RFI resolution.
Gate Logic
Filled nodes are gates requiring human decision. SOW Confirmed locks scope. Ready for Cert requires all photos, logs, and RFIs resolved.
Timing
Typical cycle: 2–5 days intake to scheduled. Same-day field inspection. 1–3 day cert turnaround. Average 7–12 days end-to-end.
Exception Paths
RFI loop is automated: open RFI count > 0 triggers Pending RFI. Resolution returns project to prior status. On Hold is manual.
02Certification Pipeline
Swim-lane view of the certification process showing handoffs between actors. The pipeline runs entirely on the VPS — no external services except Gmail for delivery and SmartSuite for state.
VPS Pipeline
Entire pipeline runs on a dedicated private server. No cloud functions, no Zapier. HTML rendered server-side, PDF converted on demand.
Routing
Account determines recipients. Each branch account has distinct routing rules mapping to specific recipient lists.
Certifier Selection
MD Anne Arundel + Montgomery → Diehl (Architect). All other MD + VA + CT → Valerio (PE). Anne Arundel CCs county office.
File Storage
Per-project directories
organized by category:
Certs · Photos · Drive Logs
Permits · Other
03System Architecture
Integration map showing all services, their connections, and data flow direction. The VPS is the operational center — SmartSuite holds state, Stripe handles billing, Gmail handles delivery.
VPS Consolidation
All operational services run on a single dedicated server. Reverse proxy handles TLS termination and static file serving.
No Cloud Dependencies
File storage is local with automated daily backups. No S3, no cloud functions. Full data sovereignty.
API Services
Cert delivery, route checking, file upload/download, and archive search all exposed via authenticated REST endpoints.
04Document Generation
How a Scope of Work drives modular document assembly. SOW lines activate division modules, which compose into a multi-document certification package. Conditional logic determines which companion documents are generated.
Modular Assembly
Each division is a self-contained template block. The SOW activates divisions; inactive ones are omitted entirely. No empty sections.
Add-On Convergence
ADD-SLAB can be triggered by both UND-SLAB and WTR-BSMT simultaneously. Quantities combine but sources are tracked separately in the report.
Architecture decision (Feb 2026): generate HTML, serve via Caddy, convert to PDF only for email delivery. Browser viewing is the primary consumption path.
05Division & Product Matrix
Complete inventory of inspection products organized by division. Each division carries an identity color used throughout the document system — in module tags, photo badges, and companion document indicators.
06Stakeholder & Integration Map
Who touches what, when, and through which systems. Shows the collaboration network between internal operations, field technicians, professional certifiers, contractor clients, and jurisdictions.
Lean Team
Two-person operational team: Dustin (operations, cert review, delivery) and Darius (field inspection, data collection). Certifiers are contract professionals.
Account Routing
Each of the 5 branch accounts has distinct email recipients. Routing is deterministic via Deterministic routing rules mapping account record IDs to recipient lists.
Certifier Routing
State + jurisdiction determines certifier. MD Anne Arundel and Montgomery → Diehl (Architect). All other → Valerio (PE). Three state licenses.
Client Relationship
Unlikely performs third-party inspections for foundation repair contractors. The contractor is the client; the homeowner is the property owner on the cert. Unlikely never deals with homeowners directly.