Acquira CRM System Documentation

Current-State View

Acquira CRM is the operating layer for contacts, outreach, pipeline, calls, inbox, campaigns, and team workflow visibility.

The system combines a Next.js frontend, a Supabase-backed relational model, Twilio for SMS and voice, Airtable for lead intake, Gmail and Resend for email operations, Google Shared Drive for retained call artifacts, Gemini for transcript and summary generation, and scheduled jobs for sync, dashboard refresh, and recording processing. The current build is optimized for operator speed, visibility, and compliance-aware outreach.

View Live Configuration Jump to Twilio Status

Primary Runtime

crm.acquira.co Production CRM workspace used by Acquira operators and agents.

Current Messaging Model

Airtable → CRM → Twilio Airtable provides initial SMS consent, the CRM initiates outreach, and Twilio owns keyword enforcement while the CRM mirrors status changes.

Operational Dependency

No Laptop Dependency The live CRM runs on hosted infrastructure and scheduled services. It does not require Andi's laptop or any personal machine to stay online.

2. Live Configuration Snapshot

Current production state as documented from the live UI, the current Twilio account, and the running CRM code.

Component	Current Value	Operational Meaning
Primary domain	crm.acquira.co	Production CRM used by the team.
Operational hosting model	Cloud-hosted services only	The live CRM depends on Vercel, Supabase, Twilio, Google services, and GitHub Actions. It does not depend on a personal laptop remaining online.
Auth layer	Invite-only Google sign-in via NextAuth	Approved `@acquira.com` users enter through Google account authentication.
Primary datastore	Supabase Postgres	Stores contacts, activities, users, tasks, opportunities, templates, saved views, and dashboard snapshots.
Airtable base/table/view	`Contacts` / `viwVZfhuIeIPDoSV3`	Feeds new contacts and initial consent/source metadata into the CRM.
SMS and voice provider	Twilio	Handles SMS delivery, inbound messaging, keyword enforcement, browser-based voice calling, and Messaging Service routing.
Primary live SMS number	`+1 206 222 0882`	Current production marketing SMS route for outbound CRM texting.
Outbound voice caller ID	`WA / CA / TX / FL` picker	Agents can choose from the 4 approved Acquira-owned Twilio numbers before placing a call.
Shared inbox	`contact@acquira.com`	Shared Gmail inbox displayed in the CRM Inbox view.
Call recording pipeline	Twilio → Drive → Gemini → CRM	Recorded calls are exported to Shared Drive, transcribed and summarized with Gemini, linked back into CRM activity, and then deleted from Twilio after processing succeeds.
Dashboard mode	Snapshot-based default with manual refresh	Dashboard views load from stored snapshot state and can be refreshed on demand.
Saved Views	Sidebar-based, below Settings	Surfaced as permanent quick-access groups when saved items exist.
Current outbound SMS route	Marketing by default, customer-care when configured	`AUTO` prefers the customer-care service when present and safely falls back to marketing when it is not configured.

3. Apps Used and Their Purpose

This section maps the active system stack to its actual role in the CRM.

App / Service	Role	Current Use in CRM
Next.js	Application framework	Drives the CRM frontend, API routes, authenticated dashboard shell, and in-app workflows.
Vercel	Hosting and scheduled execution	Hosts production, handles deployments, and runs the daily Airtable fallback sync plus dashboard snapshot refresh.
Supabase Postgres	System of record	Stores CRM entities, activity history, templates, pipeline data, users, and reporting snapshots.
Airtable	Lead intake source	Provides contact records, original SMS opt-in state, marketing attribution fields, and other source metadata.
Twilio	Communications provider	Handles SMS, inbound webhooks, compliance keywords, Messaging Services, phone numbers, browser voice calling, and the source recording artifact before export.
Gmail	Inbox and email history	Powers the shared Inbox experience and contact-level email activity ingestion.
Google Workspace	Identity and mail platform	Supports Google sign-in and the Gmail-connected workflow around shared mailboxes.
Google Shared Drive	Retained file storage	Stores exported call recordings and full transcript files after processing completes.
Resend	Outbound email delivery	Used for application-managed outbound email sends and campaign-related delivery flows.
Gemini	Transcript and summary generation	Generates full call transcripts and CRM-ready call summaries from recorded call audio.
GitHub Actions	Protected scheduler	Triggers the recording processor every 5 minutes because Vercel Hobby does not provide 5-minute cron support.
Browser localStorage	User-side persistence	Persists Saved Views for Contacts and Pipeline in the current implementation.

4. Live UI Scope

These are the main screens observed in the production CRM during the Playwright audit.

Dashboard

High-level contact and call reporting with snapshot-backed metrics, pipeline charts, agent breakdowns, and marketing-source attribution.

Contacts

Main operational table for lead review, ownership, notes, quick actions, and contact drill-down into full activity history.

Pipeline

Opportunity-oriented view with stage grouping, confidence, next steps, saved views, and grouped status review.

Calls

Browser dialer plus recent call log, with a caller-ID picker by state, corrected call results such as no answer versus true completed, and recorded-call summaries written back to CRM activity.

SMS

Full inbound and outbound SMS history, including STOP-style replies and the agent-originated first-touch messages.

Inbox

Shared mailbox view for contact@acquira.com, currently scoped to the last 3 months.

Campaigns

Bulk SMS and email campaign workspace. The live production audit currently shows no campaigns created.

Settings

Field schema, templates, pipelines, campaign setup, team setup, and the currently visible Sync sub-item.

Saved Views

Displayed permanently below Settings in the left sidebar when contact or pipeline saved views exist.

5. What the Dashboard Contains

Current observed structure from the live Sales Dashboard.

Current top-level controls

The Sales Dashboard currently includes a Contacts and Calls mode toggle, along with period buttons for This Week, This Month, and Custom. The observed live subtitle is On-demand pipeline, contacts, and agent performance overview and the dashboard displays the latest refresh timestamp plus coverage window for the selected range.

Current contact-mode summary cards

During the live audit, the dashboard showed Total Contacts, New This Week, New This Month, and Conversion Rate. The live values observed were 26,878 total contacts, 11 new this week versus 2 last week, 21 new this month versus 16 last month, and a conversion rate of 0% with 0 closed won.

Current charts and sections

In Contacts mode, the dashboard surfaces pipeline status, agent breakdowns, marketing sources, weekly trends, monthly trends, and agent performance. In Calls mode, it surfaces per-agent call counts, result breakdowns, direction mix, and call trend reporting.

Current marketing source logic

The live dashboard groups attribution into source buckets rather than raw query strings. The note visible in production states that values containing fbclid or /fb-lander/ map to Facebook, /two-lander/ maps to Google, and values containing organic, linkedin, youtube, or instagram are grouped into those source buckets.

Dashboard Reference

assets/screenshots/dashboard-live-reference.png

Mode toggle Coverage label Source attribution chart

6. Twilio Services, Active Numbers, and Current Status

Current Twilio state cross-checked against the live account and current CRM operating rules.

Current compliance model

Airtable provides the starting consent state, Twilio owns keyword-based enforcement, and the CRM mirrors consent changes while logging inbound, outbound, and delivery-status activity on the contact record.

Number	Primary Purpose	Current Status	Observed Webhook State
`+1 206 222 0882`	Current active marketing SMS number	Attached to the live marketing route used for current outreach	Number-level SMS and voice webhooks point to `crm.acquira.co`
`+1 727 609 7712`	Florida customer-care number	Approved voice caller ID and customer-care number	Number-level SMS and voice webhooks point to `crm.acquira.co`
`+1 469 310 9054`	Texas customer-care number	Approved voice caller ID and customer-care number	Number-level SMS and voice webhooks point to `crm.acquira.co`
`+1 213 329 7459`	California customer-care number	Approved voice caller ID and customer-care number	Number-level SMS and voice webhooks point to `crm.acquira.co`

SMS Route	Current Behavior	Backing Route	Operational Notes
Marketing	Default outbound messaging route	`MG5aa646a61c355b2831b0e81d726a994e`	Marketing sends add Acquira identity and STOP language when missing.
Customer care	Preferred 1:1 route when configured	`TWILIO_MESSAGING_SERVICE_SID_CUSTOMER_CARE`	`AUTO` uses this when present and falls back to marketing when missing.
Direct approved number send	Used when the app sends from an approved caller ID	`WA / CA / TX / FL` caller IDs	When a valid approved number is selected, CRM can send directly from that number instead of a messaging service.

Current keyword ownership

Twilio sends the STOP, START, and HELP replies. The CRM logs the inbound and outbound SMS activity, updates smsOptIn, and stores the compliance note on the contact.

Current keyword sets mirrored into CRM

Opt-in: START, UNSTOP, YES, JOIN
Opt-out: OPTOUT, END, QUIT, UNSUBSCRIBE, REVOKE, STOP, STOPALL, CANCEL
Help: HELP, INFO

Twilio Service Map

assets/screenshots/twilio-service-map.svg

Marketing SMS uses the production messaging service by default.
Customer-care routing is app-aware and uses fallback logic when the dedicated service is unavailable.
Twilio owns keyword enforcement while CRM owns activity history and consent mirroring.

7. Storage and Data Security

Current storage model by domain, responsibility, and effective system-of-record behavior.

CRM database

Supabase Postgres stores contacts, tasks, activities, users, opportunities, templates, saved views, dashboard snapshots, category options, pipeline metadata, and internal workflow state.

Inbound source metadata

Airtable supplies external intake fields such as contact identity, location, URL source, UTM fields, query strings, and original consent state.

Message and call delivery systems

Twilio and Gmail remain the external delivery rails. The CRM keeps the operator-facing record of what happened, when it happened, which contact it belongs to, and how call processing resolved.

Dashboard reporting

Week and month dashboard payloads are snapshotted and served from stored state to keep the dashboard fast and to align headline metrics across views.

Access control

CRM access is gated through Google sign-in. Team access is controlled inside the application, and core operational actions are tied to authenticated users.

Webhook security

Twilio SMS and voice webhooks validate the Twilio signature. Airtable and Gmail sync routes also use secrets or tokens before accepting external updates.

Secrets handling

API credentials and webhook secrets are stored in environment variables, not in the user interface. The CRM uses server-side routes to talk to Twilio, Airtable, Gmail, and Resend.

Retention and compliance

Inbound and outbound messaging activity is logged in CRM history. Recorded-call audio is exported to Shared Drive, transcript files are retained in Drive, summaries are written to CRM, and the Twilio-hosted recording is deleted after successful processing to reduce long-term storage risk.

Security Diagram

assets/screenshots/security-diagram.svg

Auth boundary Webhook validation Server-side secret handling

8. End-to-End Operational Flows

These are the live process flows the CRM currently supports.

Lead intake

A website or upstream source writes contact data into Airtable. Airtable then acts as the initial source for contact creation and original SMS opt-in state.

CRM sync and ownership

The CRM syncs that lead in, creates the working contact record, preserves attribution fields such as urlSource, utmSource, and query, and then lets agents assign, update, and work the record.

First outreach

An agent sends SMS, email, or places a call. The action is stored on the contact as activity and updates the operating history for the team. Outbound SMS currently sends through the active marketing Messaging Service.

Compliance-aware follow-up

If the contact replies with messaging keywords, Twilio enforces the keyword response. The CRM mirrors the contact’s opt-in state and records the event in activity.

Pipeline progression

The team moves contacts through stages such as New Lead and Contacted, updates confidence and next steps, and uses Saved Views to keep working slices organized.

Recorded call processing

When a call is recorded, Twilio sends the recording callback, the CRM downloads the artifact on schedule, uploads the recording and transcript to Shared Drive, generates a Gemini summary, writes the summary note into CRM activity, and then deletes the Twilio-hosted recording.

Operational Flow Diagram

assets/screenshots/operational-flow.svg

Show Airtable as the initial intake and consent source.
Show the agent action point inside CRM.
Show Twilio keyword enforcement and CRM activity logging.

9. Current Automation Logic

Observed automation and rule-based system behavior currently active in the CRM.

Automation / Rule	Current Behavior	Operational Purpose
Airtable sync	Creates or updates contacts and mirrors key source fields into CRM records.	Reduces manual data entry and keeps intake data current.
Inbound unknown-number handling	Inbound SMS from an unknown number creates a contact record, enables SMS opt-in by default, and creates the starting opportunity context.	Keeps inbound conversations from being dropped when a contact does not already exist in CRM.
SMS consent precedence	Airtable sets the starting state; Twilio keyword events override it; CRM mirrors the latest effective state.	Preserves intake consent while still following live compliance events.
First outbound ownership	The first outbound email, SMS, or completed call assigns the contact to the acting user and moves the contact into the contacted lifecycle.	Keeps ownership and lifecycle progression tied to real outbound work.
Twilio keyword ownership	Twilio sends keyword replies; CRM logs the inbound event and updates contact consent state.	Avoids duplicate STOP or START reply behavior and keeps ownership clean.
SMS delivery status callbacks	Twilio delivery updates merge back into outbound SMS activity metadata and campaign recipient rows.	Preserves delivery state in the CRM timeline and campaign reporting.
Call result normalization	Very short Twilio `completed` attempts without a real human answer can be normalized to `no answer`.	Improves call-log accuracy for actual agent review.
Dashboard snapshots	Dashboard snapshots are refreshed on a daily cadence and can also be refreshed manually from the UI.	Reduces load and prevents inconsistent top-line metrics across dashboard views.
Saved Views persistence	Contact and Pipeline views are persisted in local browser storage and surfaced in the left sidebar when available.	Supports repeatable working queues for operators.
Call recording processing	Twilio recording callbacks mark calls for processing, a protected 5-minute scheduler exports the recording, uploads files to Shared Drive, generates Gemini transcript and summary outputs, writes CRM notes, and deletes the Twilio recording after success.	Keeps recorded-call history useful in CRM while minimizing long-term Twilio storage cost.

Automation Sequence Diagram

assets/screenshots/automation-sequence.svg

Daily snapshot refresh Realtime webhook updates 5-minute recording processor

10. Cost Model

Current Acquira-covered software costs, platform tiers, and live rate-card references for the active CRM stack.

10A. Current Setup Pricing

Current plan pricing and live rate-card references for the CRM stack. This section focuses on pricing structure, not month-to-date spend.

Item	Current Setup	Pricing	Notes
Vercel	`Hobby`	`$0.00 / mo`	Current production host for `crm.acquira.co`.
Supabase	`Free`	`$0.00 / mo`	Current database and auth platform for the CRM.
Resend	`Free`	`$0.00 / mo`	Current billing page shows `3,000 transactional emails / mo` and `1,000 marketing contacts` included.
Airtable	`Team`	`$264.00 / mo`	Current Acquira-paid shared workspace cost.
Google Workspace	`Acquira Workspace`	`covered by existing company plan`	Shared company cost rather than a CRM-specific incremental line item.
Twilio local numbers	`4 active US local numbers`	`$1.15 / number / mo`	Current fixed monthly number cost = `$4.60 / mo`.
Twilio outbound SMS	`marketing and CRM agent sends`	`$0.0083 / segment`	Current live rate for US local messaging.
Twilio inbound SMS	`contact replies and inbound messages`	`$0.0083 / segment`	Current live rate for US local messaging.
Twilio inbound voice	`received calls`	`$0.0085 / min`	Current live inbound local voice rate.
Twilio outbound voice	`agent-placed calls`	`$0.0140 / min`	Current live outbound US voice rate used by the CRM.
Twilio call recording	`live recorded-call pipeline`	`$0.0025 / recorded min`	Twilio voice recording rate. Storage is free for the first `10,000 recorded minutes / mo`, then `$0.0005 / min / mo`.
Gemini transcript and summary	`live AI processing`	`usage-based`	Current recorded-call workflow exports audio, generates transcript and summary through Gemini, saves files to Drive, and writes the summary into CRM.

10B. Platform Limits and How to Check Them

These are the practical plan limits most relevant to the current CRM, plus the fastest way to inspect each one in its own vendor console.

Platform	Current Limit Most Relevant to CRM	Current Status	How to Check
Vercel Hobby	`1,000,000 function invocations`, `4 CPU-hrs`, `360 GB-hrs memory`, `100 GB fast data transfer`, `1 concurrent build`	`Hosting plan is Hobby`	`Vercel -> Team Settings -> Billing` and `Usage`, then project usage pages for runtime and bandwidth.
Supabase Free	`500 MB database`, `5 GB egress`, `5 GB cached egress`, `1 GB storage`, `50,000 MAU`, `500,000 edge invocations`, `200 realtime peak connections`, `2,000,000 realtime messages`	`0.094 / 0.5 GB DB`, `1.451 / 5 GB egress`, `0 / 1 GB storage`	`Supabase -> Billing` for plan and `Usage` for current consumption by metric.
Airtable Team	`50,000 records / base`, `20 GB attachments / base`, `100,000 API calls / workspace / mo`, `5 req / sec / base`	`46,447 / 50,000 records`, `500.4 MB / 20 GB attachments`, `25,965 / 100,000 API calls`	`Airtable -> Workspace settings -> Database` for summary; `Usage` tab for API and per-base metrics.
Resend Free	`3,000 transactional emails / mo`, `100 emails / day`, `1,000 marketing contacts`, `1 webhook endpoint`	`Free billing page observed`	`Resend -> Settings -> Billing` for plan; dashboard usage pages for email volume and events.
Twilio	`usage-based` rather than fixed plan quotas for SMS and voice; number count and message/call volume are the primary drivers	`4 active local numbers`, `77 outbound SMS segments`, `17 inbound SMS segments`, `11.3667 total voice min` observed this month	`Twilio Console -> Monitor -> Usage`, `Phone Numbers`, `Messaging -> Services`, and `Voice -> Logs`.

11. Current Operating Notes

Current app behavior that shapes how the CRM runs in production.

Daily refresh cadence

Vercel runs the daily Airtable fallback sync and dashboard snapshot refresh so the default dashboard stays fast without relying on live recomputation for every visit.

5-minute recording processor

GitHub Actions calls the protected recording cron every five minutes so recorded calls move into Drive, Gemini summarization, and CRM activity updates without waiting for a longer Vercel cron window.

SMS route guardrails

The CRM sends marketing SMS with identity and STOP language, prefers customer-care routing when configured, and safely falls back to marketing when customer-care service settings are missing.

Infrastructure independence

The production CRM keeps running if Andi's laptop is off. Hosting, database, telephony, sync, storage, and scheduled processing all run on managed services rather than a local machine.

Outbound contact lifecycle rules

The first outbound email, SMS, or completed call assigns an unassigned contact to the acting user and moves the contact into the contacted lifecycle. Inbound SMS from an unknown number also creates a contact and starts the working record automatically.

Call recording path in production

Recorded calls follow a fixed production path: Twilio recording callback → protected recording processor → Google Shared Drive upload → Gemini transcript and summary generation → CRM activity note with recording and transcript links → Twilio-hosted recording deletion.

12. Current Visual Asset Library

Current screenshot and diagram set available for this documentation bundle.

Current Screenshot Set

Login, Dashboard overview, Dashboard reference, Contacts list, Contact detail, SMS composer, Saved Views, Templates, Saved Links and Signatures, Settings references, and supporting UI captures are already stored in assets/screenshots/.

Live UI captures
Product-tour visuals
Operator examples

Current Diagram Set

Twilio service map, security diagram, operational flow, and automation sequence diagrams are already included and aligned to the current production CRM behavior documented in this guide.

Architecture diagrams
Sequence flows
Trust boundaries