Alluvionic · AI Workforce · Future State

End-to-End Data Flow

Full-transparency view of how data moves across systems through all eight future-state processes. Each step shows the system-to-system movement, the owner (AI agent or Alluvionic Team member), the read vs. send mechanism, and the events that trigger each agent. Every agent writes its run history and audit log to Supabase.

Systems

WordPress / Website Zoho CRM Microsoft Graph (read) SharePoint (via Graph) Email / Calendly / Teams GovWin / gov sources Supabase (audit / KB / config)

Owner & flow

AI agent (Ian · Penny · Fred · Grant) Alluvionic Team (manual / gate) ⚡ trigger event
WordPress
MS Graph (read)
Zoho CRM
SharePoint
Email / Calendly
GovWin
Supabase
1Inbound Lead Intake — Website FormsIan▶

Trigger: new email in the shared Outlook info inbox, received via a Microsoft Graph webhook subscription.

1
Prospect (manual) submits a website form (contact, pricing, CMMC checklist, training, etc.)
Prospect→WordPress form payload
2
WordPress stores the submission and fires a notification email to the shared info inbox (system-driven)
WordPress→Outlook info inbox notification email
3
Microsoft Graph webhook fires on the new inbox message and notifies Ian
Graph webhook→Ian
⚡ New email in shared info inbox (Graph subscription) triggers Ian
4
Ian reads the message via Graph and classifies it (spam / soft / sales-qualified / partner referral / training); verifies legitimacy
Graph (read)→Ian (classify)
5
Ian parses the notification email → name, email, company, lead source, service line, message
Ian (parse)
6
Ian retrieves service-line knowledge from the website knowledge base to personalize the reply
Supabase vector KB→Ian
7
Ian creates the fully-populated Zoho Lead, copies the inquiry message, tags lead source
Ian→Zoho Lead all fields
8
Ian routes soft leads → marketing distribution list, no sales reply
Zoho→Marketing list
9
Ian sends a personalized, service-line-tailored reply with the correct Calendly link from the info inbox identity
Ian→Email + Calendly link→Prospect
10
Ian logs arrival time, classification, and response time to Supabase for SLA audit
Ian→Supabase audit log
11
Alluvionic Team reviews edge cases only (unclassifiable / parse failures)
Ian→ exception →Team notification
12
Alluvionic Team creates the Deal in "Qualify" stage once a call is booked
Calendly booking→Zoho Deal · Qualify
Output: Fully-populated Zoho Lead + personalized reply within minutes, 24/7, with full SLA telemetry in Supabase.
2Partner Referral Lead IntakeIan▶

Trigger: a referral/capability-sheet email lands in the shared Outlook info inbox, detected via the Microsoft Graph webhook.

1
Alluvionic Team emails capability sheets / cards / referrals to the info inbox
Team→Outlook info inbox attachment
2
Microsoft Graph webhook fires; Ian detects the attachment and classifies the inquiry
Graph webhook→Ian
⚡ Capability sheet / referral attachment triggers Ian
3
Ian parses any-format attachment + body → company, contact, services offered
Graph (read)→Ian (parse)
4
Ian creates the Zoho Lead with the correct lead-source tag
Ian→Zoho Lead
5
Ian adds the contact to the marketing distribution list
Zoho→Marketing list
6
Ian logs the intake to Supabase
Ian→Supabase audit log
7
Alluvionic Team reviews parse failures / ambiguous referrals only
Ian→ exception →Team notification
Output: Structured Zoho Lead from any capability-sheet format, enrolled in marketing nurture, logged in Supabase.
3Lead Follow-Up CadenceIanTeam▶
1
Ian sends the initial reply + Calendly link the moment the lead is created
Ian→Email + Calendly
2
Alluvionic Team (manual) runs the bi-weekly deal review to spot leads needing re-engagement
Zoho pipeline→Team review
3
Alluvionic Team re-engages prospects where human judgment is required
Team→Outreach
Output: Every lead gets an immediate first touch; the bi-weekly review is the relationship-judgment safety net.
4Sales Discovery CallTeam-led▶
1
Prospect books a call via Calendly (enabled by Ian's reply)
Calendly→Alluvionic Team
2
Alluvionic Team runs the discovery call; the recording/transcript is stored in SharePoint
Call→SharePoint recording
3
Subject-matter experts pulled in as needed (manual)
4
Alluvionic Team discusses ROM pricing, duration, and priorities (manual)
5
Alluvionic Team decides: formal proposal vs. quick follow-up
Pursue / no-pursue
6
Zoho Deal stays in "Qualify" through this period
Zoho Deal · Qualify
Output: Scoped discovery call + clear pursue/no-pursue decision. Intentionally fully human — this is the differentiator.
5Commercial Proposal GenerationPenny▶

Trigger: a SharePoint call-recording link is added to a designated Zoho deal field, detected via a Zoho webhook.

1
Alluvionic Team decides a proposal is warranted (call recorded to SharePoint)
2
Alluvionic Team pastes the SharePoint recording link into the designated Zoho deal field (intentional hand-off signal)
Zoho deal field
⚡ Recording link in Zoho field (Zoho webhook) triggers Penny
3
Penny reads deal context (account, contact, service line, ROM pricing/duration, stage)
Zoho deal→Penny
4
Penny retrieves the call transcript from SharePoint via Microsoft Graph
Graph (read)→SharePoint transcript→Penny
5
Penny classifies the service line and selects the correct Word template from the SharePoint templates folder
Graph (read)→SharePoint templates→Penny
6
Penny extracts proposal inputs from the transcript (background, scope, period of performance, deliverables, assumptions, pricing, start date) and populates the template
Penny (draft)
7
Penny generates the project timeline as a Gantt chart and inserts it into the proposal
Penny (Gantt)
8
Penny saves the draft to the SharePoint deal folder, writes the link back to the Zoho deal, and notifies the team
Penny→SharePoint draft→Zoho link→Teams / email notify
9
Penny logs the run + transcript-to-field mapping to Supabase
Penny→Supabase run log
10
Alluvionic Team reviews, edits, and finalizes (value-add gate — Penny never sends or changes stage)
11
Alluvionic Team converts to PDF and emails the copy to the customer
PDF→Email→Customer
12
Alluvionic Team sends via Adobe Sign for e-signature
Adobe Sign→Customer
13
Alluvionic Team moves the Zoho stage "Qualify" → "Submit"
Zoho Deal · Submit
⚡ Stage → "Submit" triggers Fred
Output: Reviewed, finalized proposal — assembled fast by Penny, finalized by the team, with run history in Supabase.
6Post-Proposal Follow-UpFred▶

Trigger: Zoho deal stage transitions to "Submit" (Zoho webhook); subsequent touches run on Trigger.dev delayed/scheduled runs.

1
Alluvionic Team moves the Zoho stage to "Submit" — proposal sent
⚡ Stage → "Submit" (Zoho webhook) triggers Fred's cadence
2
Fred reads deal context (account, contact, service line, proposal link, last-touch timestamp) and schedules the cadence (~1 day, ~1 week, 2–4 week intervals)
Zoho deal→Fred (schedule)
3
Fred at each touchpoint checks the stop conditions: reply (Outlook via Graph search) or booking (Calendly)
Graph reply search+Calendly booking→Fred (check)
4
Fred if engagement detected → stop cadence and notify the deal owner
Fred→Notify owner
5
Fred if no engagement → drafts + sends a tailored, non-templated check-in from a team member's email identity
Fred→Email (as team member)→Prospect
6
Fred logs every touch as a Zoho activity and to Supabase for cadence reporting
Fred→Zoho activity+Supabase telemetry
7
Fred if the cadence completes with no response → flags the deal for the bi-weekly review with a touch summary
Fred→Flagged + touch summary
8
Alluvionic Team continues the conversation when the prospect re-engages
9
Alluvionic Team runs the bi-weekly review of flagged deals + strategic decisions
Output: Disciplined tailored cadence on schedule, stop-on-engagement, full activity history in Zoho and Supabase.
7Deal Stage Management in ZohoTeam-owned▶
1
Alluvionic Team enters new deals in "Qualify" when a call is scheduled
Zoho · Qualify
2
Deals remain "Qualify" while proposals are prepared
3
"Pursue" + "Propose" stages continue to be skipped on the commercial side
4
Alluvionic Team moves the deal to "Submit" once the proposal has been sent
Zoho · Submit
⚡ "Submit" (Zoho webhook) triggers Fred's cadence
5
No-proposal dead deals → "Closed No Bid"
6
Submitted-but-lost → "Closed Lost"
7
Won → "Closed Won"
Output: Accurate, team-owned pipeline that drives the downstream automation triggers.
8Government Opportunity ScoutingGrant▶

Trigger: daily weekday-morning schedule (Trigger.dev cron). GovWin is the primary aggregator; sources not covered by GovWin's API are read via browser automation. "All five sources at launch" may be staged.

1
Grant runs the daily sweep — GovWin API for covered sources; browser automation for credentialed, browser-only portals (SEWP, STARS III, eBuy/MAS, ATI OTA)
⚡ Daily weekday cron triggers Grant
GovWin + gov portals→Grant
2
Grant applies the first-pass relevance filter (service-line keywords, agency fit, NAICS codes, exclusion patterns)
Grant (filter)
3
Grant scores survivors against the formal scorecard stored in Supabase config
Supabase scorecard→Grant (score)
4
Grant dedups against opportunity history and records every opportunity seen / scored to Supabase
Grant→Supabase history + dedup
5
Grant assembles the morning digest (title, agency, deadline, scorecard output, pursue / no-bid recommendation) and sends it
Grant→Digest email→Reviewer
6
Alluvionic Team approves qualified opportunities via the one-click approval screen (judgment gate — not Grant)
Approval screen→Grant
7
Grant creates the Zoho government lead on approval (details, source link, deadlines, scorecard output, qualify stage)
Grant→Zoho gov't lead
Output: Resilient, audit-friendly government opportunity flow with no key-person dependency; full decision history in Supabase.