🏗️ System Architecture

How all your tools work together

System Architecture Diagram

Visual overview of how all your tools connect

System Landscape

📱 Customer-Facing

  • Squarespace → Public website, booking inquiries
  • Quo (OpenPhone) → Phone/SMS, AI receptionist (Sona)

⚙️ Operations Core

  • HousecallPro → Jobs, scheduling, crews, invoicing
  • HCP Mobile → Check-in/out, GPS, photos, time tracking
  • MileIQ → Mileage tracking

💰 Financial

  • QuickBooks Online → Accounting, payroll, tax, reports

📊 Data & Internal

  • Google Sheets → Custom tracking, inventory, reports
  • Inventory Checkout App → PWA for supply tracking (GitHub Pages)
  • Fizzy → Internal tasks, projects, exceptions

The Core Principle

Each system does what it's built for. No system tries to be everything.

What Each System Does

🌐 Squarespace (Public Website)

✅ Owns:

  • Service descriptions
  • Online booking form
  • Public brand presence

❌ Does NOT:

  • Schedule jobs
  • Store customer data
  • Handle communication
Integration: Booking form → Quo webhook → HousecallPro lead

📞 Quo (OpenPhone) - Communication Hub

✅ Owns:

  • Inbound calls (AI receptionist Sona)
  • SMS conversations with customers
  • Call transcripts & summaries
  • Shared team inbox

❌ Does NOT:

  • Schedule jobs
  • Store customer records
  • Track job status
Integration: Customer call/SMS → Quo webhook → HousecallPro lead + Sona handles initial response

🔧 HousecallPro - Operations Core

✅ Owns:

  • Customer database (CRM)
  • Job scheduling & dispatch
  • Recurring appointments
  • Crew assignments
  • Invoicing & payments
  • Mobile app (crew tools)

❌ Does NOT:

  • Accounting (syncs to QuickBooks)
  • Internal task tracking (use Fizzy)
  • Answer phones (use Quo)
  • Custom tracking (use Sheets)
Integration: Job complete → QuickBooks invoice • Job data → Google Sheets • Issues → Fizzy cards

📊 Google Sheets - Data Layer

✅ Owns:

  • Inventory tracking (supplies)
  • Custom job metrics (time, profit)
  • Weekly/monthly reports
  • Supply usage logs

❌ Does NOT:

  • Schedule jobs
  • Handle money
  • Track internal tasks
Integration: Pulls from HCP API • Triggers alerts → Fizzy cards when thresholds hit

📱 Inventory Checkout App - Supply Tracking PWA

✅ Owns:

  • Supply checkout tracking
  • Employee signature capture
  • Offline-first operation
  • Real-time inventory logging

❌ Does NOT:

  • Manage job scheduling
  • Track job completion
  • Handle ordering supplies
How it works:
  • Progressive Web App (PWA) hosted on GitHub Pages
  • Works offline - syncs when back online
  • Crew selects items, adds signature, submits
  • Data flows: App → Google Apps Script → Google Sheets
  • Sheet tracks: who, what, when, signature
  • Google Sheets analyzes usage patterns
Access: https://sotoreynah.github.io/luxy-inventory/
For: Crew checking out supplies at start of shift
Why PWA: Works even when internet is spotty (syncs later automatically)

📋 Fizzy - Internal Tasks & Exceptions

Key Distinction: Fizzy is for EXCEPTIONS and INTERNAL work, NOT regular customer jobs.

✅ Use Fizzy For:

  • Insurance claims
  • Vehicle service
  • Equipment repairs
  • Sourcing goods
  • Customer disputes
  • Team incidents
  • Cost investigations
  • Process improvements

❌ NOT For:

  • Regular scheduled jobs
  • Customer database
  • Invoicing
  • Crew scheduling
Integration: Receives alerts from Google Sheets • Problem flags from HCP • Tracks work ABOUT the work

💵 QuickBooks Online - Financial Core

✅ Owns:

  • General ledger
  • Invoicing (synced from HCP)
  • Expense tracking
  • Payroll
  • Tax compliance
  • P&L reports

❌ Does NOT:

  • Schedule jobs
  • Track operations
    • Integration: Receives invoices from HCP auto-sync • Expense data → Google Sheets for margin analysis

    The Critical Decision Rule

    HousecallPro = Happy Path

    Use HousecallPro for:

    • ✅ Regular scheduled jobs
    • ✅ Established customers
    • ✅ Standard workflow (schedule → dispatch → complete → invoice)
    • ✅ Recurring appointments
    • ✅ Normal day-to-day operations

    Fizzy = Exceptions & Problems

    Use Fizzy for:

    • 🔥 Anything that breaks the normal workflow
    • 🔥 Non-standard operational tasks
    • 🔥 Internal projects and improvements
    • 🔥 Problems that need investigation

    Example Scenarios

    Situation System Why
    Mrs. Johnson's regular biweekly clean HousecallPro Happy path recurring job
    Mrs. Johnson claims we damaged her lamp Fizzy Exception - insurance claim process
    Schedule Maria for 3 jobs this week HousecallPro Normal crew dispatch
    Maria was late 3 times this week Fizzy Performance issue to address
    Customer books new one-time clean HousecallPro Standard job workflow
    Van needs oil change this week Fizzy Operational maintenance task
    Invoice customer for completed job HousecallPro Normal billing
    Negotiate bulk discount with supplier Fizzy Business operations project
    Crew checks out supplies for jobs Inventory Checkout App Daily supply tracking
    Review supply usage trends Google Sheets Data analysis from checkout logs

    Integration Flow Example

    Complete Customer Journey

    1. Customer calls → Quo (Sona answers)
    2. "I need a cleaning estimate" → Quo webhook → HousecallPro new lead
    3. Lety reviews in HCP, creates quote
    4. Customer accepts → Job scheduled in HCP
    5. Crew gets assignment via HCP mobile
    6. Job completes → Crew marks done in HCP
    7. HCP creates invoice → Syncs to QuickBooks
    8. Customer pays → QuickBooks records
    9. Google Sheet logs job metrics
    10. If low margin → Fizzy card created for investigation

    💡 The Big Picture

    HousecallPro is optimized for volume (handle 40+ jobs/week efficiently)

    Fizzy is optimized for variability (handle 8 different weird things that don't fit a template)

    You need both. One for the machine, one for the exceptions that prove you're dealing with real life. 🦙

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