179 lines
7.8 KiB
Markdown
179 lines
7.8 KiB
Markdown
# DRE Portal — Technical Specifications
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## Internal working document — July 2026
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### Claim Numbering
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- Format: `DRE-YYYY-NNNN` (e.g. DRE-2026-0001)
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- Auto-generated on claim submission
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### Client ID
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- Format: `CLT-YYYY-NNNN` (e.g. CLT-2026-0001)
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- Generated on account creation
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### Closed Case Binders
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On case close, two PDF binders are auto-generated:
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**Binder 1 — DRE Internal:**
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DRE-YYYY-NNNN_CLOSED_DRE.pdf
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Includes: intake, evidence, AI analysis, AI debtor research, AI weakness analysis,
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internal notes, signed/notarized LPOA, certified mail receipts, communication log,
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settlement, fee disclosure, payment confirmation
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**Binder 2 — Client Package:**
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DRE-YYYY-NNNN_CLOSED_Client.pdf
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Includes: claim summary, signed/notarized LPOA, settlement/payment confirmation,
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fee statement. EXCLUDES: AI analysis, debtor research, internal notes.
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**Evidence Archive:**
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DRE-YYYY-NNNN_evidence.zip — original uploaded documents
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### Full Workflow
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#### Phase 1 — Intake
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- Client submits claim at debtrecoveryexperts.com
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- Intake form: debtor info, amount, description
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- Document upload (contracts, invoices, correspondence)
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- Terms of Service signed via DocuSeal
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- Claim enters DRE queue
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#### Phase 2 — AI Review
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- **AI analysis is per claim, not per client.** Each claim gets its own independent:
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- Claim analysis score (0-100)
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- Debtor research / skip tracing
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- Weakness assessment
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- If a repeat client submits a new claim against a different debtor, it gets fresh analysis independent of previous claims
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- AI Re-analysis on new document upload is scoped to that specific claim only
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- Team reviews → Approve / Request More Docs / Reject
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#### Phase 3 — Legal Setup
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- LPOA sent to client via DocuSeal
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- Client signs → notarized via Proof (online RON)
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- DRE now authorized to collect
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#### Phase 4 — Tiered Recovery
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- Tier 1: Soft Touch — email + ACH link (Day 1-5)
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- Tier 2: Formal Demand — certified mail via LetterStream (Day 7-14)
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- Tier 2.5: Lien Threat — pre-lien notice for construction claims (Day 15-21)
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- Tier 3: Escalation — final notice (Day 21-30)
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- Tier 4: Legal Action — referral to partner law firm (Day 30+)
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#### Phase 5 — Settlement
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- Payment collected via Stripe ACH
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- DRE fee deducted per tier schedule
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- Costs deducted (notary, certified mail, filing fees)
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- Balance disbursed to client
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- Case closed → two binders generated
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### Fee Structure (proposed)
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- Tier 1: 20-25%
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- Tier 2: 30%
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- Tier 2.5: 30% (+ attorney if lien filed)
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- Tier 3: 33%
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- Tier 4: 10% DRE referral + 25% law firm
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### Search & Document Retrieval
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Cases are searchable in the portal via database fields:
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- Claim number, client name, debtor name, amount, status, date range
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- Tags (e.g. "construction", "lien filed", "litigated", "debtor paid Tier 2")
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- Key flags from AI analysis
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On case close, PDF text is extracted and stored in the database for full-text search.
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Future: Paperless-ngx if volume exceeds 500+ cases.
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### Approval Workflow
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- **Approvers:** Germaine + Tony — both must sign off before case moves forward
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- **Anita:** Read-only access — can view pending approvals but cannot approve
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- **Reminders:** Every 60 minutes, pending approval notification sent to both approvers
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- Approval status visible in claim header: "Pending Germaine · Pending Tony · Acknowledged ✓"
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Any edit to a claim submission is tracked with a full history:
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- What field was changed (old value → new value)
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- Who made the change (user name or "system" for automated updates)
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- When the change was made (timestamp)
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- Why the change was made (optional note field)
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The audit log is visible in the DRE internal dashboard under each claim:
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```
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DRE-2026-0042 — Change History
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Jul 8, 2026 10:15 AM | John (DRE) | Amount: $12,000 → $12,450 | "Corrected from invoice"
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Jul 7, 2026 02:30 PM | System | Status: Submitted → AI Review | Auto
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Jul 7, 2026 02:28 PM | Robert Smith | Initial submission |
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```
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Edits are allowed on open claims. Closed claims are read-only.
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The audit trail is included in the DRE Internal Binder on case close.
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### Repeat Clients
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Clients create an account on first claim. On return:
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- ToS already on file (signed once)
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- Client info pre-filled on new claims
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- Dashboard shows: active cases, past cases with outcomes, payment history
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- Can download their own case binders
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- Optional loyalty pricing after 3+ claims (e.g. 25% vs 30%)
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### Client Portal View (after login)
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- Active Cases: claim number, debtor, amount, current tier
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- Past Cases: claim number, debtor, amount, outcome (Recovered / Uncollectible)
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- [Submit New Claim] button
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- [Download Case Binders] for closed cases
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- [Payment History] — all disbursements received
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### Required Services
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- DocuSeal: ✅ deployed at sign.itpropartner.com
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- Proof.com: ❌ need account (online notarization)
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- LetterStream: ❌ need account (certified mail)
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- Stripe Connect: ❌ need keys (ACH payments)
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- Law firm partner: ❌ need referral agreement (litigation)
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### Email Configuration
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- **email@redacted** — Client-facing. Display name: "Debt Recovery Experts". Used for DocuSeal signing requests, claim status updates, fee receipts, portal login links.
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- **email@redacted** — Debtor-facing. Display name: "Debt Recovery Experts". Used for demand letters, ACH payment links, collection correspondence.
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- **email@redacted** — General business inquiries.
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- All mailboxes hosted on MXroute (heracles.mxrouting.net). Outgoing email relayed through mail.germainebrown.com:2525 (MXroute SMTP blocks our IP).
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### AI Chatbot — Knowledge Base
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The DRE chatbot runs on Llama 3.2 3B (local, Ollama on Core) with a structured FAQ knowledge base built once by a smart model (Claude Opus 4.7).
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**Chatbot Personality:**
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- **Empathetic** — Acknowledge the frustration of an unpaid debt. "I understand how stressful unpaid invoices can be."
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- **Kind but firm** — Supportive without being a pushover. Never apologetic for DRE's process or fees.
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- **Engaging** — Ask leading questions to qualify and move the conversation forward. "How long has this been outstanding?"
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- **No promises** — Never guarantee a specific outcome, timeline, or recovery amount. Use "typically," "most claims," "can be."
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- **Escalate when stuck** — If the visitor asks something outside the bot's scope, invite them to submit a claim or contact the team.
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**Tone examples:**
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| Do | Don't |
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| "I understand — unpaid invoices create real pressure." | "Sorry about that." |
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| "Most claims at your level resolve within 30 days." | "We'll get your money back in 30 days." |
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| "Our process typically recovers 70%+ of claims." | "You'll definitely get paid." |
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| "Ready to get started? We can review your case." | "You should definitely use us." |
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**PUBLIC knowledge (chatbot can answer):**
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- Fee structure & tier percentages
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- Required documents for a claim
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- Recovery timelines per tier
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- Texas construction lien overview (general)
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- LPOA process (what it is, how to sign)
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- Payment/ACH processing info
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- How to submit a claim
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- Contact/support info
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- Link to Fee Calculator
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- Link to Terms of Service & Privacy Policy
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**PRIVATE knowledge (NEVER in chatbot):**
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- AI claim scoring methodology
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- Debtor research / skip tracing techniques
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- Internal weakness analysis criteria
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- Approval workflow and review criteria
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- Specific claim details or case data
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- Partner law firm names or referral terms
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- Internal fee negotiation limits
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- FDCPA/TDCA compliance strategy
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- Any internal team notes or communications
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### Future Automation (N8n on Monitor Server)
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**AI Web Scraper Agent** — https://n8n.io/workflows/2006-ai-agent-that-can-scrape-webpages/
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- 4.6/5 rating, free workflow template
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- ReAct AI agent that scrapes web pages for skip tracing
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- **Use cases:** Texas SOS lookups, county court records, debtor asset searches
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- **When:** Remind Germaine about this when building DRE portal — can offload debtor research to n8n workflows
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