Concilias Product Flow Architecture

Status: Editable master flow and feature index
Updated: 4 October 2026
Purpose: Connect the end-to-end product flow to feature-level requirements documents and build blocks

How this document works

This document has four layers:

1. Flow stage — where the work sits in the end-to-end product journey.
2. Feature — a bounded capability within that stage.
3. Requirements document — the Word document that defines a feature well enough to build and test.
4. Cross-stage requirements package — one document covering several connected flow stages when separating their requirements would create artificial or contradictory boundaries.

The flow and feature boundaries should be agreed before detailed requirements documents are written. A requirements-document filename is reserved for every feature, but no document should be created merely to fill the slot.

Feature status

• Current: Demonstrable in the MVP.
• Partial: Some behavior exists, but the full intended feature does not.
• Known gap: The feature is needed and absent.
• Discovery: The workflow or solution needs more evidence before requirements can be finalized.

Requirements-document convention

• Document system of record: A shared Google Drive folder named Concilias Product Requirements.
• Authoring format: Microsoft Word .docx, stored in the corresponding Google Drive flow-stage folder.
• Filename: [Feature Name] - Product Requirements.docx.
• Linking: The Markdown feature row remains the master index. Replace Not created with a direct Google Drive link when the document exists.
• Document boundary: One document should normally cover one coherent feature. Closely coupled features may share one Word document when separating them would create an artificial boundary.
• Shared briefs: When one brief covers several closely coupled features within a stage, use the same canonical Drive link in every covered feature row and label it Shared brief.
• Cross-stage packages: When one document establishes a connected workflow across several stages, store one canonical copy in the cross-stage folder, record its exact coverage in this Product Map, and reference the same link from each covered stage or feature. Do not duplicate the document.
• Authority: A cross-stage package must state which portion is authoritative for development and which portion contains supporting evidence, questions, or alternatives.
• Versioning: Use Google Drive version history for working revisions. Add a version or approval date to the filename only when preserving a formally approved baseline.
• Access: Link to the canonical Drive document, not a downloaded copy. Confirm the sharing permission before adding the link.

Recommended Google Drive folder structure

Concilias Product Requirements/
├── 00 Master Index and Templates/
│   └── Cross-Stage Build Requirements/
├── 01 Studio Entry and Admin Portal/
├── 02 Studio Workspace and Users/
├── 03 Portfolio and Company Onboarding/
├── 04 Data Connection and Acquisition/
├── 05 Network Discovery and Opportunity Queue/
├── 06 Commercialista Review and Validation/
├── 07 Cross Studio Coordination/
├── 08 Documents Signatures and Legal Effect/
├── 09 Accounting Closure and Pratica Issuance/
├── 10 Billing Audit and Operations/
└── 99 Superseded Baselines/

Example feature-row entry after a document is created:

[Valid Modify and Reject Decisions - Product Requirements.docx](https://drive.google.com/...) — Draft

Cross-stage build requirements

Some requirements packages intentionally cover several consecutive flow stages because the underlying objects, responsibilities, states, documents, and completion rules must be designed together.

These documents have one canonical Google Drive location and may be referenced from multiple feature rows. A cross-stage document does not replace feature-specific requirements outside its stated coverage.

Requirements package	Primary coverage	Connected or partial coverage	Important exclusions
Opportunity Review through Accounting Closure — Build Requirements v1.2	06 Commercialista Review and Validation; 07 Cross Studio Coordination; 08 Documents, Signatures and Legal Effect; 09 Accounting Closure and Pratica Issuance	05 opportunity queue, search, ranking, source context and case handling; 10 Pratica charge event, audit, corrections and operational exceptions	Closed-cycle detection algorithm; outside-network Studio onboarding; automatic accounting posting; complete Studio statements, invoicing and payment collection

How to read this package: Part One is the authoritative build specification for Bahadir. Part Two preserves supporting product analysis, evidence, alternatives, open questions, validation material, and sources for deeper human or LLM review. If the two parts conflict, Part One controls.

Master product flow

Commercial rule across the flow

Registration, portfolio connection, data acquisition, matching, and review do not create a fee. After the compensation reaches Completed, Concilias issues one Pratica for each participating company. The final relationship between Pratica issuance, wholesale charges, the Studio subscription model, and any client pass-through remains a product and pricing decision.

Studio Entry and Admin Portal

Flow outcome: An interested Studio becomes an operationally ready network participant, and Concilias can support it without direct database work.

Shared developer brief: Studio Onboarding and Admin Portal Product Brief v1 — Draft

Feature	Status	Google Drive requirements document	Build block
Marketing Request Access	Discovery	Studio Onboarding and Admin Portal Product Brief v1 — Shared brief	Studio Entry and Admin Portal
Studio Qualification	Discovery	Studio Onboarding and Admin Portal Product Brief v1 — Shared brief	Studio Entry and Admin Portal
Studio Lifecycle	Known gap	Studio Onboarding and Admin Portal Product Brief v1 — Shared brief	Studio Entry and Admin Portal
Onboarding Readiness Tracker	Known gap	Studio Onboarding and Admin Portal Product Brief v1 — Shared brief	Studio Entry and Admin Portal
Internal Admin Portal	Known gap	Studio Onboarding and Admin Portal Product Brief v1 — Shared brief	Studio Entry and Admin Portal
Studio Agreement and Network Rules	Discovery	Studio Onboarding and Admin Portal Product Brief v1 — Shared brief	Studio Entry and Admin Portal

Coverage note: This shared brief defines the two connected features, Studio Onboarding and the Concilias Admin Portal. It also records interfaces and release dependencies for company onboarding, data acquisition, case workflow, legal controls, and billing; it does not approve unresolved legal or commercial policy.

Key flow states: Lead → Qualified → Invited → Registered → Setup in progress → Operationally ready → Engaged. Alternatives: Dormant, Paused, Declined.

Current direction: Concierge onboarding for the pilot, with self-service reconsidered after assisted onboardings reveal the real sequence and abandonment points.

Studio Workspace and Users

Flow outcome: The Studio can configure its workspace, users, responsibilities, and day-to-day work ownership.

Feature	Status	Google Drive requirements document	Build block
Studio profile, offices, contacts, and baseline settings	Partial	Studio profile offices contacts and baseline settings - Product Requirements.docx — Not created	Studio Workspace and Users
Studio-user invitations, first login, and account recovery	Partial	Studio user invitations first login and account recovery - Product Requirements.docx — Not created	Studio Workspace and Users
Roles, permissions, suspension, and access boundaries	Known gap	Roles permissions suspension and access boundaries - Product Requirements.docx — Not created	Studio Workspace and Users
Client and case responsibility assignment	Discovery	Client and case responsibility assignment - Product Requirements.docx — Not created	Studio Workspace and Users
Notification destinations and preferences	Discovery	Notification destinations and preferences - Product Requirements.docx — Not created	Studio Workspace and Users
Studio home, work queue, and “what needs attention” view	Known gap	Studio home work queue and what needs attention view - Product Requirements.docx — Not created	Studio Workspace and Users

Portfolio and Company Onboarding

Flow outcome: The Studio identifies the companies it manages, invites the appropriate companies, and establishes the authority required for network participation.

Shared developer brief: Client Onboarding Product Brief v1 — Draft

Feature	Status	Google Drive requirements document	Build block
Portfolio import, selection, and reconciliation	Known gap	Portfolio import selection and reconciliation - Product Requirements.docx — Not created	Portfolio and Company Onboarding
Canonical legal-entity identity, duplicate handling, and corrections	Partial	Canonical legal entity identity duplicate handling and corrections - Product Requirements.docx — Not created	Portfolio and Company Onboarding
Managed client, observed counterparty, and Studio-client classification	Partial	Managed client observed counterparty and Studio client classification - Product Requirements.docx — Not created	Portfolio and Company Onboarding
Studio-branded company invitation and delivery lifecycle	Known gap	Studio branded company invitation and delivery lifecycle - Product Requirements.docx — Not created	Portfolio and Company Onboarding
Secure no-account company experience	Known gap	Secure no account company experience - Product Requirements.docx — Not created	Portfolio and Company Onboarding
Contract, mandate, data authorization, parameters, and evidence	Partial	Contract mandate data authorization parameters and evidence - Product Requirements.docx — Not created	Portfolio and Company Onboarding
Verification, activation, suspension, expiry, and revocation	Partial	Verification activation suspension expiry and revocation - Product Requirements.docx — Not created	Portfolio and Company Onboarding
Advance Studio-to-company commercial terms and fee disclosure	Discovery	Advance Studio to company commercial terms and fee disclosure - Product Requirements.docx — Not created	Portfolio and Company Onboarding

Key separation: Invitation, contract/mandate, data authorization, signatory authority, network readiness, and later Pratica billing are different states.

Data Connection and Acquisition

Flow outcome: Authorized, traceable data arrives repeatedly, and the Studio can see whether coverage and freshness are sufficient.

Shared developer brief: Data Acquisition System Developer Brief v1 — Draft

Feature	Status	Google Drive requirements document	Build block
Source discovery, authorization, credentials, and connection setup	Discovery	Source discovery authorization credentials and connection setup - Product Requirements.docx — Not created	Data Connection and Acquisition
Source-agnostic adapter interface and normalized data contract	Known gap	Source agnostic adapter interface and normalized data contract - Product Requirements.docx — Not created	Data Connection and Acquisition
Manual import and controlled backfill	Current	Manual import and controlled backfill - Product Requirements.docx — Not created	Data Connection and Acquisition
Unattended recurring acquisition	Known gap	Unattended recurring acquisition - Product Requirements.docx — Not created	Data Connection and Acquisition
Validation, normalization, deduplication, and corrections	Partial	Validation normalization deduplication and corrections - Product Requirements.docx — Not created	Data Connection and Acquisition
Portfolio coverage, period coverage, freshness, and data health	Known gap	Portfolio coverage period coverage freshness and data health - Product Requirements.docx — Not created	Data Connection and Acquisition
Run reconciliation, monitoring, failure visibility, and recovery	Partial	Run reconciliation monitoring failure visibility and recovery - Product Requirements.docx — Not created	Data Connection and Acquisition

External dependency: The first real adapter remains dependent on observing Studio Gaia’s exact systems and authorized source route with the IT specialist.

Network Discovery and Opportunity Queue

Flow outcome: Concilias identifies closed-cycle candidates and helps the commercialista understand which opportunities merit review.

Cross-stage build requirements: Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief; this stage has partial coverage for queue structure, search, ranking, source context, versioning, and case handling. The closed-cycle detection algorithm is not specified by this document.

Feature	Status	Google Drive requirements document	Build block
Closed-cycle detection and compensable-maximum calculation	Current	Closed cycle detection and compensable maximum calculation - Product Requirements.docx — Not created	Network Discovery and Opportunity Queue
Opportunity creation, identity, duplicate control, and versioning	Partial	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief, partial coverage	Network Discovery and Opportunity Queue
Cycle explanation, limiting obligation, and proposed amount	Partial	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Network Discovery and Opportunity Queue
Invoice-level source lineage and acquisition context	Current	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Network Discovery and Opportunity Queue
Ranking, search, filters, and prioritization	Known gap	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Network Discovery and Opportunity Queue
Investigate, dismiss, reject, block, and rediscovery behavior	Partial	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Network Discovery and Opportunity Queue

Commercial rule: Detection, presentation, investigation, rejection, expiry, and incomplete cycles generate no fee.

Commercialista Review and Validation

Flow outcome: Each current position receives a clear professional decision, and Concilias recalculates the case without replacing the commercialista’s judgment.

Cross-stage build requirements: Opportunity Review through Accounting Closure — Build Requirements v1.2 — Primary requirements document for this stage.

Feature	Status	Google Drive requirements document	Build block
Leg-level current-position view and external-check guidance	Known gap	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Commercialista Review and Validation
Valid, Modify, and Reject decisions	Known gap	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Commercialista Review and Validation
Structured reasons, notes, and evidence references	Known gap	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Commercialista Review and Validation
Residual-amount edit and cycle recalculation	Known gap	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Commercialista Review and Validation
Case versioning, withdrawal, stale decisions, and renewed review	Partial	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Commercialista Review and Validation
Standing authority, client exceptions, and professional approval	Discovery	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief; legal gate remains open	Commercialista Review and Validation
Missing-action ownership, blocked state, and review audit	Partial	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Commercialista Review and Validation

Current build candidate: This stage remains the strongest candidate for the next bounded user-facing build, subject to Alberto’s workflow feedback and attorney review.

Cross Studio Coordination

Flow outcome: Existing Concilias Studios can join one shared case while seeing and deciding only what their role permits.

Cross-stage build requirements: Opportunity Review through Accounting Closure — Build Requirements v1.2 — Primary requirements document for the network-only cross-Studio workflow.

Current release boundary: Cross-Studio coordination is actionable only when every participating company is connected and mapped to an existing Concilias Studio. Inviting an outside-network Studio is a later network-building feature.

Feature	Status	Google Drive requirements document	Build block
Participating-Studio identity, network eligibility, and relationship resolution	Discovery	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief, partial coverage	Cross Studio Coordination
Outside-network Studio invitation, agreement, and onboarding	Discovery	Outside network Studio invitation agreement and onboarding - Product Requirements.docx — Later; not created	Cross Studio Coordination
Minimum disclosure before and after participation	Discovery	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Cross Studio Coordination
Participant ownership, tenant visibility, and billing attribution	Discovery	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief, partial coverage	Cross Studio Coordination
Communication state, requested action, reminders, and deadlines	Known gap	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Cross Studio Coordination
Independent Studio validation and shared-case readiness	Known gap	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Cross Studio Coordination
Mismatch, nonresponse, decline, withdrawal, and conflict	Discovery	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Cross Studio Coordination
Participant signatures, accounting confirmation, and distributed closure	Discovery	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Cross Studio Coordination

Documents Signatures and Legal Effect

Flow outcome: All required actors complete the same approved case version, and the system records exactly when legal effect occurs.

Cross-stage build requirements: Opportunity Review through Accounting Closure — Build Requirements v1.2 — Primary requirements document for the shared Verbale, signature states, execution event, and document integrity. Signature authority and legal effect remain production gates.

Feature	Status	Google Drive requirements document	Build block
Approved-version freeze and document-generation input	Partial	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Documents Signatures and Legal Effect
Document preview, correction, and superseding version	Known gap	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief, partial coverage	Documents Signatures and Legal Effect
Verbale, annexes, and participant-specific document package	Partial	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Documents Signatures and Legal Effect
Signature requests, signer authority, completion, rejection, and expiry	Discovery	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief; legal gate remains open	Documents Signatures and Legal Effect
Legally effective event and authoritative date	Discovery	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief; legal gate remains open	Documents Signatures and Legal Effect
Position reservation and duplicate-use prevention	Partial	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Documents Signatures and Legal Effect
Document integrity, version history, storage, and access	Partial	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Documents Signatures and Legal Effect

Key separation: Approval, document generation, signature, legal effect, external execution, accounting completion, Pratica issuance, and billing are different events.

Accounting Closure and Pratica Issuance

Flow outcome: Every participant’s accounting work is reconciled, the compensation reaches Completed, and one Pratica per participating company is issued exactly once.

Cross-stage build requirements: Opportunity Review through Accounting Closure — Build Requirements v1.2 — Primary requirements document for company-level Pratiche, accounting tasks, partial closure, final closure, and correction events.

Feature	Status	Google Drive requirements document	Build block
External act/outcome recording	Partial	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Accounting Closure and Pratica Issuance
Participant-specific Prima Nota and accounting instructions	Partial	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief, partial coverage	Accounting Closure and Pratica Issuance
Accounting-posting confirmation and evidence	Known gap	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Accounting Closure and Pratica Issuance
Before/after positions and residual reconciliation	Known gap	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Accounting Closure and Pratica Issuance
Posting failures, corrections, disputes, and exceptions	Discovery	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Accounting Closure and Pratica Issuance
Authoritative Completed event and completion rules	Discovery	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Accounting Closure and Pratica Issuance
Pratica contents, finalization, and participant attribution	Discovery	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Accounting Closure and Pratica Issuance
Idempotent Pratica issuance, cancellation, and supersession	Known gap	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief	Accounting Closure and Pratica Issuance
Permanent package archive and retrieval	Partial	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief, partial coverage	Accounting Closure and Pratica Issuance

Billing Audit and Operations

Flow outcome: Every issued Pratica is traceable to the applicable commercial event, and the complete product can be supported, reconciled, and audited.

Cross-stage build requirements: Opportunity Review through Accounting Closure — Build Requirements v1.2 — Partial coverage for charge-event boundaries, audit, retry protection, corrections, workflow integrity, and operational exceptions. It does not define complete Studio statements, invoicing, payments, retention, or legal-hold operations.

Feature	Status	Google Drive requirements document	Build block
One wholesale charge per issued Pratica	Known gap	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief; pricing decision remains open	Billing Audit and Operations
Itemized Studio billing-period statement	Known gap	Itemized Studio billing period statement - Product Requirements.docx — Not created	Billing Audit and Operations
Consolidated Studio invoice and payment status	Known gap	Consolidated Studio invoice and payment status - Product Requirements.docx — Not created	Billing Audit and Operations
Charge cancellation, reversal, credit, and correction	Discovery	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief, partial coverage	Billing Audit and Operations
End-to-end case dossier and audit export	Partial	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief, partial coverage	Billing Audit and Operations
Operational monitoring, stuck-case support, and recovery	Known gap	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief, partial coverage	Billing Audit and Operations
Support access, retention, deletion, and legal hold	Discovery	Support access retention deletion and legal hold - Product Requirements.docx — Not created	Billing Audit and Operations
Activation, engagement, network-density, completion, and support metrics	Discovery	Opportunity Review through Accounting Closure — Build Requirements v1.2 — Shared brief, partial coverage	Billing Audit and Operations

Requirements-document index

This index becomes the document-control view as Word requirements are created.

Flow stage	Feature count	Requirements created	Stage owner	Build decision
Studio Entry and Admin Portal	6	1 shared brief	TBD	Sequence the bounded pilot slices in the shared brief
Studio Workspace and Users	6	0	TBD	Test roles and queue expectations
Portfolio and Company Onboarding	8	1 shared brief	TBD	Prototype after Studio and attorney input
Data Connection and Acquisition	7	1 shared brief	TBD	Build source-agnostic foundation; observe source before adapter
Network Discovery and Opportunity Queue	6	1 cross-stage brief — partial coverage	TBD	Implement the queue and review dependencies without redefining the detection engine
Commercialista Review and Validation	7	1 cross-stage brief — primary coverage	TBD	Leading next-build candidate
Cross Studio Coordination	8	1 cross-stage brief — primary network-only coverage	TBD	Prototype coordination between existing Concilias Studios
Documents Signatures and Legal Effect	7	1 cross-stage brief — primary coverage	TBD	Model now; gate production signature and execution on legal decisions
Accounting Closure and Pratica Issuance	9	1 cross-stage brief — primary coverage	TBD	Build company-level tasks, Pratiche, partial closure and final closure
Billing Audit and Operations	8	1 cross-stage brief — partial coverage	TBD	Confirm pricing and billing trigger before building full invoicing

Next architecture decisions

1. Confirm whether the ten flow stages remain the correct build boundaries.
2. Confirm the product and pricing relationship between Studio subscription, client count, Pratica issuance, wholesale charges, and any client pass-through.
3. Merge or split named features where the boundary is artificial or too large for one requirements document.
4. Assign an owner and evidence source to each feature.
5. Use Alberto’s workflow feedback to validate queue organization, ranking, search, Valid/Modify/Reject behavior, and accounting closure.
6. Use attorney review to validate mandate authority, required signatures, legal effect, minimum cross-Studio disclosure, document retention, and correction rules.
7. Ask Bahadir to assess the cross-stage package against the current data model, permissions, workflow states, notification capability, document generation, and audit implementation.
8. Create separate Word requirements only when a feature needs more detail than the cross-stage package provides.
9. Link every completed Word document back into the appropriate feature row.
10. Preserve the cross-stage package as the shared end-to-end specification even if later feature-specific documents are created.