Concilias Product Flow Architecture

Status: Editable master flow and feature index
Updated: 2 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 three layers:

Flow stage — where the work sits in the end-to-end product journey.
Feature — a bounded capability within that stage.
Requirements document — the Word document that will define the feature well enough to build and test.

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 Word document exists.
Document boundary: One document should 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, use the same canonical Drive link in every covered feature row and label it Shared brief. Do not create duplicate documents merely to fill separate rows.
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/
├── 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

Master product flow

[Diagram]

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. Issuance creates one wholesale charge for the Studio representing that company.

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 Acquistion 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.

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 creation identity duplicate control and versioning - Product Requirements.docx` — Not created	Network Discovery and Opportunity Queue
Cycle explanation, limiting obligation, and proposed amount	Partial	`Cycle explanation limiting obligation and proposed amount - Product Requirements.docx` — Not created	Network Discovery and Opportunity Queue
Invoice-level source lineage and acquisition context	Current	`Invoice level source lineage and acquisition context - Product Requirements.docx` — Not created	Network Discovery and Opportunity Queue
Ranking, search, filters, and prioritization	Known gap	`Ranking search filters and prioritization - Product Requirements.docx` — Not created	Network Discovery and Opportunity Queue
Investigate, dismiss, reject, block, and rediscovery behavior	Partial	`Investigate dismiss reject block and rediscovery behavior - Product Requirements.docx` — Not created	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.

Feature	Status	Google Drive requirements document	Build block
Leg-level current-position view and external-check guidance	Known gap	`Leg level current position view and external check guidance - Product Requirements.docx` — Not created	Commercialista Review and Validation
Valid, Modify, and Reject decisions	Known gap	`Valid Modify and Reject decisions - Product Requirements.docx` — Not created	Commercialista Review and Validation
Structured reasons, notes, and evidence references	Known gap	`Structured reasons notes and evidence references - Product Requirements.docx` — Not created	Commercialista Review and Validation
Residual-amount edit and cycle recalculation	Known gap	`Residual amount edit and cycle recalculation - Product Requirements.docx` — Not created	Commercialista Review and Validation
Case versioning, withdrawal, stale decisions, and renewed review	Partial	`Case versioning withdrawal stale decisions and renewed review - Product Requirements.docx` — Not created	Commercialista Review and Validation
Standing authority, client exceptions, and professional approval	Discovery	`Standing authority client exceptions and professional approval - Product Requirements.docx` — Not created	Commercialista Review and Validation
Missing-action ownership, blocked state, and review audit	Partial	`Missing action ownership blocked state and review audit - Product Requirements.docx` — Not created	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: Independent Studios can join one shared case while seeing and deciding only what their role permits.

Feature	Status	Google Drive requirements document	Build block
Outside-Studio identity, eligibility, and relationship resolution	Discovery	`Outside Studio identity eligibility and relationship resolution - Product Requirements.docx` — Not created	Cross Studio Coordination
Outside-Studio invitation, agreement, and onboarding	Known gap	`Outside Studio invitation agreement and onboarding - Product Requirements.docx` — Not created	Cross Studio Coordination
Minimum disclosure before and after participation	Discovery	`Minimum disclosure before and after participation - Product Requirements.docx` — Not created	Cross Studio Coordination
Participant ownership, tenant visibility, and billing attribution	Discovery	`Participant ownership tenant visibility and billing attribution - Product Requirements.docx` — Not created	Cross Studio Coordination
Communication state, requested action, reminders, and deadlines	Known gap	`Communication state requested action reminders and deadlines - Product Requirements.docx` — Not created	Cross Studio Coordination
Independent Studio validation and shared-case readiness	Known gap	`Independent Studio validation and shared case readiness - Product Requirements.docx` — Not created	Cross Studio Coordination
Mismatch, nonresponse, decline, withdrawal, and conflict	Discovery	`Mismatch nonresponse decline withdrawal and conflict - Product Requirements.docx` — Not created	Cross Studio Coordination
Participant signatures, accounting confirmation, and distributed closure	Discovery	`Participant signatures accounting confirmation and distributed closure - Product Requirements.docx` — Not created	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.

Feature	Status	Google Drive requirements document	Build block
Approved-version freeze and document-generation input	Partial	`Approved version freeze and document generation input - Product Requirements.docx` — Not created	Documents Signatures and Legal Effect
Document preview, correction, and superseding version	Known gap	`Document preview correction and superseding version - Product Requirements.docx` — Not created	Documents Signatures and Legal Effect
Verbale, annexes, and participant-specific document package	Partial	`Verbale annexes and participant specific document package - Product Requirements.docx` — Not created	Documents Signatures and Legal Effect
Signature requests, signer authority, completion, rejection, and expiry	Discovery	`Signature requests signer authority completion rejection and expiry - Product Requirements.docx` — Not created	Documents Signatures and Legal Effect
Legally effective event and authoritative date	Discovery	`Legally effective event and authoritative date - Product Requirements.docx` — Not created	Documents Signatures and Legal Effect
Position reservation and duplicate-use prevention	Partial	`Position reservation and duplicate use prevention - Product Requirements.docx` — Not created	Documents Signatures and Legal Effect
Document integrity, version history, storage, and access	Partial	`Document integrity version history storage and access - Product Requirements.docx` — Not created	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.

Feature	Status	Google Drive requirements document	Build block
External act/outcome recording	Partial	`External act and outcome recording - Product Requirements.docx` — Not created	Accounting Closure and Pratica Issuance
Participant-specific Prima Nota and accounting instructions	Partial	`Participant specific Prima Nota and accounting instructions - Product Requirements.docx` — Not created	Accounting Closure and Pratica Issuance
Accounting-posting confirmation and evidence	Known gap	`Accounting posting confirmation and evidence - Product Requirements.docx` — Not created	Accounting Closure and Pratica Issuance
Before/after positions and residual reconciliation	Known gap	`Before and after positions and residual reconciliation - Product Requirements.docx` — Not created	Accounting Closure and Pratica Issuance
Posting failures, corrections, disputes, and exceptions	Discovery	`Posting failures corrections disputes and exceptions - Product Requirements.docx` — Not created	Accounting Closure and Pratica Issuance
Authoritative Completed event and completion rules	Discovery	`Authoritative Completed event and completion rules - Product Requirements.docx` — Not created	Accounting Closure and Pratica Issuance
Pratica contents, finalization, and participant attribution	Discovery	`Pratica contents finalization and participant attribution - Product Requirements.docx` — Not created	Accounting Closure and Pratica Issuance
Idempotent Pratica issuance, cancellation, and supersession	Known gap	`Idempotent Pratica issuance cancellation and supersession - Product Requirements.docx` — Not created	Accounting Closure and Pratica Issuance
Permanent package archive and retrieval	Partial	`Permanent package archive and retrieval - Product Requirements.docx` — Not created	Accounting Closure and Pratica Issuance

Billing Audit and Operations

Flow outcome: Every issued Pratica is traceable to one Studio charge, and the complete product can be supported, reconciled, and audited.

Feature	Status	Google Drive requirements document	Build block
One wholesale charge per issued Pratica	Known gap	`One wholesale charge per issued Pratica - Product Requirements.docx` — Not created	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	`Charge cancellation reversal credit and correction - Product Requirements.docx` — Not created	Billing Audit and Operations
End-to-end case dossier and audit export	Partial	`End to end case dossier and audit export - Product Requirements.docx` — Not created	Billing Audit and Operations
Operational monitoring, stuck-case support, and recovery	Known gap	`Operational monitoring stuck case support and recovery - Product Requirements.docx` — Not created	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	`Activation engagement network density completion and support metrics - Product Requirements.docx` — Not created	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	0	TBD	Improve only what is required for review test
Commercialista Review and Validation	7	0	TBD	Leading next-build candidate
Cross Studio Coordination	8	0	TBD	Journey-map before build
Documents Signatures and Legal Effect	7	0	TBD	Await legal-effect decisions
Accounting Closure and Pratica Issuance	9	0	TBD	Observe accounting close and define completion
Billing Audit and Operations	8	0	TBD	Define billing spine before invoice integration

Next architecture decisions

Confirm whether the ten flow stages are the correct build boundaries.
Merge or split named features where the boundary is artificial or too large for one requirements document.
Assign an owner and evidence source to each feature.
Select the first features to move from Discovery/Known gap to requirements drafting.
Create Word requirements only for the selected build block.
Link every completed Word document back into the appropriate feature row.