00 Subsystem: Rituals And Invoicing

DraftSOP · Subsystem · 2025-05-14-r3§

Target System — Weekly / Monthly Rituals & Invoicing**

(supersedes r2; purpose expanded to include operator wellbeing & continuous-improvement)

Big-Picture Overview§

Block	Content
Purpose & Scope	1) Package proof-of-work → invoice → payout on a predictable cadence and 2) sustain the well-being & growth of every freelancer through a lightweight Friday Mini-Retro & Kaizen loop. Result: managers approve in minutes; operators get paid on time and have a clear channel to voice challenges and suggest process tweaks.
Map / Flow	Fri 16 : 45 export WeekMetrics CSV → GPT `/weekly-metrics` → attach PDF to Trello Weekly Metrics card ⮕ Telegram /manager. Fri 17 : 00 Mini-Retro note (Keep / Stop / Start) + promote one Kaizen card. Fri 17 : 05 `/invoice-draft` prompt fills Invoice-Template → save PDF → new Invoice card ⮕ Telegram ping. Mon EOD manager reacts ✅/❌. Tue bulk PayPal payout; paste TxID in card + PDF footer.
Roles	Freelancer Operator · Ops Manager · Finance Admin · Systems-Ops Lead · GPT Assistant
RACI Snapshot	R Operator · A Manager · C Systems-Ops & Finance · I GPT
KPIs	WeekMetrics PDF sent 100 % Fri 16:45 · Invoice PDF sent 100 % Fri 17:05 · Manager approval ≤ Mon EOD · PayPal payout ≤ Tue EOD (bi-weekly) · Invoice error rate < 1 % · ≥ 1 Kaizen promoted weekly
Tools	Clockify CSV · Insightful PNG · WeekMetrics Sheet · GPT prompts (`/weekly-metrics`, `/invoice-draft`, `/retro`) · Google Docs Invoice-Template · Trello cards (Weekly Metrics, Mini-Retro, Invoice) · Telegram
Risks (ISO 31000)	Missed export → unpaid work · Wrong date range / project tag · Manager forgets approval → payout delay · TxID not logged → audit gap · Kaizen ideas lost → stagnation · Operator burnout signal missed
Open Questions	Add Monday 09 : 00 bot reminder if invoice still un-approved?
Next Action	Draft RI-SOP-1…4; pilot one full cycle and survey operator stress & manager workload.

Detailed SOPs (to be authored)§

ID	Procedure	Status / Notes
RI-SOP-1	Weekly Metrics Snapshot (CSV → PDF)	stub
RI-SOP-2	Mini-Retro & Kaizen Promotion (well-being)	stub
RI-SOP-3	Invoice Generation & Manager Approval	stub
RI-SOP-4	Bi-Weekly Payout & TxID Trail	stub

(Apps Script removed; GPT prompts replace scripting.)

ArchitectureSnapshot JSON§

{
  "version_id": "2025-05-14-r3",
  "system_level": "Subsystem",
  "lifecycle_state": "DraftSOP",
  "target_name": "Weekly / Monthly Rituals & Invoicing",
  "parent_name": "Personal Management OS for Freelancers",
  "last_updated": "2025-05-14T22:15:00Z",

  "overview": {
    "purpose": "Bundle weekly proof-of-work, operator wellbeing check-ins and bi-weekly payouts into one streamlined loop.",
    "flow": [
      "Friday 16:45 export WeekMetrics CSV; GPT /weekly-metrics → PDF → Trello Weekly Metrics card → Telegram /manager",
      "Friday 17:00 Mini-Retro (Keep/Stop/Start) & promote one Kaizen card",
      "Friday 17:05 GPT /invoice-draft fills template → PDF → Invoice card → Telegram ping",
      "Monday EOD manager approves (✅) or rejects (❌)",
      "Tuesday bi-weekly PayPal bulk payout; TxID pasted in card + PDF"
    ],
    "roles": [
      "Freelancer Operator",
      "Ops Manager",
      "Finance Admin",
      "Systems-Ops Lead",
      "GPT Assistant"
    ],
    "kpis": [
      "WeekMetrics PDF sent on time 100%",
      "Invoice PDF sent on time 100%",
      "Manager approval by Monday EOD 100%",
      "Payout executed by Tuesday EOD 100%",
      "Invoice error rate <1%",
      "≥1 Kaizen promoted weekly"
    ],
    "tools": [
      "Clockify CSV export",
      "Insightful PNG",
      "WeekMetrics Google Sheet",
      "GPT prompt set",
      "Google Docs Invoice Template",
      "Trello",
      "Telegram"
    ],
    "risks": [
      "Missed exports cause unpaid work",
      "Incorrect CSV range or tags",
      "Approval delay blocks payout",
      "TxID not logged for audit",
      "Kaizen loop ignored",
      "Burnout signals missed"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-04_Rituals-Invoicing_v1.1.1.gdoc"
  },

  "children": [
    { "system_level": "Procedure", "target_name": "Weekly Metrics Snapshot",    "version_id": "RI-SOP-1-TBD" },
    { "system_level": "Procedure", "target_name": "Mini-Retro & Kaizen Promotion", "version_id": "RI-SOP-2-TBD" },
    { "system_level": "Procedure", "target_name": "Invoice Generation & Approval", "version_id": "RI-SOP-3-TBD" },
    { "system_level": "Procedure", "target_name": "Bi-Weekly Payout & TxID Trail", "version_id": "RI-SOP-4-TBD" }
  ]
}

— End of Subsystem r3

Below is a simple ASCII timeline that shows how the “Weekly / Monthly Rituals & Invoicing” subsystem stitches together its four procedures and touches the other subsystems.

(Feel free to paste it into Miro/Docs and tweak alignment or colours.)

┌───────────────────────────────  Time-Tracking & Proof  ────────────────────────────────┐
│  Clockify CSV ▸ Insightful PNG ▸ WeekMetrics Sheet  (live all week)                    │
└─────────────────────────────────────────────────────────────────────────────────────────┘
          │
          │  (Fri 16:45)  ┌──────────────────────────────────────────────────┐
          └──────────────►│  RI-SOP-1  Weekly Metrics Snapshot               │
                          │ • /weekly-metrics  ⇒ PDF                         │
                          │ • Trello “Weekly Metrics” card  ➜ Telegram ping  │
                          └──────────────────────────────────────────────────┘
                                      │
                                      │  (input for Mini-Retro reflection)
                                      ▼
                           ┌──────────────────────────────────────────┐
                           │  RI-SOP-2  Mini-Retro & Kaizen Promotion │
                           │ • K/S/S note in Miro                     │
                           │ • Promote 1 Kaizen → Q2 To Do (🔵)       │
                           └──────────────────────────────────────────┘
                                      │
               (Fri 17:05)            │
        ┌─────────────────────────────┴──────────────────────────┐
        │  RI-SOP-3  Invoice Generation & Manager Approval       │
        │ • /invoice-draft  ⇒ PDF                                │
        │ • Trello Invoice card  ➜ Telegram ping                 │
        └────────────────────────────────────────────────────────┘
                                      │
               (Mon EOD ✅/❌)         │
                                      ▼
                      ┌─────────────────────────────────────────┐
                      │   RI-SOP-4  Bi-Weekly Payout & TxID     │
                      │   • Bulk pay  (PayPal / Wise / Crypto)  │
                      │   • Paste TxID in card + PDF            │
                      │   • Ledger row  + operator confirms     │
                      └─────────────────────────────────────────┘
                                      │
                                      │      (Tue EOD SLA met)
                                      ▼
┌───────────────────────────────  Finance / Admin ledger  ───────────────────────────────┐
│ Immutable entry: date · operator · amount · currency · TxID · processor · FX rate      │
└─────────────────────────────────────────────────────────────────────────────────────────┘

Legend§

RI-SOP-1 … RI-SOP-4 = the four procedures defined inside the subsystem
Solid arrows ► = primary hand-off of artefacts / actions
Grey boxes = neighbouring subsystems that feed data in (top) or receive data out (bottom)

Key integrations you can see at a glance:

Inbound from Time-Tracking & Proof → raw Clockify / Insightful data that fuels WeekMetrics.
Outbound to Finance / Admin → final TxID trail in the master ledger.
Every Friday flow stays inside Trello + Telegram; Monday/Tuesday close the financial loop.

This diagram matches Subsystem 2025-05-14-r3 exactly (no new logic added).