Operations console
Dashboard
Operational alertsRole-safe current exceptions
My Tasks
Sales follow-ups, proofs, accounts escalations and production steps in one role-safe queue0 tasks
Production steps are completed through their job ticket. Lead follow-ups close through the lead workflow. Staff-created reminders and governed reply, proof and collections escalations expose a direct completion action.Training Centre
Role-specific supervised playbookPractise with staging records only. Open each real workspace, complete the supervised task, then record what you checked. Completion is versioned per user; changed playbook definitions require a fresh review.Staff readiness
Content-free completion totals for active role accountsParallel-run reconciliation
Role-separated comparison evidence before controlled cutoverOwner has not started a controlled comparison run yet.
Manual reconciliation evidence only.Use controlled staging samples and record counts and outcomes—not customer content, credentials, provider identifiers or message bodies. This does not replace provider, WordPress or signed-release acceptance.
Operations Reports
Authoritative sales, cash, production, purchasing and email outcomesCustom reportChoose multiple recorded metrics and a chart style.
Ctrl/Command-click to select more than one metric.
Custom Chart
Select metrics aboveSales Funnel
Period activityFinance & AR
Invoices created in periodProduction
Throughput, timeliness and qualityPurchasing
Supply risk and supplier healthEmail Outcomes
Governed queue and delivery eventsManagement Attention
Current operational riskMonthly Trend
Quoted, invoiced and completed jobsCapture Lead
Creates a follow-up task and approval-queued acknowledgementLead Pipeline
Ownership, next contact and follow-up statusAI Inbox Lead Review
AI triage with staff approval; fetch the full Gmail message and signature on demandReply Follow-up
Owned sales work created from tracked journey and campaign repliesProof Approval Escalations
Owned internal follow-up; proof artwork and customer messages remain privateWebsite Enquiry Form
WordPress form fields, customer creation, direct lead capture and internal notificationAdd the shortcode [aiweb2print_enquiry_form] to any WordPress page. Each valid submission matches or creates a customer, creates one lead and sends a marked notification email that is excluded from Email-to-Lead scanning.Customer Lists
Reusable private views that follow you between devicesCustomer Explorer
Find a customer first, then work inside one focused record
Select a customer to open their record
Only concise matches are shown while you type; full customer details remain inside the selected record.
Create CustomerAdd the company, its default contact and primary addresses
New Customer
Save returns to your previous screenCreate Quote
Add as many line items as required. Configured products load their inputs and calculate from the published pricing engine.Quote Reply Follow-up
Gmail replies become assigned, metadata-only Sales tasksThe message stays in Google Workspace. AI Web2Print stores only the sender, subject, received time and linked quote needed to stop stale automation and assign follow-up.Quotes
Approve, invoice, convert, and reuse private viewsSales Orders
Create jobs from approved work using private reusable queuesProduction Board
Configurable workflows by product0 active jobsMachine Capacity
Reviewed schedules against staffed production hoursOpen Jobs to load capacity.
Fast planning: drag a whole job onto a staffed machine/day to prefill its reviewed schedule. Touch and keyboard users can use Schedule. Nothing is committed until the form is reviewed and submitted.
Staff Capacity
Rostered hours, leave and committed operator workloadUnscheduled Work
Jobs remain visible until a reviewed machine assignment is committedAll Jobs DirectoryOpen for completed and historical job records
Artwork Library
Customer-bound, scan-cleared masters ready for governed reuseLibrary files retain their verified Google Drive identity. Linking a file to a job never marks a proof approved or moves work into production.Workflows
Create templates, assign products, and route jobs through production sectionsWorkflow Builder
Templates, steps, sectionsProduct Assignments
Choose default workflow by productWorkflow Library
Pre-Press, Production, FinishingOnline Order Intake
Approval required before productionApproval Queue
No automatic production releaseWooCommerce Status Delivery
Customer-safe production updates with acknowledged deliveryNeeds Purchasing
Live job and reorder demand, net of approved orders and active sourcingSupplier Sourcing
Versioned catalog prices, comparable quotes and evidenced awardsPurchase Approval Policy
Versioned authority limits and distinct high-value reviewsPurchase Orders
Draft, approve and receive without bypassing stock controlsMaterials & Purchasing
On hand, allocated, available, on order and job backordersAccounting Connections
One authoritative outbound ledger with two-way invoice and payment statusQuickBooks Routing Choices
Provider-discovered item, GST and payment account IDsXero Routing Choices
Provider-discovered revenue, tax and payment-enabled account codesReconciliation & Exceptions
Exact provider-ID matching and missed-webhook safety checksCollections Escalations
Owned accounts work bound to the current authoritative invoice balanceProduct Accounting Mappings
Reviewed item, sales account and tax routingInvoices & Accounting Sync
Exact invoice linking, governed payment posting and private reusable queuesLast Sync Payload
Provider request and reconciliation detailNo sync has been run yet.
Products & Pricing
Build, test and publish quoting products1. Describe the productEnter its workflow, customer inputs, dimensions, labour and options manually, or start with an optional AI proposal.
2. Configure pricingChoose a deterministic formula or quantity tiers. AI never decides or publishes the price.
3. Test before publishingUse Test Price to review cost, sell price and margin. Publishing creates an immutable product version.
Material Library
Raw costs, material markup, website categories and product availabilityOne material record is used everywhere. Purchase cost is converted to a standard cost per stock unit. Link a material to specific products, or leave product links empty to make it available to every product.Manage material types and website categories
Equipment & Hourly Rates
Multiple printers, cutters, laminators and other production equipmentEquipment is also used by scheduling. Each machine has its own type, department, production capacity, hourly cost and availability. Product formulas can use equipment.machine_id.costPerHour or a selected machine.Manage equipment types
Pricing Settings
General defaults and reusable parameters for every print and signage productAdd reusable formula parameters for ink rates, setup allowances, finishing minutes, speeds, sheet gaps, bulk thresholds or any other numeric input. Use them in a product formula as pricing.parameter_key.Optional AI Product Draft
The selected AI provider must be configured; manual building always remains availableNo proposal generated.
Product Library
Search and manage owner-reviewed deterministic productsRaw Material Estimate
Product-building and custom-work calculatorContour-cut Sticker Calculator
Specialised governed product calculatorAutomation Rules
Triggers and actionsFormula Advisor
AI estimating helperAutomation Results
Latest scanAI Quote Intake
Extracts inputs; deterministic pricing stays authoritativeNo proposal generated.
AI Email Draft
Draft only — never sends or enters the approval queueReview every fact and risk flag. Move approved wording through the relevant governed template, campaign or message workflow; this draft cannot send email.
No email drafted.
AI Schedule Planner
Whole-job or exact workflow-operation draft; human review required before committingNo proposal generated.
Google Workspace Email
Gmail delivery, thread IDs and reply trackingInternal Test Groups
Reusable active Workspace reviewers for campaign test selectionA group never becomes a campaign audience and never sends in bulk. Each internal Gmail test still previews and confirms one exact recipient, counts toward the ten-send campaign-version cap, and creates no tracking or unsubscribe capability.Reusable Campaign Content
Reviewed copy blocks for consistent campaign draftingCopy-only library. Inserting a block copies its current reviewed wording into a Draft form. It cannot select an audience, approve, schedule or send, and later block revisions never rewrite existing campaigns.Campaign Brand Themes
Reviewed, versioned presentation for optional campaign HTMLPresentation only. A theme adds safe inline styling to the exact reviewed campaign text. It cannot add remote images, tracking pixels, recipients, approval, scheduling or send authority. Each Draft snapshots the selected version.Campaign Closure Calendars
Reusable reviewed holidays and business shutdown datesA recurring plan provides schedule control only. It snapshots the exact selected calendar version. Later calendar changes never rewrite an existing plan, and skipped dates cannot create, approve, schedule or send a campaign.AI Campaign Wording
No customer data, audience, campaign or email is createdOnly the approved campaign merge fields are supplied to AI. Human review is required before wording can enter the campaign form; audience approval, scheduling and Gmail delivery remain separate.
No campaign wording drafted.
Consent Register
Auditable Australian spam controlsRecipient preferencesTopic choices are versioned; staff re-consent resets all topics on.
New Journey
Versioned activation and every email require approvalReorder Cadence Policies
Customer override → product default → history prediction → journey fallbackAudience Segments
Versioned, deterministic rules with preview before activationCampaign Draft
Exact audience snapshot, merge-field allowlist and campaign-level approvalSegments
Draft revisions cannot silently change an approved campaign audienceCampaigns
Preview → internal A/B tests → approve exact allocation → scheduled Gmail batches → outcomesRecurring Campaign Plans
Generate fresh Drafts on cadence; every occurrence still requires test, audience approval, schedule and sendRecurring plans never approve, schedule or send email. They create at most one fresh audience-snapshotted Draft while any prior occurrence remains open.
Journeys
Automations queue drafts; they never bypass complianceApproval Queue
Consent is rechecked before approval and sendTracked Replies
Gmail metadata only; message bodies stay in GmailStaging Launch Checklist
Live, privacy-safe readiness gatesChecking the current staging release and integration gates…
AI Provider Selection
OpenAI, Gemini, Claude or a reviewed compatible serviceChecking the protected AI provider configuration…
Company Details
Used on quotes, invoices, emailsPayment Controls
Applied to newly created quotesChecking Stripe test-mode readiness…
Job Label Printers
A4 sheets, Brother thermal rolls and custom mediaChoose a printer-aware default for production, or keep several profiles for different printers. PDF dimensions and safe margins are bound to the selected profile; the browser print dialog must use Actual size / 100%.