factory/vibe/PRD/ai-back-office/task-inventory.md

vibe > PRD > AI back-office > Task inventory

Task inventory — the enumerated back-office

Status: In design Last Updated: 2026-07-11 Up: AI back-office hub Related: Agent architecture · Model fleet · QA strategy

Every recurring admin/accounting task, with its mode opératoire. Steps carry the runbook markers: [AGENT] = safe for an agent at the stated autonomy, [HUMAN] = stays human (approval, signature, or money). "Today" names the existing tooling (skills live in the erp repo under .claude/skills/, wrapped by bin/arcodange). Autonomy levels are defined in the hub. The concrete agent bound to each task — prompt, model, orchestrator, and its proof status — is assigned in the agent catalog.

Overview

ID	Task	Cadence / trigger	Today	Target	Primary tier
T01	Mailbox triage & routing	every 30 min	manual + on-demand listing	A3	Pi
T02	Supplier invoice extraction	per T01 item	pdftotext heuristics	A2	M4 + Mistral
T03	Supplier invoice recording + GED	per validated T02 draft	sandbox-write + promote (manual)	A2	Claude
T04	Thirdparty creation & completeness	per new party / monthly sweep	audit skill (read)	A2	Claude
T05	Client invoice issuance (monthly)	1st of month	template fired by hand in UI	A2	Claude
T06	Receivables watch & dunning	weekly	payments-state skill (read)	A1→A2	Claude
T07	Bank reconciliation	weekly	bank-reco skill, on demand	A3 (report)	Claude
T08	Payment recording	per reco finding	sandbox-write + promote (manual)	A2	Claude
T09	Cash position & runway report	monthly	balances workflow (read)	A3	M4
T10	TVA preparation	fiscal calendar	tva-summary skill (read)	A1 (by design)	Claude
T11	Compliance calendar & reminders	daily check	human memory + DGFiP mails	A3 (reminders)	Pi
T12	Regulatory watch	quarterly + event	ad-hoc research	A1	Claude
T13	ERP snapshot & drift detection	daily + around writes	snapshot skill, on demand	A3	cluster (no LLM)
T14	Backup & restore verification	daily / monthly drill	CronJob live; restore manual	A3	cluster (no LLM)
T15	Monthly coherence audit	1st of month	skills exist, composed by hand	A3	Claude
T16	Document filing & retention	per document	ad-hoc	A2	M4
T17	Knowledge capture & retrieval (second brain)	per run + weekly	vault automation live (hermes cron); no fleet wiring	A3	M4 (hermes)

Backlog (not yet specified): see bottom.

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Inbound — mail & documents

T01 — Mailbox triage & routing

• Trigger: cron, every 30 min, 24/7.
• Inputs: unread messages in [email protected], /Inbox/books (alias books@, supplier invoices), /bureaux (alias bureaux@, administration: URSSAF, the SIE/DGFiP tax office, PortailPro), via the Zoho Mail read-only OAuth API (arcodange-email-ingest skill).
• Mode opératoire:
  1. [AGENT] Poll new message headers + snippets since the last high-water mark.
  2. [AGENT] Classify each into {supplier-invoice, bank-notice, government-admin, client, other} with a schema-constrained output (class + confidence + one-line reason).
  3. [AGENT] Enqueue supplier-invoice items for T02; tag government-admin items for the daily digest (and T11 if a deadline is detected); surface bank-notice items in the digest as context for the next T07 run; flag client mail for human reply (never auto-answered); leave other untouched.
  4. [AGENT] Below the confidence threshold or on classifier disagreement: park in the review queue instead of guessing.
  5. [HUMAN] Reads the daily digest; reclassifications feed the golden set.
• Outputs: queue items (typed), digest lines, classification journal.
• Guardrails: read-only mailbox scopes; a classification is data, not an action — the queues downstream own actions; every misclassification is recoverable (nothing is deleted or moved).
• Today: arcodange-email-ingest lists candidates on demand; no standing watcher.
• Target: A3 on Pi tier (this is the flagship SLM task: small closed class set, constrained decoding, low stakes); M4/Mistral fallback when the Pi tier is down or unsure.

T02 — Supplier invoice extraction

• Trigger: a supplier-invoice queue item from T01 (or a PDF dropped manually).
• Inputs: message + PDF attachments (Zoho download); from 2026-09, e-invoices received via the PA (plateforme agréée, ex-PDP; leaning Qonto, pulled through the business API — structured CII/UBL/Factur-X, see challenges C12).
• Mode opératoire:
  1. [AGENT] Download attachments; compute file hash (dedupe + GED key).
  2. [AGENT] Text layer via pdftotext; if empty/scanned, OCR fallback (Mistral OCR or local vision — POC decides).
  3. [AGENT] Extract to the invoice schema: supplier identity (+ SIREN/TVA intra if present), invoice ref, issue/due dates, currency, per-rate HT/TVA amounts, TTC, IBAN, service-vs-goods, period covered.
  4. [AGENT] Dual extraction on critical fields (amounts, IBAN, ref, dates): two independent models (M4 local + Mistral) must agree exactly; disagreement → escalate to Claude tier; still ambiguous → review queue.
  5. [AGENT] Deterministic validation: HT + TVA = TTC (±0.01 €), rate ∈ {0, 2.1, 5.5, 10, 20} or explicit reverse-charge, SIREN checksum, IBAN mod-97, dates plausible, duplicate check against existing ref_supplier + amount + supplier.
  6. [AGENT] Emit a draft entry (validated JSON + confidence + source hash) for T03.
• Outputs: draft supplier-invoice entry; quarantine item on any validation failure.
• Guardrails: extraction atoms run with zero credentials and zero action tools (see injection defenses); document content is data, never instructions; no field is ever "corrected" by the model to make arithmetic pass — mismatch means quarantine.
• Today: heuristic first-line/regex extraction in arcodange-email-ingest (draft JSON for manual UI entry).
• Target: A2 (feeds the gated write); M4 + Mistral tiers, Claude escalation.

T03 — Supplier invoice recording

• Trigger: a validated draft from T02.
• Inputs: draft entry; thirdparty check result from T04.
• Mode opératoire:
  1. [AGENT] Resolve or create the supplier fiche (T04) — lookup by name/SIREN via business-key (#thirdparty:...), never by guessed id.
  2. [AGENT] Assemble a write manifest (thirdparty? + supplier invoice with lines + correct VAT treatment per the fiscal profile: FR 20 % déductible, intra-EU reverse charge, etc.).
  3. [AGENT] Rehearse on the sandbox (dolibarr-sandbox-write), re-read what was created, assert it matches the draft (predicted-delta check).
  4. [AGENT] Surface a Telegram approval card: supplier, ref, amounts, VAT bucket, PDF link, sandbox diff.
  5. [HUMAN] One-tap approve (or edit/reject with a reason — reasons feed the golden set).
  6. [HUMAN+AGENT] Gated promote to prod (arcodange promote apply --target prod, env-confirmed, prod key never stored) — per ADR 0003.
  7. [AGENT] Attach the source PDF to the prod supplier invoice in the GED (gestion électronique de documents — Dolibarr's attached-files store), verify by re-read + snapshot delta; journal the run.
• Outputs: recorded + documented supplier invoice in prod; journal entry; GED attachment.
• Guardrails: idempotency key = (supplier, ref_supplier, TTC) — a replay can never double-record; the sandbox host-guard structurally refuses prod; validation of the recorded state, not just the request; once validated, the document is immutable — corrections are avoirs, per the ledger grammar.
• Today: all write machinery exists and is proven (dolibarr-sandbox-write, promote plan/apply, business-key lookup); it is driven by hand from Claude Code sessions.
• Target: A2, Claude tier assembling/verifying, human approving via Telegram.

T04 — Thirdparty creation & completeness

• Trigger: unknown party in T02/T03; plus a monthly completeness sweep.
• Mode opératoire:
  1. [AGENT] Country-aware completeness audit (dolibarr-thirdparty-completeness): FR → SIREN+SIRET (+ TVA intra if VAT-registered), EU → TVA intra, extra-EU → national tax id.
  2. [AGENT] For a new supplier/client: gather identifiers from the invoice + public registries; assemble the fiche creation as part of the T03 manifest.
  3. [AGENT] For gaps on existing fiches: propose the correction (sandbox-rehearsed manifest) in the digest.
  4. [HUMAN] Approves fiche creations/corrections (same gate as T03).
• Guardrails: never merge two fiches automatically; ambiguous identity → review queue.
• Today: the audit side is A3-eligible (read-only, audit-all) but runs only on demand; corrections are manual UI work.
• Target: A2 for creations/corrections; Claude tier.

Outbound — client billing

T05 — Client invoice issuance

• Trigger: 1st of month (the KissMetrics retainer), or an ad-hoc billing request.
• Mode opératoire:
  1. [AGENT] Inspect the recurring template (dolibarr-recurring-templates): schedule health, next-fire date, line contents, legal mentions. Today the template has frequency=0 — every child invoice is a manual duplication; the target state (auto-fire vs agent-fired via sandbox+promote) is an open decision in agent-architecture.
  2. [AGENT] Generate the month's invoice (sandbox rehearsal → gate → prod), with the France↔US specifics: autoliquidation Art. 259-1° CGI (TVA collectée = 0, bucket E2), USD/EUR handling as contracted.
  3. [AGENT] Run the mandatory-mention audit on the produced PDF (dolibarr-invoice-audit: SIRET, RCS, TVA intracom, L.441-10 penalties, 40 € indemnity, etc.).
  4. [HUMAN] Approves the send; [AGENT] emails the invoice to the client contact (allowlisted recipient) and records the expected due date per the contracted payment cycle.
  5. From 2027-09: [AGENT] submits the e-reporting data for this international transaction via the PA (leaning Qonto — challenges C12).
• Guardrails: outbound email is always human-gated; the invoice number sequence is owned by Dolibarr (never fabricated); a failed mention-audit blocks the send; a validated invoice is immutable — corrections go through an avoir + re-issue (ledger grammar).
• Today: template inspection + invoice audit are A3-eligible (read, on demand); issuance is manual in the UI.
• Target: A2; Claude tier.

T06 — Receivables watch & dunning

• Trigger: weekly.
• Mode opératoire:
  1. [AGENT] Payment state per invoice (dolibarr-payments-state): TTC vs recorded payments → OK / PARTIAL / UNPAID / OVERPAID, cross-checked against the contracted (deferred) payment schedule rather than naive due dates.
  2. [AGENT] For overdue items past defined thresholds: draft the dunning email (courtesy → formal with L.441-10 late-payment interest + 40 € recovery indemnity), citing invoice facts verbatim from the ERP.
  3. [HUMAN] Approves each send (dunning a client is a relationship decision, not just a legal one).
  4. [AGENT] Journal the dunning history per invoice (feeds the next escalation level).
• Guardrails: allowlisted recipients; never threatens beyond the contractual/legal wording; single client today → tone matters more than automation depth.
• Today: payment state is A3-eligible (read, on demand); no dunning machinery.
• Target: A1→A2 (drafts always; sends gated); Claude tier.

Bank & cash

T07 — Bank reconciliation

• Trigger: weekly (and before any T15 audit).
• Mode opératoire:
  1. [AGENT] Pull Qonto transactions + Wise activities for the window (arcodange-bank-reco).
  2. [AGENT] Match against Dolibarr payments: PASS 0 exact transaction_id (deterministic, date-window-independent), then wire-ref, then amount+date; auto-detect Wise↔Qonto internal consolidations.
  3. [AGENT] Emit three buckets: matched / bank-only / dolibarr-only; each bank-only movement becomes a work item (→ T08 if it pays a known invoice, → T02 if it reveals an unrecorded expense).
  4. [AGENT] Weekly digest line: "N matched, M to resolve"; unresolved items age visibly.
• Guardrails: read-only on both banks; the personal CCA account (fk_account=3) is invisible via API — flagged as a permanent manual lane, not silently ignored.
• Today: fully built as an on-demand skill; the tx-id loop closes when payments are recorded with transaction_id (T08).
• Target: A3 for the reconciliation report; findings feed A2 loops.

T08 — Payment recording

• Trigger: a bank-only movement matched to a known invoice (from T07).
• Mode opératoire:
  1. [AGENT] Build the payment manifest: invoice ref (business-key lookup), amount, date, bank account (QONTO/WISE), transaction_id from the feed (so next week's reco matches deterministically), payment mode.
  2. [AGENT] Sandbox rehearse → Telegram card (invoice, movement, remaining balance after) → [HUMAN] approve → gated promote.
  3. [AGENT] Verify: re-read payments, remaining-to-pay, and paye flag transitions; journal.
• Guardrails: a payment may never exceed the invoice's remaining balance without explicit human override (partial/over-payment is a flagged decision); credit notes (avoirs) follow the same gate.
• Today: payment-record.sh (+ supplier variant, avoirs) proven on sandbox and promotable; driven by hand.
• Target: A2; Claude tier.

T09 — Cash position & runway

• Trigger: monthly (1st), and on demand.
• Mode opératoire:
  1. [AGENT] Live balances per account (Qonto, Wise) + Dolibarr per-fk_account cross-check.
  2. [AGENT] Receivables/payables aging from the ERP; expected inflows from the contracted payment schedule.
  3. [AGENT] Compute runway vs fixed monthly costs; emit a one-page Markdown report into the digest + archive.
• Guardrails: report only — no advice, no action; discrepancies bank-vs-ERP route to T07 rather than being smoothed over.
• Today: balances workflow exists in arcodange-bank-reco.
• Target: A3; M4 tier (bank data stays local), delivered through the gateway digest.

Fiscal & compliance

T10 — TVA preparation

• Trigger: the fiscal calendar (T11): acompte July 2026 (expected ≈ 0 € while in TVA credit — verify on impots.gouv.fr, never assume), acompte December 2026, CA12 for FY 2026 ~May 2027, then quarterly CA3 from 2027-Q1 (régime simplifié abolished 2027-01-01, LF 2025 art. 38).
• Mode opératoire:
  1. [AGENT] Aggregate the period: TVA collectée by CA3 box (box A1 domestic / box A4 intra-EU / box E2 export — today 100 % of client revenue is box E2 autoliquidation Art. 259-1°, collectée = 0) and TVA déductible by rate from supplier invoices (dolibarr-tva-summary composing the two sibling skills).
  2. [AGENT] Produce the declaration-ready sheet: per-line figures mapped to CA12/CA3 boxes, net verdict (credit vs payable), and the per-line audit trail (why each invoice lands in its bucket).
  3. [AGENT] Parity check against the previous filing + snapshot the underlying data (content-hash) as evidence.
  4. [HUMAN] Reviews the sheet, files on impots.gouv.fr, and records the filed values; [AGENT] archives sheet + confirmation and asserts filed == prepared.
• Guardrails: filing is permanently human (A1 by design); any invoice whose VAT treatment isn't derivable from the fiscal profile blocks the sheet rather than defaulting.
• Today: the whole read side is built (dolibarr-tva-reconciliation, -deductible, -summary); scheduling, evidence archiving, and filed-parity assertions are not.
• Target: A1 (by design); Claude tier.

T11 — Compliance calendar & reminders

• Trigger: daily check, 24/7.
• Mode opératoire:
  1. [AGENT] Maintain a machine-readable fiscal profile + calendar in git: regime (réel simplifié until 2026-12-31, quarterly CA3 after), TVA acomptes, CA12 date, CFE (cotisation foncière des entreprises, December), IS installments (once profitable), AG/annual-accounts approval (within 6 months of FY close → June 2027 for FY 2026), URSSAF/DSN payroll declarations (dormant until first salary), e-invoicing milestones.
  2. [AGENT] Fire reminders at D-30/D-7/D-1 via Telegram, each linking the matching preparation task (e.g. T10).
  3. [AGENT] When a government-admin mail (T01) contains a deadline or an amount, propose a calendar entry/update.
  4. [HUMAN] Confirms calendar mutations proposed from mail content (mail is untrusted input).
• Guardrails: the calendar file is reviewed like code (PR); reminders repeat until acknowledged — silence is never treated as done.
• Today: deadlines live in the operator's head + DGFiP emails; several are already documented in memory/skills but nothing fires.
• Target: A3 for reminders (Pi tier); A1 for calendar mutations sourced from mail.

T12 — Regulatory watch

• Trigger: quarterly, plus event-driven (a government-admin mail announcing a change).
• Mode opératoire:
  1. [AGENT] Targeted research pass over official sources (service-public, BOFiP, impots.gouv, URSSAF) scoped to the company profile: TVA regime mechanics, e-invoicing reform status (PDP list, formats, deadlines), thresholds that change obligations (CA3 monthly above 1 M€, IS rates, franchise thresholds).
  2. [AGENT] Emit a diff proposal against the fiscal-profile file + calendar (what changed, source links, effective dates); a short REX note of the change lands in the second brain (T17).
  3. [HUMAN] Reviews and merges the PR; disagreements go to the expert-comptable question list.
• Guardrails: official sources only; every claim carries its source URL and effective date; the watch proposes, the human adopts.
• Today: ad-hoc research inside Claude sessions (this PRD's regulatory table came from one).
• Target: A1; Claude tier (web research is frontier work).

Records, audit & resilience — the floor

T13 — ERP snapshot & drift detection

• Trigger: daily, plus before/after every promoted write batch.
• Mode opératoire: [AGENT] full read-side snapshot with content_hash (dolibarr-data-snapshot); compare against the previous hash; any drift not explained by journaled writes → alert with the object-level diff.
• Guardrails: read-only; snapshots exclude binaries (GED covered by T14 backups).
• Today: skill exists, on demand. Target: A3, cluster CronJob, no LLM in the loop.

T14 — Backup & restore verification

• Trigger: daily CronJob (03:00, live since 2026-06-30: db + documents → GCS, skip-if-unchanged, 10-year tiered retention); monthly restore drill.
• Mode opératoire: [AGENT] verify last-backup freshness + fingerprint sanity daily (silence alarms if the CronJob stops); monthly: restore the latest prod backup into the sandbox, smoke-check (table count, company name, latest invoice present), report; [HUMAN] reads the drill report.
• Guardrails: drills only ever restore into the sandbox; prod restore remains a human-run runbook.
• Today: backup automated; restore proven but manual; no freshness watchdog. Target: A3.

T15 — Monthly coherence audit

• Trigger: 1st of month (after T07 has converged); extended scope every quarter.
• Mode opératoire: [AGENT] compose the read skills into one audit pack: every invoice's payment state vs bank evidence, TVA bases vs invoice lines, thirdparty completeness, template health, credit-note consistency, GED attachment presence; attach the month's snapshot hash; archive the pack (git + GED) and distill a summary note into the second brain (T17); digest the exceptions only. Quarterly, additionally: export the FEC and validate it (Test Compta Demat), and verify ledger discipline — snapshot history shows pure appends, no validated document mutated, numbering gapless (BlockedLog chain check if adopted) — per compliance.
• Guardrails: read-only; exceptions route to the owning task's queue rather than being fixed inline.
• Today: each check exists as a skill; composition is manual (the ad-hoc "cohort review" audit sessions run in Claude Code today). Target: A3; Claude tier.

T16 — Document filing & retention

• Trigger: any new business document (invoice PDF, government letter, contract, bank statement).
• Mode opératoire: [AGENT] classify + name (YYYY-MM-DD_type_party_ref.pdf), attach to the matching ERP object (GED) and/or the document tree, record the file hash in the journal; verify it lands in the backup scope (10-year retention, L.123-22).
• Guardrails: originals are never modified or deleted; unresolvable documents go to a "to-file" queue, not a best-guess folder.
• Today: ad-hoc. Target: A2; M4 tier (documents stay local until filed).

T17 — Knowledge capture & retrieval (second brain)

• Trigger: after any significant run (audit pack, fiscal sheet, incident, decision); the existing weekly digest (Monday 08:00); on-demand retrieval before context-hungry tasks.
• Substrate: the operator's second brain — a PARA Obsidian vault (00-Inbox … 06-Zettel), git-synced to the forge (arcodange/SecondBrain), already automated by .automation/sb.py (weekly digest, inbox triage, daily prefill, idempotent Gitea→Inbox ingest) on the hermes cron ticker, and exposed to agents via mcp-obsidian (local REST API). See the knowledge layer.
• Mode opératoire:
  1. [AGENT] Capture: deposit distilled notes (audit-pack summary, fiscal decision, supplier REX, incident post-mortem) into 00-Inbox/ — or the matching 02-Areas/Admin / 02-Areas/Arcodange-Ops / 01-Projects/Clients/… page — with idempotent frontmatter, the pattern the Gitea ingest already proves (re-runs never duplicate; human notes never clobbered).
  2. [AGENT] Retrieval: before context-hungry tasks (T05 contract terms, T06 dunning tone/history, T12 regulatory baseline), query the vault (dataview / mcp-obsidian) and carry retrieved facts with their note dates.
  3. [AGENT] The existing weekly digest weaves fleet notes alongside personal ones; nothing new to build there.
  4. [HUMAN] Files/links agent notes during the weekly PARA ritual (inbox → Projects/Areas/Resources); deleting a note is legitimate feedback, journaled.
• Outputs: inbox/area notes; retrieval bundles for other atoms.
• Guardrails: agents never edit human-authored notes in place (append/inbox only); the vault is trusted-but-stale context — the ERP is the book of record, and a note contradicting it (or older than its subject's last ERP change) triggers re-verification, not belief; vault content routes per the vault's own doctrine (Claude default · Mistral for well-defined tasks · Ornith/hermes local for the confidential).
• Today: the vault side is live (digest Monday 08:00, Gitea ingest daily 07:00, daily note 07:05); the fleet side (deposits from runs, retrieval into pipelines) does not exist yet.
• Target: A3 (append-only inbox deposits are trivially reversible and human-curated weekly; retrieval is read-only); M4 tier via hermes.

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Backlog — deferred

Explicitly out of the current inventory; each becomes a task fiche when its trigger fires:

• Paper mail — scan + ingest lane (low volume; needs a scanning habit before automation makes sense).
• Expense reports / personal-account visibility — movements on the personal CCA (fk_account=3) are API-invisible; a manual CSV import lane or a banking-app export would open T07 coverage.
• Payroll & DSN — dormant until the first salary is paid (see hub non-goals).
• Prospection/CRM admin — the prospection repo exists; its admin loops (follow-ups, pipeline hygiene) can reuse this fleet's patterns later.
• Contract lifecycle — renewal reminders and obligation extraction from client/supplier contracts (extraction atoms generalize naturally).