Apero Advisors

Eight-week delivery plan

This document explains what will be built each week, what Apero will be able to use by Friday, and what access or decisions are needed to keep the work moving.

What we are building

• New meeting and conversation context is captured instead of being lost between systems.
• Apero reviews proposed CRM changes before they are applied.
• Meetings are matched to the correct company, contact, opportunity, and engagement—or held for review when the answer is unclear.
• Clear commitments become owned tasks with due dates and notifications.
• A human-approved Verbal Yes creates delivery and billing drafts.
• Approved billing details can create a draft in state.db and Mercury, but the system cannot send an invoice or move money.
• Apero receives the code, configuration, tests, documentation, and operating knowledge at handoff.

Rules that apply throughout the project

• A person approves CRM and billing changes before they are applied.
• The system uses exact matching where identity matters. If there is more than one possible answer, it stops for review.
• Automated billing remains draft-only. Sending invoices and moving money stay human actions.
• Repeated events and retries must not create duplicate meetings, tasks, customers, billing records, or invoice drafts.
• Failed or delayed work remains visible and can be safely retried.
• Every Friday ends with working software that Apero can test.

Week 1 — Connect the systems

Goal

Confirm that every required system can be reached and prove the basic information flow before building automation on top of assumptions.

Work included

• Connect Notion, Fireflies, Cloudflare, state.db, and Mercury using test or read-only access where appropriate.
• Set up the Slack application, permissions, signing secret, and test channel.
• Set up Microsoft Teams or Microsoft Graph access for the agreed chats, channels, meeting notes, or transcripts.
• Pull one representative piece of context from Slack and one from Teams.
• Agree which Slack and Teams sources are in scope and which information must be excluded for privacy or relevance.
• Export the current Notion structure and agree the final names for Meetings, Companies, Contacts, Opportunities, Engagements, Tasks, and billing records.
• Create the basic run log and proposed-change structure used to show what the system is doing.
• Test one sample meeting through the proposed structure without changing production CRM or billing records.

Working product by Friday

• A connected test environment owned by Apero.
• One sample Fireflies meeting represented in the agreed Notion structure.
• Sample context successfully retrieved from both Slack and Teams.
• A written list of any missing access, unsupported interfaces, or decisions that affect later weeks.

Apero provides

• Administrator or approved developer access for each system.
• One sample Fireflies meeting, one Slack example, and one Teams example.
• The people allowed to approve sales, delivery, and billing changes.
• Data retention and privacy rules for meeting and message content.

Week 1 is complete when the connections are proven with real examples—not when a discovery report is delivered.

Week 2 — Capture meetings and context reliably

Goal

Create one durable meeting record from every valid source event and make failures visible.

Work included

• Receive completed Fireflies events and verify that they came from Fireflies.
• Fetch the full transcript, attendees, title, date, and source identifiers.
• Store the original source so a meeting can be rebuilt or checked later.
• Create or find the matching Notion Meeting using the source event ID.
• Keep the transcript, Fireflies-generated notes, and human notes separate.
• Attach the agreed Slack and Teams context to the meeting or source record with its origin and timestamp.
• Add a Slack action for human notes and submission where appropriate.
• Prevent duplicate meetings when the same event is delivered more than once.
• Add retry handling and an operations view for meetings that are delayed or stuck.

Working product by Friday

• A new test meeting appears once in Notion with its transcript and source details.
• Human notes remain clearly separate from generated notes.
• Agreed Slack and Teams context can be attached without losing its source.
• Replaying the same event does not create a second meeting.
• A failed capture remains visible and can be retried.

Apero provides

• Fireflies webhook and transcript access.
• The Slack channel and Teams sources approved for the first release.
• A person available to test the notes and submission flow.

Week 3 — Turn meetings into reviewable account context

Goal

Turn each captured meeting into useful, source-backed information without changing CRM records automatically.

Work included

• Produce a clear meeting summary, decisions, commitments, open questions, and detailed notes.
• Extract proposed company, contact, opportunity, qualification, revenue, and timing information.
• Mark information as answered, partial, conflicting, or not discussed.
• Link every proposed fact to the supporting transcript, human note, Slack message, or Teams source.
• Show the current value beside the proposed value.
• Let a reviewer approve, reject, or correct each field independently.
• Prevent unsupported values or fabricated source quotes from moving forward.
• Keep the original transcript and human notes unchanged.

Working product by Friday

• A completed meeting creates a clear review page.
• Every proposed CRM change shows its source and current value.
• A reviewer can approve or reject fields one at a time.
• No company, contact, opportunity, task, engagement, or billing record is changed yet.

Apero provides

• Examples of a good meeting summary and useful CRM context.
• The fields Apero wants extracted from each call type.
• Review of the first examples so the language and level of detail can be adjusted.

Week 4 — Match records and apply approved changes

Goal

Update the correct records while protecting human edits and stopping when identity is unclear.

Work included

• Match companies using an exact normalized domain.
• Match contacts using an exact email address.
• Exclude internal, notetaker, and consumer domains from automatic company matching.
• Show all possible opportunities when a company has more than one open deal.
• Automatically propose an opportunity only when one valid choice remains.
• Mark net-new or ambiguous records for human review.
• Apply only fields that were explicitly approved.
• Recheck the live record before writing so a later human edit is not overwritten.
• Read the record back after the change and confirm that the correct value was saved.

Working product by Friday

• An approved meeting updates the correct company, contact, and opportunity records.
• An ambiguous match waits for a person instead of guessing.
• Rejected changes do not write anything.
• A record changed by a person after review began is protected from a stale automated update.

Apero provides

• Clean company domains and contact emails for the pilot accounts.
• The opportunity stages that count as open.
• A decision on how net-new companies and contacts should be handled.

Week 5 — Create follow-up and improve the opportunity record

Goal

Turn clear commitments into owned work and make important sales gaps visible.

Work included

• Separate real commitments from general discussion or suggestions.
• Turn Apero commitments into action tasks.
• Turn client commitments into follow-up tasks owned by the appropriate Apero person.
• Use the named owner when one exists; otherwise follow an agreed fallback rule.
• Use a stated due date when available and clearly mark any default date.
• Link each task to its company, source meeting, and relevant opportunity or engagement.
• Prevent the same meeting from creating the same task twice.
• Send one Slack notification to the owner or route unassigned tasks to a triage channel.
• Add approved revenue, qualification, MEDDICC, and timing information to the opportunity.
• Propose a separate expansion opportunity when the meeting contains clear new scope.

Working product by Friday

• An approved meeting creates the correct tasks once.
• Task owners receive one useful notification with links back to the source.
• Opportunity records show approved revenue context and current qualification gaps.
• Clear expansion scope becomes a separate reviewable opportunity instead of being buried in notes.

Apero provides

• The owner and due-date fallback rules.
• A mapping between Notion users and Slack users.
• Examples of commitments that should and should not become tasks.
• The qualification fields Apero uses in active opportunities.

Week 6 — Create safe delivery and billing drafts

Goal

Move a human-approved Verbal Yes into delivery and billing preparation without allowing AI to make anything billable.

Work included

• Add an explicit human action for applying Verbal Yes.
• Record who approved the change, when it happened, and what evidence supported it.
• Create or reuse the internal billing client after identity review.
• Create a draft engagement, scope of work, billing lines, and milestones as required.
• Support the agreed monthly, hourly, fixed-fee, and mixed billing examples.
• Show missing customer, contract, amount, currency, date, cadence, or terms information as a clear blocker.
• Require a billing reviewer to confirm each required field.
• Connect the approved draft path to state.db and Mercury.
• Use the Mercury Customer ID as the external identity when available.
• Create one external draft and store the returned ID for verification.
• Keep send, finalize, payment, and funds-movement operations outside the automation.

Working product by Friday

• A human-approved Verbal Yes creates a complete internal draft graph once.
• Missing billing information blocks external work and shows the reason.
• A fully approved sandbox example creates one verified draft in the supported external system.
• Repeating the approval does not create a duplicate customer or invoice draft.
• No automated role can send an invoice.

Apero provides

• A state.db technical contact and working test interface.
• Mercury sandbox access and supported customer and invoice-draft operations.
• Representative monthly, hourly, fixed-fee, and mixed billing examples.
• The authorized billing reviewer and approved legal entity information.

Week 6 assumes that state.db and Mercury expose the required test interfaces. A materially different or unavailable interface is discussed before additional work is added.

Week 7 — Run the pilot and harden the system

Goal

Run the complete workflow on real Apero work and make it safe under retries, outages, and common edge cases.

Work included

• Run at least ten representative meetings through the complete review path.
• Test sales, client, expansion, referral, thin-transcript, and ambiguous-identity examples.
• Test monthly, hourly, fixed-fee, and mixed billing in sandbox or shadow mode.
• Confirm that duplicate events do not create duplicate records, tasks, notifications, billing rows, customers, or drafts.
• Add safe retry limits and a review path for uncertain external outcomes.
• Add alerts for stuck meetings, failed credentials, changed schemas, and billing items needing reconciliation.
• Add a global pause control and separate pause controls for high-risk workflows.
• Add basic usage reporting and limits so runaway model activity can be stopped.
• Confirm that capture can continue when lower-priority processing is paused.
• Record each problem found during the pilot with an owner and resolution.

Working product by Friday

• The full system has processed real Apero examples in production or approved shadow mode.
• Known failures are visible instead of silently disappearing.
• Retries and repeated events do not create duplicate work.
• Apero can pause processing without losing new source events.
• The remaining issue list is clear, prioritized, and agreed.

Apero provides

• At least ten approved pilot meetings.
• Representative billing and edge-case examples.
• Timely reviewer feedback throughout the week.
• Approval for the production or shadow-mode pilot boundaries.

Week 8 — Correct, document, and hand over

Goal

Close the agreed pilot issues and leave Apero able to operate the system without the builder.

Work included

• Correct critical defects and agreed acceptance failures found during the pilot.
• Enable production workflows gradually, starting with capture and ending with draft-only billing.
• Confirm that pause and rollback work before expanding beyond the pilot group.
• Add the final operational views for capture, approvals, tasks, billing readiness, failures, retries, and usage.
• Document routine operation, stuck-work recovery, credential rotation, billing reconciliation, pause, resume, and rollback.
• Confirm backups for code, configuration, workflow ledgers, and required source records.
• Train the sales reviewer, billing reviewer, and technical owner.
• Transfer the repository, Cloudflare configuration, Notion setup, prompts, rules, tests, and deployment ownership.
• Record any new requests as follow-on work rather than leaving them hidden in the handoff.

Working product by Friday

• The agreed end-to-end workflow is operating in production or approved shadow mode.
• No critical acceptance failure remains open.
• A sales reviewer can approve meeting and CRM changes without assistance.
• A billing reviewer can resolve blockers and create a sandbox draft without assistance.
• A technical owner can find a failed run, pause processing, resume it, and follow the recovery guide.
• Apero controls the code, accounts, configuration, tests, and documentation.

Apero provides

• The named people who will receive training and ownership.
• Final acceptance feedback in one consolidated list.
• Client-controlled accounts for every production system.
• Approval of the final operating and case-study boundaries.

Weekly review and acceptance

• Each Friday includes a working release, a short walkthrough, and a checklist of what was tested.
• Apero provides one consolidated list of feedback through its product owner.
• If the release does not perform the agreed behavior, the correction is included.
• A new field, source, integration, workflow, or business rule is new scope and is agreed before work begins.
• Missing access, data, decisions, or reviewers move the affected date. Independent work continues where possible.
• Critical issues involving security, data loss, unauthorized billing, or duplicate money events immediately pause the affected workflow.

Commercial terms

• Weekly project fee: $2,500 per week for eight weeks.
• Payment timing is set in the signed order form.
• The fee covers the eight-week scope described in this document.
• Third-party subscriptions and usage charges are paid directly by Apero.
• Materially different or undocumented interfaces are reviewed before additional work is authorized.
• Any published case study, testimonial, or use of Apero’s name or logo requires Apero’s approval.

Apero responsibilities

• Name one product owner who can make decisions and consolidate feedback.
• Provide the required system access, sample records, and test environments on time.
• Name the sales, billing, and technical reviewers.
• Provide approved privacy, retention, and data-handling rules.
• Review weekly releases promptly so the next release can build on accepted behavior.
• Provide accurate customer identity, contract, billing, and payment-term information.

Not included

• Sending invoices, approving payments, moving funds, collections, accounting close, tax, or legal advice.
• Historical migration, bulk CRM cleanup, record merging, or backfill.
• Broad Slack, Teams, or email ingestion beyond the specific sources agreed in Week 1.
• Automated prospecting, audience building, research, or email drafting.
• Revenue forecasting dashboards or guaranteed commercial outcomes.
• A custom application replacing Notion.
• Ongoing managed operations after Week 8 unless separately agreed.

Next step

Confirm the $2,500 weekly fee and eight-week schedule, name the four Apero owners, provide the Week 1 access and examples, and confirm the kickoff date in the order form.