LetsBe Biz — Document Directory & Tracker

Last updated: 2026-02-26 (Technical domain completed) Maintained by: Matt Ciaccio (matt@letsbe.solutions)

This directory contains all strategic, technical, financial, and operational documentation for the LetsBe Biz platform. Each document has a status, version, and owner to keep work organized as we build toward launch.

---

Status Key

Symbol	Meaning
✅	Complete — Current, reviewed, ready to reference
🔄	In Progress — Being actively written or updated
📋	Planned — Scoped and outlined, not yet started
⬜	Not Started — Identified as needed, no work begun

---

1. Strategy (docs/strategy/)

Core documents that define what LetsBe Biz is, why it exists, and where it's going.

Document	Status	Version	Description
Foundation Document	✅	v1.1	Master strategic document — mission, market, decisions log, architecture overview. v1.1: 28-tool stack (Stalwart Mail, removed tools), decisions #39-41 (infrastructure provider positioning, open-source tools page, BYOK deferred).
Product Vision	✅	v1.1	North-star vision, user personas, tier philosophy, roadmap phases. v1.1: 28-tool counts, Stalwart Mail refs, BYOK in Year 2 roadmap, infrastructure-provider positioning.
Go-to-Market Strategy	✅	v1.0	Launch plan (3 phases), channel strategy (LinkedIn, Reddit, Google Ads, PH, SEO, email), pricing communication, partnership ideas, metrics, 30-day content calendar. Filed under marketing/ but serves as the strategic GTM plan.
Competitive Landscape	✅	v1.0	Five competitor categories, 9 competitors analyzed, comparison matrix, battlecards, moat analysis, pricing comparison

---

2. Technical (docs/technical/)

Architecture, infrastructure, and engineering decisions.

Document	Status	Version	Description
Technical Architecture	✅	v1.2	Full system architecture — per-tenant VPS, Safety Wrapper (OpenClaw extension), Hub, dispatcher, tool registry, Prisma schemas
Repo Analysis	✅	v1.0	Codebase audit of all existing repos (hub, orchestrator, sysadmin-agent, etc.)
Architecture Diagram	✅	v1.0	Visual system overview
SOUL.md Content Spec	✅	v1.0	Agent personality, behavior rules, safety boundaries, tone guidelines. Five default agents (Dispatcher, IT Admin, Marketing, Secretary, Sales), shared safety rules, template variables, token budgets, behavioral testing criteria.
Dispatcher Routing Logic	✅	v1.0	Agent routing (Dispatcher triage), model selection (Basic/Balanced/Complex presets), fallback chains with auth rotation, token pool management, prompt caching strategy, rate limiting, full configuration reference.
Tool Catalog	✅	v2.2	28 current tools + 27 expansion candidates across 14 domains. v2.2: Stalwart Mail replaces Poste.io, Bigcapital replaces both Invoice Ninja + Akaunting, Typebot noted as internal-only. Final license sweep clean. P1 wave → 38 tools, full catalog → 55 tools.
Infrastructure Runbook	✅	v1.0	Netcup provisioning (10-step pipeline), credential generation (50+ per tenant), backup system (21 databases + files, 7 daily + 4 weekly rotation, rclone remote), restore procedures, monitoring stack (Uptime Kuma + Hub + GlitchTip + Diun), maintenance, deprovisioning, disaster recovery, security operations.
API Reference	✅	v1.0	Complete Hub API (80+ existing endpoints + 38 new), tenant communication protocol (Safety Wrapper ↔ Hub), customer portal endpoints, webhook specs, authentication flows (staff/customer/tenant/Stripe), Prisma data models, error codes, implementation priorities.
Security & GDPR Framework	✅	v1.1	Data classification, GDPR/AI Act/CCPA compliance, TOMs, subprocessor management, DPA inputs, security roadmap. v1.1: dual-region data centers (EU + NA)

---

3. Financial (docs/financial/)

Pricing, revenue projections, and unit economics.

Document	Status	Version	Description
Pricing Model	✅	v2.2+	Tier pricing (€29–109), AI cost model, margins, founding member economics. Added BYOK architectural note (deferred to post-launch, same platform fee, provider-agnostic key injection).
Financial Projections	✅	v1.2	3-year P&L, monthly forecasts (moderate/conservative/aggressive), unit economics
Financial Projections (PDF)	✅	v1.1	PDF export (note: one version behind, re-export when needed)
Investor One-Pager	⬜	—	Single-page financial summary for potential investors or partners

---

4. Brand (docs/brand/)

Visual identity, tone of voice, and brand guidelines.

Document	Status	Version	Description
Logo (Horizontal)	✅	v1.0	Primary logo — light blue "LetsBe" text + navy tower icon
Logo (Square)	✅	v1.0	Square format for avatars and favicons
Brand Guidelines	✅	v1.0	Colors, typography, logo usage, visual identity, voice & tone, messaging framework
Tone & Voice Guide	—	—	Merged into Brand Guidelines (Sections 3–4)
Asset Library	⬜	—	Icons, illustrations, UI patterns, social media templates

---

5. Marketing (docs/marketing/)

Content, campaigns, and customer-facing materials.

Document	Status	Version	Description
Go-to-Market Strategy	✅	v1.0	Launch phases, channel strategy, content calendar, metrics, budget
Website Copy	✅	v1.1	Homepage, pricing, founding members, features, about, open-source tools page (new) — full copy deck. v1.1: 28-tool counts, new Page 6 (Open-Source Tools with all 28 tools, licenses, links), BYOK FAQ, infrastructure-provider messaging.
Launch Campaign Plan	—	—	Merged into GTM Strategy (Sections 3, 9)
Content Calendar	—	—	Merged into GTM Strategy (Section 9)
SEO Strategy	✅	v1.0	Keywords, content pillars, 3-month calendar, technical checklist, link building
Email Templates	✅	v1.0	Waitlist (4), onboarding (6), win-back (2), newsletter, FM lifecycle (2), transactional

---

6. Product (docs/product/)

Feature specs, user flows, and product decisions.

Document	Status	Version	Description
Onboarding Flow	✅	v1.1	Setup wizard, tool catalog, AI demo, data import (CSV + Google + IMAP), provisioning details, checklist
Founding Member Program Spec	✅	v1.0	Full program rules — eligibility, benefits, referrals, cancellation, technical implementation
Feature Roadmap (Detailed)	⬜	—	Phase-by-phase feature breakdown with priorities and dependencies
Mobile App Wireframes	⬜	—	Telegram bot and/or companion app UX concepts
Morning Briefing Spec	⬜	—	Daily briefing feature — content, timing, channels, personalization

---

7. Legal (docs/legal/)

Compliance, terms, and data protection.

Document	Status	Version	Description
Terms of Service	✅	v1.1	15-section ToS — LetsBe Solutions LLC (Delaware), infrastructure-provider legal framing (§2.3, §7.2), dual-region data centers, subscription/pricing, data ownership/processing, breach notification, acceptable use, AI disclaimers, EU AI Act transparency, termination with 48h cooling-off + 30-day export, governing law Delaware, AAA arbitration. v1.1: company details, infrastructure-provider/OSS licensing language, governing law + arbitration resolved. Draft — requires legal review.
Privacy Policy	✅	v1.0+	19-section policy — controller/processor roles, data collection/use with GDPR legal bases, AI privacy (Safety Wrapper, four-layer redaction, LLM data flows), subprocessors, international transfers, retention, rights (GDPR/CCPA/PIPEDA), cookies/GPC, CCPA disclosures, EU AI Act transparency. Updated: company address, privacy@letsbe.solutions, interim DPO (Matt), EU Rep placeholder. Draft — requires legal review.
Data Processing Agreement	✅	v1.0+	Full GDPR Art. 28 DPA with 4 annexes — processing details, TOMs, subprocessor list, SCC framework. Covers: processor obligations, 30-day subprocessor notice, data subject rights assistance, breach notification (48h/72h), audit rights, data return/deletion, international transfers. Updated: company address, SCC clauses (13/17/18) resolved to Delaware, subprocessor changelog URL. Draft — requires legal review + SCC text appendix.
Cookie Policy	✅	v1.0+	Three cookie categories (strictly necessary, analytics, marketing), self-hosted analytics (Umami), no third-party cookies, GPC/DNT honored, consent-first model. Updated: privacy@letsbe.solutions. Draft — requires legal review.

---

8. Sales (docs/sales/)

Sales materials, battlecards, and outreach tools.

Document	Status	Version	Description
Sales Deck	✅	v1.0	11-slide deck — problem, solution, tools, AI team, security, pricing, competitive, founding members, CTA
Objection Handling Guide	✅	v1.0	25 objections across 8 categories (price, trust/privacy, technical, competitive, timing/risk, product, founding member). Responses, follow-up questions, one-liner quick reference, escalation protocol.
ROI Calculator (Interactive HTML)	✅	v1.0	Self-contained HTML calculator — 42 SaaS tools across 14 categories with Feb 2026 verified pricing. All 4 tiers. Custom entry. VA comparison. Shareable with prospects.
ROI Calculator (Excel)	✅	v1.0	Excel version with live formulas. Blue input cells for user costs. Tier comparison table. VA comparison. 35 pre-filled tools. Pricing verified Feb 2026.
Case Study Template	✅	v1.0	8-part template for founding member success stories — customer profile, before state, setup experience, results (financial + time), privacy wins, objections resolved, shareable one-pager draft, usage rights.

---

9. Operations (docs/operations/)

Internal processes, team workflows, and operational playbooks.

Document	Status	Version	Description
Support Playbook	⬜	—	Ticket triage, escalation paths, response templates
Update/Upgrade Pipeline	⬜	—	How platform updates are tested, staged, and rolled out to tenants
Incident Response Plan	⬜	—	Outage handling, communication templates, post-mortem process
Onboarding Checklist (Internal)	⬜	—	Steps to provision a new customer tenant end-to-end

---

Document Relationships

Foundation Document (strategy/)
├── references → Technical Architecture (technical/)
├── references → Pricing Model (financial/)
├── references → Product Vision (strategy/)
└── references → Financial Projections (financial/)

Pricing Model v2.2 (financial/)
└── companion → Financial Projections v1.2 (financial/)

Technical Architecture v1.2 (technical/)
├── companion → Pricing Model v2.2
├── companion → Financial Projections v1.2
├── informed by → Repo Analysis (technical/)
└── informed by → OpenClaw Architecture Analysis (technical/)

---

Progress Summary

Category	Complete	In Progress	Planned	Not Started	Total
Strategy	4	0	0	0	4
Technical	9	0	0	0	9
Financial	3	0	0	1	4
Brand	3	0	0	1	4
Marketing	4	0	0	0	4
Product	2	0	0	3	5
Legal	4	0	0	0	4
Sales	5	0	0	0	5
Operations	0	0	0	4	4
Total	34	0	0	8	42

---

Strategy + Sales + Legal + Marketing + Technical domains complete (34/42 docs). Remaining: Financial (1), Brand (1), Product (3), Operations (4).