# 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.

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## 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](strategy/LetsBe_Biz_Foundation_Document.md) | ✅ | 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](strategy/LetsBe_Biz_Product_Vision.md) | ✅ | 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](marketing/LetsBe_Biz_GTM_Strategy.md) | ✅ | 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](strategy/LetsBe_Biz_Competitive_Landscape.md) | ✅ | 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](technical/LetsBe_Biz_Technical_Architecture.md) | ✅ | v1.2 | Full system architecture — per-tenant VPS, Safety Wrapper (OpenClaw extension), Hub, dispatcher, tool registry, Prisma schemas |
| [Repo Analysis](technical/LetsBe_Repo_Analysis.md) | ✅ | v1.0 | Codebase audit of all existing repos (hub, orchestrator, sysadmin-agent, etc.) |
| [Architecture Diagram](technical/preliminary_architecture_diagram.png) | ✅ | v1.0 | Visual system overview |
| [SOUL.md Content Spec](technical/LetsBe_Biz_SOUL_Content_Spec.md) | ✅ | 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](technical/LetsBe_Biz_Dispatcher_Routing_Logic.md) | ✅ | 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](technical/LetsBe_Biz_Tool_Catalog.md) | ✅ | 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](technical/LetsBe_Biz_Infrastructure_Runbook.md) | ✅ | 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](technical/LetsBe_Biz_API_Reference.md) | ✅ | 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](technical/LetsBe_Biz_Security_GDPR_Framework.md) | ✅ | 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](financial/LetsBe_Biz_Pricing_Model.md) | ✅ | 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](financial/LetsBe_Biz_Financial_Projections.md) | ✅ | v1.2 | 3-year P&L, monthly forecasts (moderate/conservative/aggressive), unit economics |
| [Financial Projections (PDF)](financial/LetsBe_Biz_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 |

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## 4. Brand (`docs/brand/`)

Visual identity, tone of voice, and brand guidelines.

| Document | Status | Version | Description |
|----------|--------|---------|-------------|
| [Logo (Horizontal)](brand/logo_long.png) | ✅ | v1.0 | Primary logo — light blue "LetsBe" text + navy tower icon |
| [Logo (Square)](brand/logo_square.jpg) | ✅ | v1.0 | Square format for avatars and favicons |
| [Brand Guidelines](brand/LetsBe_Brand_Guidelines.md) | ✅ | 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](marketing/LetsBe_Biz_GTM_Strategy.md) | ✅ | v1.0 | Launch phases, channel strategy, content calendar, metrics, budget |
| [Website Copy](marketing/LetsBe_Biz_Website_Copy.md) | ✅ | 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](marketing/LetsBe_Biz_SEO_Strategy.md) | ✅ | v1.0 | Keywords, content pillars, 3-month calendar, technical checklist, link building |
| [Email Templates](marketing/LetsBe_Biz_Email_Templates.md) | ✅ | v1.0 | Waitlist (4), onboarding (6), win-back (2), newsletter, FM lifecycle (2), transactional |

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## 6. Product (`docs/product/`)

Feature specs, user flows, and product decisions.

| Document | Status | Version | Description |
|----------|--------|---------|-------------|
| [Onboarding Flow](product/LetsBe_Biz_Onboarding_Flow.md) | ✅ | v1.1 | Setup wizard, tool catalog, AI demo, data import (CSV + Google + IMAP), provisioning details, checklist |
| [Founding Member Program Spec](product/LetsBe_Biz_Founding_Member_Program.md) | ✅ | 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](legal/LetsBe_Biz_Terms_of_Service.md) | ✅ | 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](legal/LetsBe_Biz_Privacy_Policy.md) | ✅ | 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](legal/LetsBe_Biz_Data_Processing_Agreement.md) | ✅ | 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](legal/LetsBe_Biz_Cookie_Policy.md) | ✅ | 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](sales/LetsBe_Biz_Sales_Deck.pptx) | ✅ | v1.0 | 11-slide deck — problem, solution, tools, AI team, security, pricing, competitive, founding members, CTA |
| [Objection Handling Guide](sales/LetsBe_Biz_Objection_Handling_Guide.md) | ✅ | 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)](sales/LetsBe_Biz_ROI_Calculator.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)](sales/LetsBe_Biz_ROI_Calculator.xlsx) | ✅ | 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](sales/LetsBe_Biz_Case_Study_Template.md) | ✅ | 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 |

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## 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).*
