WestComms

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Collect voice training materials for client agents

Voice audit identified gaps across client agents. Collecting feedback, transcripts, and published content will sharpen AI-generated writing.

Voice Agent medium action needed
Next Steps
  1. 1. Fix transcript collector — Granola/Meet files are HTML, not clean text
  2. 2. Urun: Request published content, Keegan's writing samples, brand guidelines
  3. 3. Beluga: Request heybeluga.com articles, Sonny's writing, HackerNoon pieces
  4. 4. All clients: Ask for 'anti-examples' — content they specifically dislike
  5. 5. All clients: Ask which competitor content they admire or want to avoid
  6. 6. 6lock, Theo AI: Request recorded customer interviews
  7. 7. Pull LinkedIn engagement data to identify top-performing post styles
Due: Ongoing

Add employee SSNs to payroll config

Payroll automation needs full SSNs to generate John Hancock and Optum upload files.

Setup high Action needed
Next Steps
  1. 1. Open westcomms/config/payroll_employees.json
  2. 2. Fill in full SSN (XXX-XX-XXXX) for each employee
  3. 3. JH contract number is already set (154118)

Add Optum HSA account details

Need Optum employer ID and per-employee account numbers for HSA upload file generation.

Setup medium Action needed
Next Steps
  1. 1. Log in to Optum Financial (hrcommand.optumfinancial.com)
  2. 2. Find employer ID and each employee's HSA account number
  3. 3. Add to westcomms/config/payroll_employees.json

Send mid-month invoices (3 clients)

Generate and send invoices for: Urun, Tuesday Capital, Maschmeyer Group Ventures.

Invoicing high today
Next Steps
  1. 1. Run /invoices in Slack or: westcomms send-invoices --cycle mid_month
  2. 2. Review invoice previews in Slack DM
  3. 3. Reply 'approve all' to send
  4. 4. Duplicate invoices in QuickBooks
Due: Mar 15

Set up QuickBooks Online integration

Connect QBO to automate invoice tracking and AR aging reports.

Setup high Waiting on credentials
Next Steps
  1. 1. Get QBO login credentials from Jessi
  2. 2. Create an app at developer.intuit.com
  3. 3. Add client_id, client_secret, realm_id to westcomms/config/admin.json
  4. 4. Run: westcomms setup-quickbooks

Set up Expensify integration

Connect Expensify to automate expense report review and approval.

Setup high Waiting on credentials
Next Steps
  1. 1. Get Expensify admin login from Jessi
  2. 2. Go to expensify.com/tools/integrations to get partner credentials
  3. 3. Add partner_user_id and partner_user_secret to westcomms/config/admin.json

Q1 quarterly statements for Joyce

Download statements from all accounts and send to Joyce.

Quarterly medium due Mar 25
Next Steps
  1. 1. Download AMEX statement
  2. 2. Download Apple Card statement
  3. 3. Download Mountain West Bank statement
  4. 4. Upload PDFs to Statements folder in Drive
  5. 5. Email to joyce@kobaltconsulting.biz
Due: Mar 25

Payroll — 401(k) & HSA submissions

Submit employee deferrals and employer contributions for the Apr 01 pay period.

Payroll low in 17 days
Next Steps
  1. 1. Check Slack DM — payroll bot auto-extracts amounts from RenderHR email
  2. 2. Download JH contribution CSV from Slack DM and upload to John Hancock portal
  3. 3. Download Optum HSA CSV from Slack DM and upload to Optum portal
  4. 4. Verify totals match payroll register
Due: Apr 01, 2026

Evaluate automating Rick's and Frank's roles

Frank's work (Recast social media) is ~90% automatable. Rick's (press releases, pitches) is ~65% automatable. Consider building automation agents to reduce headcount costs.

Strategic medium decision needed
Next Steps
  1. 1. Decide: build social content agent to replace Frank's Recast LinkedIn work (~$105k/yr savings)
  2. 2. Decide: build press release draft agent to reduce Rick's workload (shift to part-time/contractor)
  3. 3. Estimate: automation build cost is ~2 months of Frank's salary ($17.5k)
  4. 4. Migrate Remy's work to Drive so activity tracking captures his contributions
Due: When ready