Duesly
Every homeowner reached. Dues paid.
Duesly is a lightweight HOA communication and billing dashboard for volunteer treasurers and small property managers drowning in spreadsheets. It unifies announcements, invoicing, reminders, and payments, auto-sends via email/SMS, and prints QR-coded mail when messages bounce. Unit-level delivery logs boost verified reach to 99%, cut late dues 45% in three cycles, and save 8+ hours monthly.
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Product Details
Explore this AI-generated product idea in detail. Each aspect has been thoughtfully created to inspire your next venture.
Vision & Mission
- Vision
- Empower HOA boards and property managers to reach every homeowner and ensure on-time dues, freeing them to build thriving communities.
- Long Term Goal
- Within 4 years, power 10,000 HOAs to verified 100% homeowner reach and 98% on-time dues, halving admin time and slashing disputes 60%, ending paper-only processes for good.
- Impact
- For volunteer HOA treasurers and small property managers, Duesly cuts late dues by 45% within three billing cycles, saves 8+ hours monthly on collections, boosts verified homeowner reach from about 70% to 99%, and reduces I-never-got-it disputes by 60%, eliminating manual chasing and payment confusion.
Problem & Solution
- Problem Statement
- Volunteer HOA treasurers and small property managers can’t reach every homeowner or track dues across email, SMS, and paper, causing late payments and disputes. Enterprise tools are bloated; spreadsheets introduce errors; printing and mailing notices is slow and expensive.
- Solution Overview
- Duesly centralizes HOA announcements, invoicing, reminders, and payments in one dashboard that auto-delivers by email/SMS and switches to printed mail when messages bounce. Offline Bridge mails QR-coded invoices, and delivery logs tie to each unit—reducing “I never got it” disputes and late dues.
Details & Audience
- Description
- Duesly unifies HOA announcements, dues invoicing, reminders, and payments in one lightweight dashboard. Built for volunteer HOA boards and small property managers drowning in spreadsheets and scattered threads. It reaches every homeowner, slashes late dues, and keeps an audit-ready ledger without manual chasing. Offline Bridge auto-prints and mails QR-coded notices when email or SMS bounce.
- Target Audience
- Volunteer HOA treasurers and small property managers (30-60) battling late dues; mobile-first, spreadsheet-reliant.
- Inspiration
- Under buzzing fluorescent lights at a friend’s HOA meeting, the treasurer clutched a dented cash box and a red-ink spreadsheet while a neighbor insisted he never received his invoice. Another member whispered he didn’t even have email. That moment sparked Duesly: one dashboard that auto-switches channels, prints and mails QR-coded invoices when messages bounce, and logs delivery—so payments happen without chasing or arguments.
User Personas
Detailed profiles of the target users who would benefit most from this product.
Integration-Minded Accountant Alex
- Contract HOA accountant serving 5–12 communities - 5–10 years small-association finance experience - Uses QuickBooks Online; remote home office - Bachelor’s in accounting; 20–30 hours weekly
Background
Started at a local CPA firm, then went freelance handling HOA books. Constantly wrangles inconsistent spreadsheets from rotating treasurers, responsible for monthly closes and audit packages—driving a need for standardized exports and delivery proofs.
Needs & Pain Points
Needs
1. One-click exports mapped for QuickBooks reconciliation. 2. Unit-level payment history with timestamps. 3. Delivery logs for audit exhibits.
Pain Points
1. Inconsistent spreadsheets break monthly close. 2. Missing receipts stall audit responses. 3. Ambiguous delivery fuels owner disputes.
Psychographics
- Obsessed with clean ledgers and traceable records - Efficiency-first; automates repetitive reconciliation tasks - Risk-averse; values audit-ready documentation - Pragmatic tech adopter, demands exportable data
Channels
1. Google Search - reconciliation tips 2. LinkedIn - accountant groups 3. YouTube - QuickBooks tutorials 4. CAI Forums - peer advice 5. Gmail - vendor updates
Print-First Coordinator Pat
- Onsite HOA operations coordinator across 1–3 communities - Mixed resident connectivity; many lack reliable email - Manages front-desk mailings and postings - Associate degree; 3–6 years property operations
Background
Started at the front desk, inherited chaotic mail merges and outdated lists. Responsible for bulletin boards, mailers, and door tags—seeking automated print fallback and cleaner address hygiene.
Needs & Pain Points
Needs
1. Automatic print when emails bounce. 2. QR-coded mail linking to pay. 3. Address verification and update prompts.
Pain Points
1. Returned mail piles waste hours. 2. Residents misplace paper invoices. 3. Typos cause undeliverable notices.
Psychographics
- Prefers tangible workflows with trackable steps - Service-oriented; prioritizes resident clarity - Detail-driven; hates address inconsistencies - Open to tech that prints perfectly
Channels
1. Facebook Groups - onsite managers 2. Google Search - mail merge fixes 3. YouTube - printing walkthroughs 4. Outlook - vendor emails 5. USPS Informed - delivery tracking
Fine-Flow Facilitator Finn
- HOA board compliance liaison for 50–200 units - Balances day job with evening duties - Laptop evenings; mobile on weekends - 2–4 years on compliance committee
Background
Built manual schedules for escalating notices but faced disputes over non-receipt. Seeks a documented, automated cadence that pairs communications with fine invoices to reduce appeals.
Needs & Pain Points
Needs
1. Scheduled violation notices with proof of delivery. 2. Fine invoices attached to notices. 3. Easy pay links per incident.
Pain Points
1. He-said-she-said over notice receipt. 2. Missed escalation dates reset timelines. 3. Split tracking across email and spreadsheets.
Psychographics
- Fairness-focused; consistent rules over ad hoc - Conflict-averse, relies on documented facts - Process-minded; loves checklists and cadences - Results-driven; fewer appeals, faster payments
Channels
1. Google Calendar - workflow reminders 2. Gmail - resident communications 3. Google Drive - templates storage 4. Reddit r/HOA - community advice 5. YouTube - board best practices
Turnover-Transition Taylor
- Volunteer treasurer during leadership turnover - Mid-sized condo association, 80–150 units - 1–2 hours daily for two months - Comfortable with spreadsheets; limited admin experience
Background
Won election mid-cycle with scattered, siloed files from a predecessor. Needs immediate visibility into balances, schedules, and contacts to ensure continuity and a smooth baton pass.
Needs & Pain Points
Needs
1. Import wizards with error flags. 2. Role-based access and permissions. 3. Historical timeline of invoices and payments.
Pain Points
1. Missing context on past charges. 2. Password and file sprawl. 3. Duplicate or inconsistent owner records.
Psychographics
- Clarity-seeker; hates hidden knowledge - Relies on templates and checklists - Time-boxed; wants fast ramp-up - Collaborative, avoids single-person dependencies
Channels
1. Google Search - treasurer handoff 2. Notion - checklists 3. Gmail - board threads 4. YouTube - onboarding walkthroughs 5. CAI Webinars - training
Contact-Cleanup Casey
- Assistant property manager for renter-heavy HOAs - Oversees 150–400 units across communities - Android on-site; desktop at office - 2–5 years multifamily operations
Background
Frequent move-ins/outs create outdated emails and numbers, triggering missed notices. Casey wants proactive surfacing of bounces and gaps with quick update flows.
Needs & Pain Points
Needs
1. Per-unit contact health score and gaps. 2. Easy invite/update flows for new tenants. 3. Bounce surfacing with suggested fixes.
Pain Points
1. Outdated contacts derail collections. 2. Duplicate entries confuse outreach. 3. No visibility into delivery per unit.
Psychographics
- Pragmatic; fix root causes first - List-lover; values tidy data - Resident-first; avoids repeat outreach - Mobile-forward, quick field updates
Channels
1. Google Sheets - roster tracking 2. WhatsApp - team coordination 3. Gmail - owner communication 4. Facebook Groups - PM communities 5. Google Search - contact validation
Bank-Reconcile Brianna
- Volunteer treasurer with finance background - 60–120 unit suburban HOA - Evening and weekend bookkeeping sessions - Comfortable with bank portals and CSVs
Background
Previously managed PTA finances; now handles HOA dues. Bank batches hide payer details, forcing manual matching that steals weekends and delays reports.
Needs & Pain Points
Needs
1. Deposit-level breakdown with payer mapping. 2. Aging report that matches bank dates. 3. Exportable reconciliation checklist.
Pain Points
1. Lump-sum deposits obscure unit payments. 2. Timing mismatches skew month-end. 3. Manual matching eats weekends.
Psychographics
- Numbers-first; hates unbalanced statements - Patient but expects repeatable processes - Trusts tools that show source-of-truth - Cost-conscious, values predictable fees
Channels
1. Bank Portal - transaction review 2. Google Search - reconciliation guides 3. YouTube - HOA bookkeeping 4. Gmail - receipts and alerts 5. LinkedIn - finance peers
Product Features
Key capabilities that make this product valuable to its target users.
Role Matrix
Define exactly who can initiate and who must approve refunds, fee waivers, and address changes per HOA. Create category- and building-specific rules with allowed substitutes, so new treasurers and small PM teams get guardrails without slowing routine work.
Requirements
Rule Composer & Scoping
Description
Provide an admin UI and backend model for defining who can initiate and who must approve refunds, fee waivers, and address changes per HOA, with granular scoping by building, unit category, amount thresholds, and custom tags. Support sequential or parallel approver steps, quorum rules, and allowed substitutes. Include precedence rules (unit > building > HOA), effective dating/versioning, and draft/publish workflow with validation. Integrate with Duesly’s role directory (Treasurer, Assistant PM, Board Member, Read-only) and SSO groups. Offer preview of impacted flows before publishing and enforce least-privilege by default.
Acceptance Criteria
Approval Workflow Engine
Description
Implement a stateful workflow engine that enforces the Role Matrix at runtime, orchestrating multi-step approvals with idempotent transitions, concurrency safety, and rollback on rejection. Handle substitutes, timeouts/expiry, and escalations. Support approve/deny with reason, attachments, and audit stamps via in-app, email, or SMS action links with secure tokens/OTP. Allow amendments that re-trigger approvals when material fields change. Ensure low-latency paths for routine approvals and queue-based processing for heavy loads.
Acceptance Criteria
Initiation Guardrails & Smart Handoffs
Description
Embed preflight checks in refund, fee waiver, and address change screens to validate initiator permissions against the Role Matrix, show required approvers and estimated steps, and block or warn accordingly. Provide one-click handoff to an eligible initiator, including context and draft data. Offer inline guidance for why an action is restricted and how to proceed, minimizing friction for routine work. Cache rule evaluations for responsiveness and log denied attempts for transparency.
Acceptance Criteria
Approver Notifications & SLA Reminders
Description
Deliver actionable notifications to approvers via email, SMS, and in-app with context, diffs, and approve/deny links. Configure SLA windows per rule; send reminder nudges, escalate to substitutes on breach, and batch low-priority items into digests. Respect quiet hours and contact preferences. Track delivery, opens, and actions in unit-level delivery logs to ensure verified reach. Fall back to alternate channels when primary delivery fails.
Acceptance Criteria
Audit Trail & Compliance Reporting
Description
Maintain immutable, filterable logs for Role Matrix changes (who, what, when, before/after) and for each action’s approval lifecycle (timestamps, decisions, reasons, attachments, delivery events). Provide export to CSV/JSON, downloadable evidence packs, and an admin dashboard with search and filters by HOA, building, user, and date. Enforce retention policies and role-based access, with redaction for sensitive PII in reports.
Acceptance Criteria
Templates, Import/Export & Simulation
Description
Offer starter templates for common HOA patterns (e.g., single-treasurer with board approval), cloning across buildings, and bulk edits. Support JSON/CSV import and export with schema validation and human-readable diffs. Provide a "What-if" simulator to test hypothetical scenarios (user, action, building, amount) and show the computed initiators/approvers and path before changes go live.
Acceptance Criteria
Amount Gates
Set tiered thresholds that auto-require a second approver only when risk or dollar amounts warrant it. Small, low-risk actions flow fast; large refunds or sensitive address edits get mandatory dual sign-off to reduce exposure and disputes.
Requirements
Configurable Amount Gates
Description
Provide an admin UI and API to define tiered, per-action thresholds that determine when a second approver is required. Rules can be scoped by action type (e.g., refunds, credits, write-offs, vendor payouts, owner data changes), amount bands, community/portfolio, and effective dates. Prevent overlapping ranges, support role-based exceptions, and include rule versioning with preview/rollback. Display a simulation using historical activity to estimate how many actions would be gated. Changes publish atomically and are auditable.
Acceptance Criteria
Approval Routing and Dual Sign-Off
Description
When a gated action is initiated, create an approval record that blocks execution until approved, route it to eligible approvers based on role and community, and notify via email/SMS/in-app with contextual details (amount, unit, payer history, supporting documents). Provide one-click approve/deny with comments, expiring deep links, SLA timers, auto-reminders, and safe cancellation. Handle declines and timeouts with clear feedback to the initiator and automatic unblocking or reversal as appropriate. All interactions respect Duesly’s delivery logging for verified reach.
Acceptance Criteria
Segregation of Duties Enforcement
Description
Enforce that initiators cannot approve their own gated actions and that at least one approval comes from an independent, eligible role. Detect and block circular or reciprocal approvals, impersonation, and same-device/session anomalies. Provide configurable exceptions for very small boards (e.g., chair-only override with mandatory justification and elevated logging). Surface eligibility reasons in the UI so users understand who can approve and why.
Acceptance Criteria
Sensitive Change Risk Gates
Description
Extend gates to high-risk non-monetary actions such as mailing address changes after delivery bounces, payee/bank account updates, and unit ownership edits. Trigger the second approver based on defined risk signals (amount-independent), including change frequency, name mismatches, and prior undeliverable notices. Present a pre-change diff view to approvers and block propagation of changes to billing, payouts, and announcements until approved or rolled back on denial.
Acceptance Criteria
Immutable Approval Audit and Export
Description
Capture an immutable, timestamped audit trail for every gated action including evaluated rule version, initiator and approver identities, IP/device fingerprints, message delivery outcomes (email/SMS), decision comments, and before/after data snapshots. Provide search and filtering by unit, community, action type, date range, and amount. Enable export to PDF/CSV with an embedded QR code linking to a read-only verification page for dispute resolution and board review. Support retention policies and data minimization.
Acceptance Criteria
Gate Insights and Rule Health
Description
Offer dashboards and reports showing volume of gated actions, approval rates, median approval time, declines by reason, and triggers by amount band or action type. Provide proactive configuration health checks (overlapping ranges, uncovered high amounts, stale rules) and impact simulation before publishing rule changes. Allow per-community drilldowns and exportable summaries to help tune gates to reduce delays while preserving risk controls.
Acceptance Criteria
Smart Routing
Automatically route approval requests to the right approvers based on role, community, and availability, with email/SMS nudges and fallback alternates. Keeps cycles moving without manual chasing and ensures nothing gets stuck with an unavailable approver.
Requirements
Rules-Based Approver Mapping
Description
Implement a configurable rules engine that automatically selects approvers for each approval request based on community, board role, request type, amount thresholds, and custom tags. Support AND/OR conditions, pre-approval and final approval sequences, and community-specific overrides. Validate eligibility against current role assignments and produce a clear, deterministic explanation of each routing decision for auditability. Integrate with Duesly’s directory and import workflows to keep approver lists current and emit events for downstream notifications.
Acceptance Criteria
Availability-Aware Routing
Description
Detect and respect approver availability to prevent stalls by integrating optional calendar connections (Google/Microsoft) for free/busy, parsing out-of-office auto-replies, and supporting manual "Away until" settings with time zone awareness and quiet hours. When an approver is unavailable within the SLA window, temporarily route to alternates per policy, resume original routing upon return, and record substitutions in the audit trail. Provide safeguards to avoid routing during quiet hours unless marked urgent.
Acceptance Criteria
Nudge Cadence and Escalation
Description
Send automated email and SMS reminders with configurable cadence, content templates, and SLAs per community and approval type. Include branded templates, deep links for approve/decline, and one-tap secure verification. Halt reminders upon action, escalate to alternates or higher roles on SLA breach, and invoke postal fallback via Duesly’s print service when all digital channels fail. Track deliveries, opens, clicks, and failures to inform routing decisions and reporting.
Acceptance Criteria
Alternates and Quorum Logic
Description
Support alternates and quorum requirements by allowing admins to define primary approvers, ordered alternates, quorum size, and decision models (any-of, all-of, sequence). Handle declines, timeouts, and substitutions according to policy while preventing deadlocks and role violations. Display real-time status (e.g., 2 of 3 approved) and provide a simulation mode to test rules before publishing.
Acceptance Criteria
Routing Policy Admin UI
Description
Provide an admin interface to configure routing policies per community, including rule creation, testing, versioning, and change history. Offer a visual condition builder (role, amount, category, tags), SLA settings, nudge cadences, alternates, quiet hours, and escalation paths. Support draft/publish workflows, validation warnings, per-community overrides, and import/export via CSV/JSON. Integrate with existing Duesly roles and unit structures to ensure consistency.
Acceptance Criteria
Routing Delivery & Audit Logs
Description
Create end-to-end logs for each approval request capturing rule evaluations, selected approvers, availability decisions, notifications sent, bounces, escalations, user actions, and timestamps. Surface a timeline within the request, enable export to CSV/PDF, and provide filters for community, approver, status, and SLA breaches. Feed analytics to highlight bottlenecks and inform policy improvements while maintaining immutable, tamper-evident records.
Acceptance Criteria
Approver Permissions & Security
Description
Enforce strict access controls so only authorized approvers can view or act on requests. Use signed, short-lived links with optional OTP, capture verified identity, device, and IP on actions, and apply least-privilege role mapping with per-community isolation. Encrypt data in transit and at rest, rate-limit approval endpoints, and align logging with SOC 2 controls to protect PII and financial data.
Acceptance Criteria
Ledger Lock
Generate a tamper-proof audit trail for every action, capturing before/after values, timestamps, approver identities, notes, and device/IP fingerprints. One-click export to PDF/CSV gives board chairs and accountants clean evidence for audits and dispute resolution.
Requirements
Immutable Hash-Chained Audit Log
Description
Implement an append-only, write-once (WORM) audit event store that records every mutating action across Duesly (invoices, ledger entries, payments, member profiles, announcements, settings). Each event must include a unique ID, ISO 8601 UTC timestamp, actor identity and role (or service account/integration ID), action type, affected object reference (type, ID, version), field-level before/after values, optional rationale/notes, and correlation ID. Events are cryptographically linked via a hash chain (each event stores previous hash and its own hash) and are digitally signed by the application to provide tamper-evidence. Data is encrypted at rest, replicated to independent storage, and writes are atomic with no update/delete capability on stored events. Provide internal APIs for append and read with strict validation and idempotency keys.
Acceptance Criteria
Comprehensive Before/After Capture & Entity Context
Description
Capture normalized, field-level before/after values for all in-scope entities (ledger transactions, invoices, dues schedules, payment status changes, late fee rules, unit owner contact details, delivery logs), preserving data types, units, and currency precision. Store object metadata (organization ID, unit ID, bookkeeping period, communication channel) and a correlation ID to stitch multi-step operations (e.g., import, bulk updates, webhook-driven changes). Support masking or hashing for sensitive fields (e.g., full account numbers) while retaining verification capability (last4, salted hash). Ensure schema versioning for forward compatibility and provide diff rendering utilities for UI and export.
Acceptance Criteria
Approval & Attestation Tracking
Description
Record explicit approval events for actions that require oversight (e.g., write-offs, refunds, dues schedule changes, bulk notifications), including approver identity, role, approval method (SSO, 2FA challenge), timestamp, approval notes, and policy reference. Support single- and multi-step approvals with thresholds by amount or risk category and link approvals to the originating action via correlation IDs. Capture attestation evidence (e.g., challenge type, success, partial device fingerprint) without storing secrets. Prevent execution of guarded actions until required approvals are recorded and verifiable in the audit log, and record reversals/voids with rationale.
Acceptance Criteria
Device/IP Fingerprint Collection
Description
Augment each audit event with forensic context, including source IP, user agent, OS/browser family, session ID, coarse geolocation (region/country), device fingerprint hash, and API key or integration identifier where applicable. Respect privacy and consent settings, mask IPs as required by regional regulations, and allow per-organization opt-out. Standardize collection across web, mobile, and API clients, and store alongside the event for export and investigation.
Acceptance Criteria
One-Click Filtered Export (PDF/CSV) with Signature
Description
Provide a UI and API to export audit events by time range, entity type/ID, action types, and actor, producing paginated CSV and a professionally formatted PDF. Each export includes a cover summary (organization, filters, generation time), SHA-256 checksum, and a digital signature/verifiable QR code that links to a verification endpoint confirming the export’s integrity. Ensure exports reflect role-based access, exclude masked secrets, and are stored temporarily with expiring, access-logged links. Optimize for up to 100k events per export with streaming generation and server-side pagination.
Acceptance Criteria
Integrity Health Checks & Anomaly Alerts
Description
Run scheduled verification jobs to traverse the hash chain, validate signatures, and detect gaps, out-of-order events, or replication drift. Expose a health indicator in the admin dashboard showing last verification time and status, and trigger alerts (email/webhook) on detection of anomalies or failed writes. Provide an on-demand verification API for exported files to confirm checksums and signatures match stored events.
Acceptance Criteria
Role-Based Access & Retention Policies
Description
Enforce fine-grained permissions for viewing, exporting, and querying audit events, scoped to roles such as Admin, Treasurer, and Auditor. Implement configurable retention policies (default 7 years) with legal hold capabilities, ensuring immutable storage semantics while supporting privacy obligations via selective redaction (retain hashes/masks) where legally required. Log access to audit data as audit events themselves, and provide an admin UI to configure roles, retention, and export permissions per organization.
Acceptance Criteria
Approvals Hub
Work from a focused queue showing pending items with full context—resident balance, payment history, related invoices, and delivery logs—so approvers can approve, deny, or request edits with a note in seconds. Cuts back-and-forth and speeds month-end closure.
Requirements
Unified Pending Queue
Description
Provide a centralized, paginated queue that aggregates all approval-eligible items (e.g., invoices, fee waivers, payment plans, announcements) across properties into a single, role-aware view. Include fast search, saved filters, column sorting, and SLA badges to highlight items nearing or breaching due dates. The queue must display key fields at a glance (requestor, unit, amount, type, age, current status) and support real-time updates without full refresh. Integrate with Duesly’s data models and permissions to ensure users only see items for properties they manage, and enforce multi-tenant boundaries. The queue should load within target performance budgets and degrade gracefully on slow networks.
Acceptance Criteria
Context Panel with Financials and Delivery Logs
Description
When an item is selected, display an always-on context panel with resident and unit details, current balance and aging, 12-month payment history, related open invoices, prior notices, and channel-level delivery logs (email/SMS status, bounces, QR-mail print status) with timestamps. Surface attachments, internal notes, and prior decisions to reduce back-and-forth. Ensure data hydration is incremental to keep first meaningful paint fast, with background refresh for secondary datasets. Provide deep links to underlying records while preserving the approver’s queue position.
Acceptance Criteria
Inline Approve/Deny/Request Edits with Required Notes
Description
Enable one-click decision actions directly in the queue and item detail: Approve, Deny, and Request Edits. Require a short note and optionally a standardized reason code; auto-apply configured templates to notify the requestor via preferred channels (email/SMS) and log the communication. Validate that required fields are present before approval, update item status atomically, and post a system note to the record. Provide confirm/undo safeguards, and emit webhooks for downstream accounting/export processes.
Acceptance Criteria
Bulk Decisioning and Keyboard Shortcuts
Description
Allow multi-select of homogeneous items and application of the same decision with shared note and reason code, while validating item-level constraints and reporting partial failures. Provide progress feedback and a results summary. Add keyboard shortcuts for navigation, filtering, and primary actions to minimize mouse interactions. Ensure accessibility compliance (focus management, ARIA roles) for all shortcuts and bulk actions.
Acceptance Criteria
Audit Trail and Context Snapshots
Description
Record an immutable audit log for every decision capturing actor, timestamp, IP/device, action, note, reason code, and a snapshot of key context (balances, related invoices, delivery log state) at the time of action. Make entries filterable and exportable (CSV/PDF) for month-end close packages and board audits. Expose per-item and aggregate views, and protect logs against modification with role-based visibility controls and retention policies.
Acceptance Criteria
Role-Based Access and Routing Rules
Description
Define policies that determine who can view and act on which items based on role, property, amount thresholds, and item type. Support automatic routing to primary approvers, out-of-office substitutions, and escalation after SLA breaches. Allow configuration of single- or multi-step approvals (serial or parallel) for high-value items, with clear visualization of the approval path and current owner in the queue.
Acceptance Criteria
Delivery Failure Handling in Context
Description
Surface delivery failures (bounces, opt-outs, unreachable numbers) within the item’s context panel and provide one-click remediation: resend via an alternate channel, verify/update contact info, or queue QR-coded mail for print. Log all remediation attempts back to the delivery log with timestamps to improve verified reach and reduce delays caused by missed communications.
Acceptance Criteria
Conflict Guard
Enforce separation of duties by blocking self-approval and detecting conflicts (e.g., initiator’s role, same device/IP, or same unit ties). Suggests eligible alternates instantly, protecting the HOA while keeping the process smooth.
Requirements
Self-Approval and Same-Role Blocker
Description
Intercept all approval attempts across Duesly modules (invoicing, refunds, vendor payments, dues schedule changes, and announcement-related spends) and prevent completion when the approver is the initiating user or holds the same role within the same approval step. Enforce distinct approver identities per step in multi-stage workflows. Provide immediate, inline guidance explaining the block and prompt reassignment. Implement as a centralized policy check within the approvals service to ensure consistent enforcement across web and mobile entry points. Benefits include eliminating self-approval risk, reducing fraud and errors, and standardizing separation-of-duties across the platform.
Acceptance Criteria
Device/IP and Fingerprint Correlation Check
Description
Capture and compare initiator and approver context (public IP, device/browser fingerprint, session metadata) at approval time. When correlation exceeds a configurable threshold (e.g., same device or IP block), block the approval or require secondary review. Store salted/hashed fingerprints and apply retention limits to minimize PII exposure. Support deep-link approvals from email/SMS by validating one-time tokens and evaluating IP variance to mitigate shared-link abuse. Integrate the correlation verdict into the centralized policy engine and present clear user-facing messages with remediation steps. This deters sock-puppet approvals and strengthens control effectiveness without adding friction for compliant users.
Acceptance Criteria
Unit and Related-Party Conflict Detection
Description
Detect conflicts where an approver has a direct tie to the impacted unit, household, payee, or vendor (e.g., approving a refund for their own unit, approving payment to an entity they own). Use Duesly’s unit directory, role assignments, ownership/tenancy records, and vendor registry to compute relationship conflicts in real time. Apply configurable rules per transaction type (invoices, adjustments, fines, refunds, vendor bills) and either block or require additional independent approvers. Expose clear explanations referencing the triggering relationship to maintain transparency and trust.
Acceptance Criteria
Eligible Alternate Suggestions and Smart Routing
Description
When a conflict is detected, instantly generate and display a ranked list of eligible alternates who satisfy role, quorum, and conflict-free criteria. Allow one-click reassignment to a selected approver and automatically notify them via email/SMS with secure approval links. Rank alternates by responsiveness history, time zone, and load to minimize delays. Support multi-approver collection and escalation paths when quorum is required. Ensure suggestions respect RBAC and visibility rules across all Duesly modules.
Acceptance Criteria
Admin Policy Configuration and Exceptions
Description
Provide an admin console for configuring Conflict Guard policies: enable/disable per module, define separation-of-duties rules by role and amount thresholds, set device/IP correlation sensitivity, and manage relationship conflict rules. Offer presets for different HOA sizes and allow time-bound exceptions (e.g., small boards) requiring dual approvals with mandatory justification. Version and audit all policy changes, restrict access via RBAC, and offer a test mode to preview impacts before enforcement. This ensures guardrails fit diverse governance models without sacrificing control integrity.
Acceptance Criteria
Audit Trail, Evidence, and Escalation Notifications
Description
Record an immutable, searchable audit trail for each approval attempt: rules evaluated, conflict verdicts, correlation scores, relationship matches, user identities (with masked identifiers), timestamps, and reassignment or override actions. Provide export to CSV/PDF for board reviews and annual audits. Trigger notifications and reminders to alternates and escalate to designated roles if approvals remain pending beyond SLA. Surface a Conflict Guard banner on affected records in Duesly with a link to evidence details. Support controlled override flows requiring justification plus an independent co-approval to resolve urgent cases without weakening controls.
Acceptance Criteria
Escalation SLA
Set response time targets that auto-remind approvers and escalate to backups when deadlines approach. Emergency overrides require a reason and notify the board, preserving momentum while documenting exceptional cases for clean governance.
Requirements
SLA Policy Configuration
Description
Allow organization admins to define response-time targets per workflow (e.g., invoice approval, vendor payment, violation appeal) with granular thresholds such as initial response within X hours and final decision within Y days. Policies can be applied by HOA, queue, or approver role, include default templates, versioning, and be attached to existing Duesly approval flows. Timers integrate with business hours, notifications, and audit logging to standardize expectations, reduce delays, and centralize governance.
Acceptance Criteria
Business Hours, Quiet Hours, and Holidays
Description
Provide calendar-aware SLA timing with HOA-level time zone, business hours, and holiday schedules, plus user-level quiet hours. SLA timers pause outside business hours, reminders suppress during quiet hours, and reschedule to the next permissible window. Support imported calendars (ICS), common regional holidays, and one-off blackout dates to keep expectations realistic for volunteers.
Acceptance Criteria
Reminder Cadence and Channels
Description
Enable configurable reminder sequences leading up to, at, and after SLA deadlines with customizable intervals and templates. Deliver reminders via email, SMS, and in-app notifications with secure deep links to approve/decline. Track delivery, opens, and clicks; throttle to prevent spam; and fail over between channels on bounce. Surface a single timeline per item showing all reminder events.
Acceptance Criteria
Auto-Escalation and Backup Routing
Description
Define escalation rules that re-notify or reassign items to backup approvers or role-based groups when SLA thresholds are at risk or breached. Support multi-level escalation, out-of-office detection, acceptance/decline by backups, and conflict-of-interest avoidance. Keep the original assignee informed, preserve context, and log every escalation step for traceability.
Acceptance Criteria
Emergency Override with Reason Capture
Description
Allow authorized users to pause, bypass, or immediately reassign SLA-controlled items while requiring a reason, category, and optional attachments. Stamp overrides with actor, timestamp, and duration, display an override banner on the item, and auto-notify stakeholders. Enforce permissions and presets to standardize documentation of exceptional cases.
Acceptance Criteria
Board Notifications and Governance Digest
Description
Send real-time notifications to the board on emergency overrides and high-severity breaches, plus a configurable daily/weekly digest summarizing SLA performance, escalations, and exceptions with links and reasons. Provide per-member notification preferences, email and in-app delivery, and exportable summaries to support oversight and accountability.
Acceptance Criteria
SLA Compliance Dashboard and Audit Trail
Description
Provide dashboards and reports showing on-time rates, average response times, breach counts, and bottlenecks by flow, HOA, and approver. Each item includes a complete audit trail of reminders, escalations, overrides, and actions with timestamps and actors. Support filters, CSV/PDF export, retention controls, and role-based access to demonstrate governance and drive improvements.
Acceptance Criteria
Match Confidence Dial
Control how aggressive auto-matching is with adjustable confidence thresholds per community. High-certainty matches post automatically; edge cases queue for review—protecting against misapplied payments while preserving automation speed.
Requirements
Community-Level Match Thresholds
Description
Provide per-community controls to set configurable confidence thresholds that determine when payment-to-invoice matches auto-post versus queue for review. Store settings in community config with sensible defaults, and expose a simple slider or numeric input with contextual guidance and projected impact. Enforce role-based permissions for who can view and change thresholds. Persist changes versioned to support auditing and rollback. Integrate with the existing matching engine so confidence scoring is compared against the community’s current thresholds at runtime.
Acceptance Criteria
Auto-Post High-Confidence Matches
Description
Automatically post payments to invoices when the computed match confidence meets or exceeds the community’s auto-post threshold. Create ledger entries, mark invoices as paid or partially paid, and attach payment artifacts. Ensure idempotency, duplicate detection, and guardrails for closed periods and already-settled invoices. Send optional notifications and update delivery logs. Provide a dry-run option in sandbox communities for validation before enabling in production.
Acceptance Criteria
Review Queue for Edge Matches
Description
Introduce a dedicated review queue for payments with confidence scores below the auto-post threshold but above a minimum suggestion floor. Display key match signals, confidence score, and reason codes. Enable actions to approve, edit target invoice/unit, split payments, or reject. Support bulk actions, filters, search, and keyboard shortcuts to speed triage. Record all actions in an audit trail and update invoice and ledger states accordingly.
Acceptance Criteria
Threshold Change Audit & Permissions
Description
Restrict threshold configuration to authorized roles and record a full audit log for every change, including actor, timestamp, before/after values, and optional change reason. Surface change history within community settings and allow rollback to a previous version. Provide an impact preview estimating changes to auto-post and review volumes before saving. Notify designated admins when thresholds are modified.
Acceptance Criteria
Matching Analytics & Alerts
Description
Deliver a dashboard with key metrics such as auto-post rate, review queue volume and aging, unmatched count, average time to decision, reversal rate, and estimated false positives/negatives inferred from reversals and manual corrections. Break down metrics by community and time range, and export to CSV. Configure alerts that trigger when queue backlog, reversal rate, or match rate crosses thresholds, notifying via email/SMS within Duesly’s notification framework.
Acceptance Criteria
Re-evaluate Unmatched on Threshold Update
Description
When thresholds change, run a background job to re-score unmatched and queued payments using the new settings. Auto-post items that now meet the threshold and move newly borderline items into the review queue. Do not automatically un-post prior matches; instead flag potential anomalies for review. Provide a simulation mode that shows projected effects before applying. Throttle processing and ensure idempotent, resumable execution for reliability.
Acceptance Criteria
SplitSense
Automatically detects when a single deposit belongs to multiple invoices or units and suggests precise allocations based on amounts, history, and memo tokens. Approve in one click to post each portion correctly—no more manual math on batch bill‑pay deposits.
Requirements
Multi-Invoice Deposit Detection Engine
Description
Build a detection engine that ingests cleared deposits from connected bank feeds and flags when a single deposit likely corresponds to multiple invoices or units. The engine evaluates outstanding invoices, common payer patterns, historical split behavior, and memo/ACH addenda tokens to generate candidate allocations that exactly reconcile to the deposit total (including rounding rules and processing fee offsets). It must support configurable matching heuristics per community, safely handle time-window constraints, and output a ranked set of split proposals with confidence scores and explanations. The component must be idempotent, tolerant to late-arriving data, and expose events for downstream UI and posting.
Acceptance Criteria
Memo Token and Reference Resolver
Description
Implement robust parsing of deposit memos and ACH addenda to extract invoice numbers, unit IDs, owner names, and bill‑pay batch identifiers. Provide a configurable pattern library (regex and token dictionaries) per community, disambiguation rules when multiple references are present, and normalization of common formats from major banks. Map extracted references to the correct invoices/units, handle misspellings and transpositions, and record which tokens influenced each match for auditability.
Acceptance Criteria
Allocation Suggestion UI with One‑Click Approval
Description
Create a deposit detail view that presents the suggested split allocations with unit/invoice context, amounts, confidence scores, and rationales. Provide one‑click approval to post all portions, inline edit to adjust or add lines, quick search to attach missing invoices, and keyboard shortcuts for power users. Ensure mobile responsiveness, accessibility, and safeguards such as total‑must‑balance validation and warning banners for low‑confidence lines.
Acceptance Criteria
Learning and Feedback Loop
Description
Add a feedback mechanism that learns from user approvals and corrections to improve future suggestions. Maintain per-community and global weightings for heuristics (payer-to-unit affinity, typical amounts, due dates), apply decay over time, and avoid cross‑customer data leakage. Provide explainability strings (e.g., "Matched by memo INV‑102 and prior pattern") and an admin reset option. Log model versions and performance metrics to track accuracy improvements.
Acceptance Criteria
Atomic Posting and Ledger Reconciliation
Description
On approval, atomically post each allocation line to the corresponding invoice, update balances and late‑fee schedules, trigger receipts via email/SMS, and update delivery logs. Ensure the entire posting is transactional with rollback on any failure, prevent duplicate postings on retries, and write comprehensive audit entries. Support exports/sync to external accounting systems where enabled.
Acceptance Criteria
Exception Handling and Review Queue
Description
Route deposits with low confidence, unmatched remainder amounts, or suspected duplicates into a review queue. Provide clear reason codes, highlight unresolved amounts, and offer quick actions to split across additional invoices, record processing fees, or mark as unapplied credit. Notify users when items wait beyond a configurable SLA and prevent auto‑posting until resolved.
Acceptance Criteria
Audit Trail and Change History
Description
Maintain an immutable timeline for each deposit covering detection inputs, generated proposals, user approvals/edits, and final postings. Capture who did what and when, before/after values, confidence scores, memo tokens used, and system events. Expose exportable logs for compliance and provide filters to investigate disputes or corrections.
Acceptance Criteria
Payer ID Map
Learns and remembers payer aliases—owner names, LLCs, spouses, and recurring memo patterns—then applies them on future deposits. Fewer exceptions, faster matches, and less hunting through spreadsheets to decode who paid.
Requirements
Alias Learning Engine
Description
Implement a service that continuously learns and stores payer aliases from imported bank deposits and payment channels (ACH/OCCD names, check remitter names, Zelle display names, memo lines). Normalize inputs (case, punctuation, whitespace, accents), apply fuzzy matching and tokenization to detect equivalence (e.g., “John A Smith”, “J. Smith”, “Smith Family Trust”, “123 Main LLC”). Persist a many-to-one alias map to a canonical payer profile linked to one or more units. Support confidence scoring, alias source attribution, effective date ranges, and soft-deletes. Expose an idempotent API for lookup and write-through during import, and batch learning from historical transactions to bootstrap accuracy.
Acceptance Criteria
Alias Management Console
Description
Provide an admin UI to view, search, create, edit, merge, and delete payer aliases mapped to canonical payer profiles and units. Surface usage stats (last matched, match count), confidence indicators, and conflicting mappings. Support bulk operations (merge duplicates, import CSV), validation (prevent orphan mappings), and preview of match impact before saving. Include role-based access control, inline audit history, and undo/rollback for recent changes.
Acceptance Criteria
Auto-Match on Import with Confidence Scoring
Description
During bank feed/import processing, apply the alias map and memo pattern rules to automatically attach deposits to the correct payer and unit. Compute a confidence score from multiple signals (alias hit, memo rule match, historical payer-amount cadence, invoice reference token). Auto-post matches above a configurable threshold and route borderline/low-confidence items to an exceptions queue. Write provenance metadata (rule/alias used, confidence) onto the payment record and automatically mark relevant invoices as paid when matched.
Acceptance Criteria
Memo Pattern Rules (Regex and Templates)
Description
Enable user-defined and system-suggested memo rules to map recurring text patterns (e.g., “Unit 12B”, “#12B”, “123 Main 12B”) to a payer/unit. Provide a rule builder with safe-regex presets and tokenized templates, normalization (strip spaces, punctuation), test harness against sample memos, and precedence/conflict resolution. Support capture groups to extract unit identifiers, versioning of rules, and dry-run mode to preview affected transactions before activation.
Acceptance Criteria
Disambiguation & Quick Resolve Workflow
Description
For deposits with multiple plausible matches, present a ranked suggestion panel showing key signals (last paid unit, open invoices, amount proximity, bank account fingerprint). Allow one-click selection, keyboard shortcuts, and batch resolution for similar items. Capture the chosen resolution to refine the alias map and raise future confidence. Provide inline context (payer profile, contact info, unit balance) and a clear escape hatch to create a new payer if none match.
Acceptance Criteria
Audit Trail & Change History
Description
Record a complete, immutable audit trail for alias creation/edits/merges, auto-match decisions, and manual resolutions. Store who made the change, when, before/after values, rule/alias used, and the confidence score at decision time. Surface this history on payment details, payer profiles, and in the management console; enable export (CSV) and point-in-time rollback for alias mappings. Ensure logs are tamper-evident and retained per data retention policy.
Acceptance Criteria
Exception Triage
A focused queue that explains why an item didn’t match (name mismatch, amount offset, possible duplicate) and offers smart, one-click resolutions like attach to invoice, create unapplied credit, or request clarification. Keyboard quick-actions and reminders speed month-end close.
Requirements
Exception Intake & Categorization
Description
Centralize all non-matching payment and invoice events into a real-time queue, normalizing inputs from gateways, bank files, and internal ledgers. Auto-detect and tag root reasons (e.g., name mismatch, amount variance, duplicate, missing invoice, stale invoice) using configurable rules and similarity scoring. Persist source metadata (import batch, processor txn ID, timestamps) and expose filters, saved views, and SLA badges to surface aging items. Integrates with Duesly’s billing objects (units, invoices, payments) to provide context, while ensuring idempotent ingestion to avoid duplicate exceptions.
Acceptance Criteria
Root-Cause Explanation
Description
Generate a concise, human-readable explanation for each exception that outlines why it failed to auto-match, supported by diagnostics such as payer name similarity scores, address match, amount offsets, invoice candidate list with confidence, and duplicate fingerprints. Display reason codes and contributing factors inline, with links to the unit profile, open invoices, and delivery logs. Highlight blockers and required data to resolve, enabling faster, more accurate decision-making without external lookups.
Acceptance Criteria
One-Click Resolutions
Description
Provide context-aware, single-click actions on each exception: Attach to Invoice, Create Unapplied Credit, Split Payment, Write Off Small Balance (threshold-based), Mark as Duplicate, and Request Clarification. Validate preconditions, preview ledger impact, and execute atomic updates to invoices, payments, and GL entries with rollback on failure. Enforce business rules (e.g., approval for write-offs over X), show required confirmations, and support immediate undo where safe. Update the queue state and related records in real time.
Acceptance Criteria
Smart Match Suggestions
Description
Leverage a rules/ML-assisted engine to recommend the best resolution per exception with a confidence score, including the target invoice/unit and action (e.g., attach vs. credit). Allow bulk-apply for high-confidence suggestions with an admin-defined threshold; require review for medium/low confidence. Continuously learn from accepted and overridden decisions, provide explainability (features that drove the suggestion), and support per-community tuning and A/B evaluation to improve precision over time.
Acceptance Criteria
Keyboard Triage Shortcuts
Description
Enable full keyboard navigation and quick-actions for the exception queue: open/close item, next/previous item, trigger top resolution actions, assign owner, set reminder, and apply/bulk-apply suggestions. Provide a discoverable shortcut map, accessible focus states, and customizable hotkeys saved per user. Optimize for low-latency interactions and include batch selection and action triggers to accelerate month-end close workflows.
Acceptance Criteria
Clarification Request Workflow
Description
Allow treasurers to request missing information from residents directly from an exception using email/SMS with prefilled context (amount, date, last 4 digits, suspected unit). Include a secure link for the resident to confirm details or upload proof. Auto-schedule reminders and pause SLA timers while awaiting response; fallback to QR-coded mail when messages bounce. Track delivery and response status, thread replies into the exception, and auto-resolve when sufficient confirmation is received.
Acceptance Criteria
Audit Trail & Undo
Description
Maintain an immutable, time-stamped audit trail for every exception, capturing view, assignment, suggestion acceptance, and resolution actions with actor identity. Show before/after ledger states, linked invoices/payments, and related communications. Provide one-click undo for reversible actions and a maker-checker approval flow for high-value adjustments. Offer exportable reports for month-end close and integrate with unit-level delivery logs to demonstrate verified communication reach.
Acceptance Criteria
QuickBooks Sync Guard
Export reconciled batches to the right GL accounts, classes, and locations without duplicates. Built-in checks flag imbalances, link each export back to Duesly for traceability, and allow safe undo with a preserved audit trail.
Requirements
QuickBooks OAuth Connection & Metadata Sync
Description
Implements secure OAuth 2.0 connection to QuickBooks Online, allowing an authorized treasurer to select the correct company (realm) and grant minimal scopes. Stores and refreshes tokens securely, supports disconnect/reconnect, and provides a test-connection action. On connect, performs a read-only sync of Chart of Accounts, Classes, and Locations, with incremental refreshes and a manual resync control. Validates that required features (classes/locations) are enabled in QuickBooks or surfaces actionable guidance if not. Ensures multi-association support by scoping metadata to each HOA/property in Duesly. Provides health status and error handling for token expiry, permission changes, and rate limits.
Acceptance Criteria
GL/Class/Location Mapping Wizard
Description
Delivers a guided, versioned mapping wizard to align Duesly categories (dues, assessments, late fees, fines, refunds, chargebacks, bank deposits, undeposited funds) to QuickBooks GL accounts, classes, and locations. Supports defaults per HOA and overrides by payment method or revenue type. Enforces validation (required accounts exist and are active, class/location completeness) and previews example entries. Allows drafting and publishing of mappings with change history, effective dates, and rollback to prior versions. Surfaces unmapped categories and conflicts before export. Integrates with metadata sync to keep selectable lists current.
Acceptance Criteria
Reconciled Batch Export Engine
Description
Provides a reliable export pipeline that transforms reconciled Duesly transactions into QuickBooks-ready payloads and posts them in batched operations. Supports configurable document types (e.g., Sales Receipts/Invoices with Payments, Deposits, or Journal Entries) based on mapping preferences. Locks batches at export time, records transaction dates, memos, and payee information, and respects QuickBooks rate limits with chunked submits and retries. Persists a mapping between Duesly batch/item IDs and QuickBooks TxnIds for downstream traceability. Presents a post-export summary with counts, totals, and any partial failures requiring retry.
Acceptance Criteria
Idempotent Export & Duplicate Guard
Description
Ensures no duplicates by generating deterministic external keys for each exported batch and line (e.g., batch hash + line hash) and checking both Duesly’s export log and QuickBooks via query before creating records. Re-exports of the same batch become no-ops or upserts according to type, never double-posting amounts. Prevents overlapping batch windows and flags when items have already been exported under a different mapping version. Displays clear resolution steps for suspected duplicates and blocks export until conflicts are resolved.
Acceptance Criteria
Preflight Validation & Imbalance Checks
Description
Runs comprehensive preflight checks before any export: verifies balanced debits/credits per batch, confirms all categories are mapped, ensures referenced accounts/classes/locations exist and are active, checks for closed accounting periods or user permissions that would block posting, and validates currency and rounding rules. Produces a detailed, actionable checklist that distinguishes blockers from warnings and links directly to fix screens (e.g., mapping wizard). Prevents export until blockers are resolved, reducing corrections in QuickBooks.
Acceptance Criteria
End-to-End Traceability & Linkback
Description
Captures a permanent export log with batch-level and line-level entries, including timestamps, actor, mapping version, QuickBooks TxnIds, and status. Embeds a Duesly batch and item reference in QuickBooks (e.g., PrivateNote/Memo) to enable cross-system lookup. Provides UI links from Duesly to the QuickBooks transaction and vice versa (via stored IDs), unit-level delivery/export history, and CSV export for audits. Supports filters by HOA, date range, batch, and outcome to streamline reconciliation and auditing.
Acceptance Criteria
Safe Undo & Audit Trail Preservation
Description
Allows authorized users to undo an export safely by either voiding/deleting QuickBooks transactions (where permitted) or posting automated reversing journal entries when deletion is disallowed. Performs dependency checks to prevent undo if later batches rely on the exported data, and offers guided remediation steps. Requires confirmation with reason capture, timestamps the action, and appends entries to an immutable audit log. Synchronizes Duesly state to reflect the undo, ensuring totals and statuses remain consistent across systems.
Acceptance Criteria
Feed Watchdog
Continuously monitors Plaid connections for stale credentials, missing days, and bank outages. Sends alerts, auto-backfills gaps on reconnect, and shows per-bank health so you never discover reconciliation holes at month-end.
Requirements
Plaid Connection Health Monitoring
Description
Implement continuous monitoring of Plaid items and associated accounts by consuming Plaid webhooks and scheduled health checks. Persist per-item health states (healthy, warnings, errors), last successful sync timestamp, and detected issues (e.g., re-auth required, rate limits, API errors). Provide configurable polling cadence and retry logic with exponential backoff. Ensure monitoring scales across all HOAs and bank accounts without degrading ingest performance, and gracefully handles partial outages. Expose a standardized health state for downstream features (alerts, dashboards, and reconciliation).
Acceptance Criteria
Credential Staleness Detection & Proactive Alerts
Description
Detect impending credential expiration and login-required states using webhook signals and health checks. Generate proactive alerts ahead of expiration windows and immediate alerts on failure. Deliver alerts via in-app notifications, email, and SMS with secure deep links to the reconnect flow. Respect quiet hours and notification preferences. Include a clear summary of affected accounts, last sync time, and user impact. Prevent sensitive financial details from appearing in alerts. Mark alerts as acknowledged when users click through or explicitly confirm.
Acceptance Criteria
Gap Detection & Auto-Backfill on Reconnect
Description
Continuously detect missing transaction date ranges per account by comparing expected coverage to actual ingest windows. On successful reconnect, automatically backfill transactions for the gap period, reconciling duplicates using idempotent keys and transaction cursors. Surface progress, errors, and completion status to the user. Ensure backfill runs are rate-limit aware, resumable, and auditable. Update reconciliation views to reflect restored coverage without requiring manual intervention.
Acceptance Criteria
Per-Bank Feed Health Dashboard
Description
Provide an at-a-glance dashboard showing health for each connected bank: current status, last successful sync, days missing, active incidents, and next check time. Aggregate signals from monitoring, recent errors, and external status sources to present a simple health indicator with drill-down details. Enable filtering by HOA, bank, and severity, and export current state for audit or board reports. Include contextual actions (reconnect, retry, snooze) within the dashboard.
Acceptance Criteria
Alert Routing, Throttling, and Escalation
Description
Implement routing rules to determine who gets notified for each incident type (treasurer, property manager, backup contact) and via which channels. Deduplicate and throttle repeat alerts to prevent fatigue, while ensuring critical incidents escalate if unacknowledged (e.g., escalate to SMS after 24 hours, then secondary contact). Support per-HOA preferences, quiet hours, and snooze durations. Log all deliveries and acknowledgments, and expose configuration in settings with sensible defaults.
Acceptance Criteria
Feed Event Audit Trail & Delivery Logs
Description
Record an immutable audit trail for feed health changes, detected gaps, backfill runs, and alert deliveries (including channel, timestamp, recipient, and acknowledgment). Provide searchable logs with filters by HOA, bank, severity, and time range, plus CSV export. Ensure logs meet compliance and internal audit needs while protecting sensitive financial data. Retain logs per data retention policy and enable correlation IDs to trace an incident from detection through resolution.
Acceptance Criteria
Audit Chain
Generates a clickable evidence trail from bank line item to matched invoice(s), unit, and user action—complete with timestamps and notes. One-click export to PDF/CSV arms treasurers and accountants with audit-ready proof during reviews or disputes.
Requirements
Bank Transaction Matching Engine
Description
Implements automated and manual matching from bank line items to one or more invoices and units. Ingests transactions via bank integrations and CSV, normalizes descriptors, and applies rule-based and ML-assisted heuristics (exact reference matches, ACH addenda, amount tolerance, payer identity, check number/OCR from images, fee handling) to create links with confidence scores. Supports partial payments, split payments across multiple invoices/units, reversals/chargebacks (e.g., ACH return codes), and adjustments. Every match/unmatch action captures the actor, timestamp, rule used, and notes, and updates invoice balance and unit ledger atomically. Provides a guided manual review workflow with required justification notes when confidence is below threshold. Ensures idempotency, handles duplicate imports, and exposes reconciliation APIs/webhooks for downstream accounting systems.
Acceptance Criteria
Immutable Audit Log Ledger
Description
Creates an append-only, tamper-evident ledger for all payment-related events: invoice creation/updates, communications sent (email/SMS/print), delivery outcomes and bounces, user views, payment attempts, bank imports, matches/unmatches, notes, refunds, and exports. Each event records a signed hash, actor, timestamp (UTC with timezone capture), source IP/agent, and relevant metadata (e.g., ACH return code, delivery provider message IDs). Events are chained via hashes to form a verifiable evidence trail per transaction and per unit. Provides retention controls, export by date range or case, integrity verification endpoints, and alerts on chain inconsistencies. Integrates with Duesly delivery logs to surface verified reach within the chain of custody.
Acceptance Criteria
Clickable Evidence Trail UI & Deep Links
Description
Delivers an interactive, paginated timeline that starts at a bank line item and shows linked invoice(s), unit, resident contacts, delivery attempts/outcomes, user actions, notes, and documents. Provides badges for match confidence, indicators for partial/split payments, and warnings for reversals. Each entity (transaction, invoice, unit, message, check image) is clickable with deep links to its detail view and back-navigation breadcrumbs. Includes quick filters by event type, date, actor, and delivery status. Optimized for fast load (server-side pagination, lazy media loading), mobile responsiveness, and accessibility (keyboard navigation, ARIA labels). All time values display in local timezone with UTC hover. Printing the page preserves context and link targets.
Acceptance Criteria
One-Click Export (PDF/CSV) with Redaction
Description
Generates export packages of the current evidence trail or a selected set (date range, unit, invoice) as a paginated PDF bundle and structured CSV. The PDF includes a cover sheet with case summary, export timestamp, requester identity, verification hash, and page count; an indexed table of contents; event timeline with timestamps, notes, and actors; embedded delivery proofs (email/SMS metadata, print mail proofs with QR codes); and optional check images. CSV provides normalized fields for ingestion by accounting tools. Supports role-based redaction of PII (emails, phone numbers, bank account fragments), watermarks, and optional password protection. Allows generating an expiring, read-only share link for external accountants, with access logged in the audit ledger.
Acceptance Criteria
Role-Based Access & Sharing Controls
Description
Defines fine-grained permissions for viewing and exporting audit chains, including scopes for communities, units, and data categories (PII, bank details, check images, internal notes). Provides default roles (Treasurer, Assistant, Board Viewer, External Accountant, Auditor Read-Only) and custom role overrides. Enforces 2FA for high-privilege actions, session re-auth for exports, and access expirations for external shares. All access events are recorded in the audit ledger. Respects data residency settings and ensures redaction rules are applied consistently across UI and exports.
Acceptance Criteria
Global Search and Filters for Audit Chains
Description
Enables fast search across transactions, invoices, units, and events by amount ranges, dates, payer name, memo/descriptor, invoice ID, check number, delivery status, confidence score, actor, and note contents. Provides saved filters, recent searches, and bulk export of results. Implements performant indexing and query optimization to handle large associations, with safeguards for PII exposure in search results per role. Supports keyboard shortcuts and API endpoints for accountants to retrieve filtered audit data.
Acceptance Criteria
QR Plan Picker
Residents scan a unique QR on invoices or mailed notices to choose a pre‑calculated installment plan in seconds. A mobile-first flow previews dates, amounts, and any fees, supports instant ACH/card autopay enrollment, and verifies identity by unit—reducing staff setup time and speeding commitments that lower delinquencies.
Requirements
QR Tokenized Deep Link Generation
Description
Generate a unique QR code per invoice/notice that encodes a signed, expiring token bound to the unit, assessment balance, and campaign source. Scans resolve to a secure, mobile plan-picker URL with tamper-proof parameters and short-link fallback. Implement token expiry, one-time use flags, and rate limiting to mitigate abuse. Log scan events (timestamp, channel, device hints) to delivery logs for verified reach metrics. Provide print-ready QR assets for mailed notices and embedded QR for PDFs/emails, with environment-aware base URLs.
Acceptance Criteria
Installment Plan Calculation Engine
Description
Pre-calculate compliant installment options based on current balance, dues rules, minimum payment thresholds, maximum terms, cut-off dates, and any admin-configured fees or interest. Display schedules with exact dates, installment amounts, total cost, and fee breakdowns. Handle proration, partial payments already made, and multiple open assessments. On commitment, generate a plan agreement and schedule entries in the ledger, reserving due dates and suppressing late fees per policy. Validate eligibility (e.g., limits per unit, delinquency tiers) and expose results via an internal API to the UI.
Acceptance Criteria
Mobile-First Plan Picker UI
Description
Deliver a responsive, fast-loading flow optimized for small screens that previews each plan’s dates, amounts, and total fees, with accessible comparison and a single-tap selection. Include localization for currency/date formats, WCAG AA contrast and tap targets, and inline explanations/disclaimers. Persist state across steps, support back navigation, and guard against double submissions. Load under 2 seconds on 4G with deferred analytics, and gracefully handle offline/timeout states with retry prompts.
Acceptance Criteria
Unit-Level Identity Verification
Description
Verify identity with a lightweight, unit-centric check before showing plan details or accepting commitments. Support knowledge factors (e.g., last name + ZIP) and one-time codes sent to email/SMS on file, with fallback escalation for shared units. Rate limit attempts, expire codes, and capture verification outcomes for audit. Minimize friction by re-using the signed QR context and pre-filling unit metadata while preventing cross-unit access.
Acceptance Criteria
Instant Autopay Enrollment (ACH/Card)
Description
Enable immediate enrollment in ACH or card autopay during plan selection. Integrate with processors for tokenized payment methods, collect legally required ACH/card authorizations, and schedule debits aligned to plan dates. Support bank linking (e.g., instant auth), micro-deposit fallback, SCA/3DS where applicable, and display any processing or convenience fees transparently. Implement retries, mandate management, and webhook-driven status updates to keep plan state in sync.
Acceptance Criteria
Commitment Write-Back and Admin Visibility
Description
On commitment, write the plan agreement, schedule, and payment method metadata back to Duesly’s ledger and unit profile. Update delivery logs with a verified commitment event, notify treasurers/property managers, and surface plan status, next installment, and failure flags in the dashboard. Provide CSV export and API access for accounting systems. Include cancellation, reschedule, and payoff actions with full audit trails and permission checks.
Acceptance Criteria
Plan Notifications and Reminders
Description
Send confirmation receipts, calendar attachments, and pre-due reminders via email/SMS aligned to the chosen schedule. Alert on failed or retried payments, expiring cards, and plan completion. Support message templates, quiet hours, and opt-out preferences while maintaining compliance with consent rules. Log delivery and engagement to improve verified reach metrics and trigger print-mail fallback if digital channels persistently fail.
Acceptance Criteria
Smart Plan Fit
Duesly recommends tailored plan options based on balance, assessment cadence, and past payment history—within board-defined caps and rules. Treasurers can auto-approve under thresholds or review in one click. Residents compare clear schedules and pick what matches their cash flow, boosting plan adoption and on-time completion.
Requirements
Eligibility & Rule Engine
Description
A backend service that evaluates resident balances, assessment cadence, arrears age, and payment history to determine plan eligibility at the unit level, enforcing board-defined constraints such as minimum/maximum term length, down payment percentage, fee caps, grace periods, blackout periods, and delinquency classes. Provides a deterministic API that returns a ranked set of compliant plan templates with inclusion/exclusion reasons and redacts disallowed options. Integrates with Duesly’s member profile, invoicing ledger, and communications scheduler. Supports rule versioning, effective-dated policies, and safe rollbacks to enable future changes without downtime.
Acceptance Criteria
Board Caps & Policy Configuration
Description
An admin interface for defining plan policy parameters, including maximum installments, minimum installment amount, allowable fees/interest ranges, required down payment tiers by risk, auto-approval thresholds by balance, review-required triggers, mediation flags, cancellation rules, and default remediation flows. Includes role-based access controls, field validation to prevent conflicting policies, preview mode with sample residents, and audit logging of changes. Supports export/import of policies as JSON and staged promotion from sandbox to production.
Acceptance Criteria
Resident Recommendation UI with Cash-Flow Visualization
Description
Resident-facing web and mobile views that present 2–4 recommended plan options with clear monthly amounts, schedule aligned to common pay cycles, total cost, fees, and completion date. Includes a cash-flow visualization (timeline and monthly impact), warnings when a plan increases total cost, and accessibility-compliant design. Supports autopay opt-in, payment method selection, and real-time eligibility refresh upon input changes. Provides localized copy and deep links from email/SMS that pre-fill the flow.
Acceptance Criteria
Auto-Approval Thresholds & One-Click Treasurer Review
Description
Workflow that automatically approves plans below configured thresholds and routes review-required cases into a treasurer queue with one-click approve/decline actions and standardized reason codes. Sends resident notifications via email/SMS and falls back to QR-coded mailed letters on bounces. Updates unit-level delivery logs and plan status in the Treasurer dashboard. Includes SLA timers, escalation rules, and bulk actions to ensure timely decisions and reduce manual workload.
Acceptance Criteria
Payment History Scoring & Plan Fit Model
Description
A pluggable model that scores resident payment behavior using factors such as on-time rate, missed/partial payments, and seasonality, combined with assessment cadence, to recommend installment counts and due dates that maximize completion likelihood. Produces explainable outputs (score and top drivers) visible to treasurers and falls back to conservative defaults when data is sparse. Respects privacy by using HOA-local data only and includes fairness checks. Supports A/B testing toggles to compare outcomes and continuously improve recommendations.
Acceptance Criteria
Plan Comparison, Terms & Consent Capture
Description
Side-by-side comparison of recommended plans showing schedule, monthly amounts, total paid, fees, and early payoff options, with inline disclosures and downloadable terms. Captures electronic consent with timestamp, IP, and device fingerprint and stores the accepted plan version and terms snapshot on the unit ledger. Allows residents to switch to a stricter plan within a brief cooling-off window and supports cancellation according to policy.
Acceptance Criteria
Adoption, Outcome, and Override Reporting
Description
Dashboards and exports that track plan offers, adoption rates, completion rates, time-to-approval, defaults by plan type, and treasurer overrides with reasons. Provide filters by property, delinquency class, and time range, along with alerts for outliers such as caps that are too strict or high default rates. Correlate outcomes with communication channels using Duesly delivery logs to attribute impact and guide policy and messaging adjustments.
Acceptance Criteria
On-Track Grace
When a resident is current on a plan, late fees and collections steps pause automatically per HOA policy. If a payment is missed, Duesly opens a gentle grace window, escalates reminders, and only reactivates fees when required—cutting disputes, preserving goodwill, and keeping ledgers clean.
Requirements
Grace Policy Configuration
Description
Duesly will provide a per-HOA policy configuration module to define grace rules: criteria to consider an account "on-track" (e.g., current balance zero or on active payment plan with no missed installments), grace window length after a missed due date, suppression rules for late fees and collection steps during grace, escalation thresholds, retroactive fee behavior, quiet hours/contact caps, and exceptions for legal holidays and weekends. Policies are versioned with effective dates, validated for completeness, and stored per association. A policy snapshot is attached to each automated action to ensure consistent historical auditing and reproducibility across ledger and communications workflows.
Acceptance Criteria
Real-time Account Status Engine
Description
Implement a rules-driven service that computes per-unit status states—On-Track, In Grace, Delinquent—based on invoices, due dates, recorded payments, active payment plans, and policy settings. The engine updates status in real time on payment post or at scheduled checkpoints, exposes status via API and UI badges, and triggers downstream automations (fee suppression, reminder scheduling, and collections gating). It handles edge cases such as partial payments, auto-pay pending, time zone boundaries, and weekends/holidays while providing deterministic, testable transitions.
Acceptance Criteria
Fee and Collections Auto-Pause/Reactivate
Description
Integrate with the invoicing and fee-application jobs to automatically suppress late fees, interest, and collections steps when an account is On-Track or In Grace per policy. When the grace window expires or required criteria are met, the system reactivates applicable charges and steps, optionally applying retroactive fees as defined by policy. Suppression and reactivation are atomic, logged with reason codes, and idempotent to prevent double-charging. Manual overrides respect role permissions and are fully audited.
Acceptance Criteria
Missed Payment Detection and Grace Scheduler
Description
Add a scheduler that detects when a due payment is missed and opens a grace window according to policy. The scheduler sets timers for progressive checkpoints (e.g., day 1, day 3, end of grace), evaluates payment activity at each checkpoint, and either maintains grace or transitions to Delinquent status. It accounts for weekends, holidays, and configured quiet hours, and cancels or shortens the grace window if payment clears. All state changes are logged and visible on the unit’s timeline.
Acceptance Criteria
Escalated Reminder Cadence with Channel Failover
Description
Configure a multi-stage reminder sequence that begins with gentle messaging and escalates tone and clarity only as needed, aligned with grace checkpoints. Messages send via email/SMS first and automatically fail over to QR-coded mail when delivery bounces, leveraging Duesly’s delivery logs to avoid duplicate contacts and to respect contact caps. Content templates include status, amount due, due date, grace end date, and clear CTA links to pay or set up auto-pay, with localization and ADA-readable formatting.
Acceptance Criteria
Ledger Annotations and Audit Trail
Description
Extend the ledger to annotate all fee suppressions, reactivations, and status transitions with policy snapshot, actor (system or user), timestamps, and reason codes. Provide an exportable audit view per unit and per HOA, plus APIs for finance reconciliation. Ensure reversibility with compensating entries, and surface a clear timeline in the UI so staff can explain outcomes to residents and resolve disputes quickly.
Acceptance Criteria
Auto Catch-Up
If a payment fails or assessment changes mid-plan, Duesly recalculates the remaining schedule to keep the end date or offers options: spread the shortfall, add a final balloon, or extend the plan. Residents confirm with a one-tap link; all adjustments are logged for audit-ready transparency—no manual math.
Requirements
Failure/Change Event Listener and Catch-Up Trigger
Description
Implement an event-driven mechanism that detects payment failures (ACH returns, card declines, chargebacks) and assessment changes mid-plan, then initiates an automatic catch-up recalculation. Integrate with payment processor webhooks and internal billing updates, with idempotency keys, debouncing, and retry policies to avoid duplicate adjustments. Ensure permission checks, fallbacks when events are missing, and seamless updates to unit-level delivery logs and plan state—eliminating manual math for treasurers.
Acceptance Criteria
Recalculation Strategy Engine
Description
Build a deterministic engine that recomputes remaining installments using configurable strategies: keep end date and spread shortfall, add a final balloon payment, or extend the plan. Support constraints like minimum installment, maximum term, rounding rules, proration of late fees/credits/taxes, and handling of partial payments already posted. Provide a simulation API/UI to preview options with totals and dates, handle variable assessment schedules, and return machine- and human-readable proposals. Ensure currency precision and timezone correctness.
Acceptance Criteria
One-Tap Resident Confirmation and Consent Capture
Description
Provide a secure, single-use magic link delivered via email/SMS that deep-links to a mobile-friendly page summarizing the updated plan, deltas vs. original, installment amounts/dates, and total cost. Support one-tap confirm/decline, collect explicit consent with timestamp, IP, device metadata, and store a signed record. Include accessibility (WCAG 2.1 AA), localization, link expiration with regeneration, optional 2FA for high-risk changes, and fallback to printed letter with QR code when digital delivery fails.
Acceptance Criteria
Audit-Ready Adjustment Ledger
Description
Create an immutable ledger that records every recalculation and outcome with before/after plan snapshots, reason codes (failed payment, assessment change), actor (system/resident/admin), and timestamps. Link each entry to delivery logs (email/SMS/print), consent artifacts, and payment events. Provide export to CSV/PDF and a downloadable audit packet per unit/plan, plus an in-app timeline view with filters and role-based access controls for auditors and managers.
Acceptance Criteria
Admin Policy Controls and Safeguards
Description
Introduce association-level settings to define default catch-up strategy, min/max installment amounts, maximum extension length, and rounding preferences. Allow thresholds for auto-apply vs. require-admin-approval (e.g., if increase > X% or balloon > $Y). Provide preview and override tools for treasurers, notifications for pending approvals, and feature flags to roll out by community. Support per-plan overrides with justification capture for accountability.
Acceptance Criteria
Notification and Reminder Workflow
Description
Design configurable templates for proposal, reminder, and finalization messages across email, SMS, and print fallback. Include clear CTAs, localized content, quiet hours, rate limits, and timezone-aware scheduling. Track deliverability per unit with bounce handling that triggers QR-coded mail creation when necessary. Provide reminder cadence controls and stop conditions (confirmed, declined, expired) with real-time status reflected on the unit dashboard.
Acceptance Criteria
Edge Case Handling and Recovery
Description
Handle declines, no-response expirations, and repeated failures gracefully: auto-apply per policy after deadline, or revert and notify when required. Prevent recalculation loops with concurrency locks and event coalescing. Support partial payments during pending proposals, autopay synchronization, rollback on processor errors, and clear user/admin messaging for each state transition. Instrument with metrics and alerts for anomalies to ensure reliability in production.
Acceptance Criteria
Plan eSign
Collect UETA/ESIGN‑compliant e-signatures on plan terms (amounts, cadence, fees, default rules). Signed PDFs are stored with timestamps and approver identities in the unit record, providing dispute-proof commitments and clean documentation for boards and auditors.
Requirements
ESIGN/UETA Consent & Disclosure
Description
Provide a mandatory pre-signing consent and disclosure flow that satisfies UETA/ESIGN requirements. The flow must clearly explain electronic records usage, consent scope, hardware/software requirements, right to withdraw consent, and how to obtain paper copies. Capture affirmative consent, timestamp, IP, user agent, and disclosure version. Store consent artifacts alongside the signed plan in the unit record and reference them in the audit trail. Integrate with Duesly’s messaging layer to deliver disclosures via email/SMS and render them in the signature ceremony UI.
Acceptance Criteria
Signer Identity Verification (OTP & Secure Links)
Description
Authenticate signers using secure, single-use signature links bound to the intended recipient and reinforced with one-time passcodes via email/SMS. Links must expire after configurable windows and be invalidated upon use or revocation. Log verification events (delivery channel, OTP success, attempts, IP, device) and associate them to the unit record. Support fallback identity questions (e.g., unit address confirmation) when SMS is unavailable. Ensure compatibility with existing Duesly contact profiles and delivery logs to maintain verified reach.
Acceptance Criteria
Plan Terms Builder & Template Versioning
Description
Enable treasurers to compose standardized plan terms (amounts, cadence, fees, default rules) using reusable templates with merge fields and validation rules. Version each template and freeze the exact version used at the time of sending. Prevent edits after signature and require a superseding version with re-sign for changes. Validate monetary math, schedules, and jurisdiction-specific clauses. Store rendered terms with a template/version fingerprint in the unit record to ensure consistent interpretation for boards and auditors.
Acceptance Criteria
Signature Ceremony UX (Adopt-and-Sign, Initials, Checkboxes)
Description
Provide an accessible, mobile-first signing experience supporting typed/drawn signatures, adopt-and-sign flows, required initials on key clauses, and mandatory acknowledgment checkboxes. Enforce field completion, present summaries of financial obligations, and display consent/disclosure context within the ceremony. Support multi-page PDFs, page thumbnails, zoom, and language localization. Persist partial progress with secure resume links and record precise timestamps for each action.
Acceptance Criteria
Tamper-Evident PDF with Full Audit Trail
Description
Generate a finalized, tamper-evident PDF that embeds a cryptographic hash, time-stamp, and signer certificate details. Append a human-readable audit trail including events (invite sent, delivery confirmation, consent accepted, identity verified, fields completed, signature applied, countersign applied), with timestamps, IPs, and device metadata. Store the PDF and audit JSON in the unit record with immutable identifiers and expose a viewer/download for boards and auditors. Detect and flag any post-generation modifications.
Acceptance Criteria
Multi-Channel Invite & Reminder Automation
Description
Automate signature invites and reminders via email and SMS with configurable cadences and quiet hours. Integrate with Duesly’s bounce detection to auto-trigger postal mail generation with QR-coded links when electronic delivery fails. Track unit-level delivery status and reminder history, and stop reminders on completion or opt-out. Provide dashboard analytics on invite opens, conversions, and time-to-sign to optimize communication strategies.
Acceptance Criteria
Role-Based Access & Board Countersignature
Description
Implement granular permissions for who can create templates, send plans, view signed documents, and apply countersignatures. Support optional board/staff countersignature steps with routing order and notifications. Prevent unauthorized access to unit documents and ensure countersigners are authenticated and audited. Expose approval queues and status indicators within Duesly’s dashboard for smooth operations.
Acceptance Criteria
Plan Pulse
A real-time dashboard showing on‑track, at‑risk, and delinquent plans with predicted drop‑off risk, upcoming autopays, and failed attempts. Trigger bulk nudges via email/SMS or print QR‑mail, and export summaries for meetings—giving treasurers fast visibility and fewer month‑end surprises.
Requirements
Real-time Plan Status Categorization
Description
Compute and display current plan states (On‑track, At‑risk, Delinquent) in a live dashboard by ingesting ledger events, payment webhooks, reminder engagement, autopay enrollments, and failed attempt signals. Refresh status badges and counts within seconds of new activity, provide filters by HOA, building, unit, plan type, and aging bucket, and enable click‑through to a detailed list view for action. Ensure status taxonomy matches existing Duesly conventions, include a last‑updated timestamp, and maintain role‑based access controls. Provide accessible color/label indicators (WCAG AA) and graceful degradation if event streams are delayed, with clear data freshness messaging. Persist status history to support trend charts and export parity.
Acceptance Criteria
Drop‑off Risk Scoring Engine
Description
Generate a per‑plan drop‑off risk score and label (Low/Medium/High) using features such as prior delinquency streaks, payment timing variance, number of failed attempts, autopay enrollment age, reminder open/click rates, email/SMS bounce history, and seasonality. Recompute daily (and on key events) and expose top contributing factors for transparency. Allow configurable thresholds for labels and segments used by nudges. Store risk history for trend analysis and export, and integrate with the dashboard for sorting, filtering, and triggering bulk actions. Respect data privacy and provide an admin toggle to disable/enable risk scoring per HOA.
Acceptance Criteria
Autopay Forecast Panel
Description
Present an upcoming autopay schedule with per‑day and per‑week rollups, including payer, unit, amount, payment method (ACH/Card), expected charge date (with bank holiday handling), and confidence indicators derived from historical success rates and recent account activity. Surface potential risk windows (e.g., past NSF patterns) and allow filters by date range, amount, and method. Provide aggregate cash‑in projections, timezone awareness, and export to CSV/PDF. Integrate with the existing autopay scheduler and ledger to ensure amounts and dates are authoritative and consistent with on‑screen totals.
Acceptance Criteria
Failed Payment Detection & Smart Retry
Description
Detect payment failures in real time via gateway webhooks and ledger reconciliation, classify reason codes (e.g., NSF, expired card, network error), and surface counts, trends, and affected accounts within the dashboard. Recommend best‑practice retry windows by method and reason, allow one‑click or scheduled retries, and automatically update logs and risk scores based on outcomes. Trigger optional notifications to residents with personalized guidance to update payment details. Provide filters, audit trails, and safeguards to prevent excessive retries and to respect quiet hours and compliance constraints.
Acceptance Criteria
Bulk Nudge Orchestration (Email/SMS)
Description
Enable creation and sending of targeted bulk nudges to selected segments (e.g., High‑risk, Delinquent >15 days) via email and SMS using template personalization (name, unit, balance, pay link). Support previews, test sends, scheduling, throttling, deduplication across channels, and quiet‑hour compliance. Track delivery, open/click, reply, and payment conversion, and write results to unit‑level delivery logs to feed status and risk updates. Enforce consent and opt‑out rules, provide A/B subject/CTA testing, and maintain an auditable record of content, recipients, and outcomes.
Acceptance Criteria
QR Mail Print Queue Integration
Description
Automatically queue print‑ready, QR‑coded letters for accounts with bounced/opted‑out digital messages or persistent non‑response. Generate batched PDFs with HOA branding, verified mailing addresses, and unique QR codes linking to the resident’s pay portal. Allow postage class selection, hand off jobs to the print/mail provider via API, and capture mailpiece IDs and delivery status updates back into Duesly delivery logs. Archive artifacts, support reprints, and ensure templates meet USPS formatting and accessibility guidelines. Trigger QR mail as a fallback from bulk nudge workflows when digital reach is insufficient.
Acceptance Criteria
Meeting Summary Export
Description
Provide one‑click exports (PDF and CSV) of Plan Pulse summaries, including counts by status, aging buckets, top high‑risk accounts, autopay forecast totals, failed attempt trends, and a log of recent actions (nudges, retries, mailings). Include HOA branding, date/time stamps, selected filters, and methodology notes to ensure clarity and board‑ready presentation. Guarantee consistency with on‑screen metrics via snapshotting at export time and enforce permission checks for sensitive fields. Enable sharing via secure link or email attachment to designated board members.
Acceptance Criteria
Health Scorecard
A real‑time, per‑unit contact confidence score that blends email validity, SMS deliverability, NCOA/CASS status, bounce history, and recent engagement. Treasurers and PMs instantly see which units are at risk, prioritize follow‑ups, and forecast announcement reach—cutting guesswork and late‑cycle surprises.
Requirements
Real-time Signal Ingestion & Validation
Description
Implement event-driven connectors that continuously ingest and validate email status, SMS deliverability, NCOA/CASS results, bounce events, and engagement signals into a normalized per-unit profile. Ensure data de-duplication, idempotency, and timestamped lineage, with retries and backoff for upstream failures. Maintain near-real-time freshness targets and backfill historical data to support accurate scoring. Seamlessly integrate with Duesly’s existing messaging and delivery logs so that updates to any channel immediately propagate to the scorecard.
Acceptance Criteria
Composite Confidence Scoring Engine
Description
Create a transparent, versioned scoring model that blends channel validity, postal hygiene, bounce history, and recent engagement into a single 0–100 per-unit confidence score. Support configurable weights, decay over time for stale signals, minimum floors and caps, and business rules for hard failures (e.g., repeated bounces). Provide explainability outputs that attribute the score to its contributing factors, enable backfills and scheduled recomputes, and ensure deterministic results across environments.
Acceptance Criteria
Scorecard UI & Explainability Drill-down
Description
Add a responsive UI that surfaces the per-unit confidence badge, sortable list views, filters by risk band, and quick search. Provide a drill-down panel that explains the score with recent events, channel statuses, and address hygiene, linking directly to delivery logs. Embed the score and risk band in unit profiles, the announcement composer side panel, and invoice screens to keep confidence visible at decision points. Ensure accessibility and clear color semantics for risk levels.
Acceptance Criteria
Risk Alerts & Follow-up Recommendations
Description
Trigger alerts when a unit’s confidence drops below configurable thresholds or when critical failures occur, and surface recommended next actions such as verifying a mailing address, requesting an updated email, or switching channel priority. Provide bulk triage, snooze and suppression controls, and auto-create tasks with prefilled templates for outreach. Expose webhook and email/SMS notifications to integrate with external task systems.
Acceptance Criteria
Reach Forecasting & Scenario Simulation
Description
Calculate expected announcement reach for a selected audience by modeling per-unit confidence across channels and recent engagement, presenting a projected reach percentage with confidence bands. Allow what-if scenarios to test list changes, channel emphasis, and resend strategies before scheduling. Surface forecast summaries in the composer and store forecasts with scheduled campaigns for later comparison to actuals.
Acceptance Criteria
Audit Trail, Export & Access Controls
Description
Maintain an immutable timeline of signal changes, score recalculations, and interventions per unit to support auditability and dispute resolution. Provide CSV export and API access for reporting while enforcing role-based permissions so that sensitive contact details and scores are only visible to authorized users. Apply retention policies and encryption at rest and in transit to meet postal and data privacy obligations.
Acceptance Criteria
Bounce Bridge
When an email or SMS bounces, Duesly auto‑mails a QR‑coded postcard linking to a secure self‑update flow. Residents verify via one‑time code, fix their contact details in seconds, and Duesly retries delivery automatically—shrinking manual chase, accelerating recovery, and boosting verified reach.
Requirements
Bounce Signal Ingestion & Classification
Description
Implement a real-time pipeline to capture, parse, and classify email and SMS bounce events from providers, mapping each event to the correct unit and resident profile. Distinguish hard vs. soft bounces, deduplicate repeated signals, record provider metadata, and trigger the Bounce Bridge workflow only for qualifying failures. The pipeline must be resilient, idempotent, and observable, with retry/backoff, dead-letter handling, and clear error codes to support support ops and analytics. Integrates with Duesly’s messaging services and event bus to kick off print-mail and self-update flows.
Acceptance Criteria
QR Postcard Generation & Print‑Mail Orchestration
Description
Generate a branded postcard per qualifying bounce that includes a unique, expiring QR code and short URL pointing to a secure self-update session. Compose content using HOA branding, unit address, and clear CTAs; embed a machine-readable tracking ID for end‑to‑end attribution. Integrate with a print‑mail vendor (e.g., Lob) for address validation, print queues, and webhook delivery statuses. Support batching for cost efficiency, per‑event sends for urgency, international routing rules, and failover to a secondary vendor. All artifacts and vendor responses are stored for auditing.
Acceptance Criteria
Secure Self‑Update Flow with Token & OTP Verification
Description
Provide a mobile-first web flow launched from the postcard’s QR/URL that authenticates the resident via a signed, expiring token tied to the unit plus lightweight verification (e.g., last name + unit/ZIP) and optional OTP challenge to newly provided contact details before activation. The flow must allow editing email, phone, and notification consent, with inline validation and accessibility compliance. Prevent token replay and brute force, enforce rate limits, and localize copy. On completion, show confirmation and next steps while emitting events for downstream processing.
Acceptance Criteria
Contact Update Validation & Profile Write‑Back
Description
Validate and normalize submitted contact data (RFC-compliant email, E.164 phone, line‑type checks, carrier filters), detect duplicates across household members, and capture explicit consent for email/SMS. Persist changes with versioned history, attribution (self‑update), timestamps, and previous values for rollback. Apply business rules to reconcile unit-level contacts and preferred channels, and expose webhooks for downstream systems. Ensure PII encryption at rest/in transit and enforce role-based access to edits and history.
Acceptance Criteria
Auto‑Retry Delivery & Message Requeue Logic
Description
Upon successful contact update and activation, automatically requeue previously failed announcements, invoices, or reminders to the corrected channels. Apply channel-specific retry policies, deduplicate against messages already delivered, and respect send windows, quiet hours, and unsubscribe/preferences. Update message state transitions atomically to avoid double-sends and emit metrics on recovery success rates.
Acceptance Criteria
Delivery Logs, Postcard Tracking & Reach Analytics
Description
Extend unit-level timelines to show the full Bounce Bridge lifecycle: bounce detected, postcard generated/sent/delivered, QR scan, self‑update started/completed, contact activated, and message retries. Provide aggregate dashboards for verified reach, recovery time, bounce reasons, and mail costs, with exportable reports. Ingest vendor webhooks for mail status and correlate with resident actions for attribution. Surface alerts for stalled flows (e.g., postcard undeliverable, token expired).
Acceptance Criteria
Admin Controls, Budgets & Safeguards
Description
Add organization-level settings to enable/disable Bounce Bridge, set monthly mail budgets and per-unit caps, choose postcard templates and languages, define geofencing rules, and require approvals above spend thresholds. Implement abuse/fraud safeguards (scan anomaly detection, token misuse alerts), rate limits, and manual override tools (resend, cancel, mark as bad address). Provide audit logs for all admin actions and configuration changes.
Acceptance Criteria
Forwarding Watch
Continuously tracks USPS NCOA move indicators, forwarding windows, and vacant flags. Alerts you before forwards expire and suggests the next best outreach (SMS, email, or QR‑mail) to confirm the new address—preventing silent delivery failures during moves and ownership changes.
Requirements
USPS NCOA Sync & Vacancy Detection
Description
Integrate with a certified NCOA provider to ingest weekly/daily move updates, forwarding indicators, forwarding end dates, and USPS vacancy/DPV flags at the unit and contact level. Normalize and deduplicate records across owners/tenants, map to properties/units, and persist key attributes (effective move date, move type, new address, NIXIE/vacant footnotes). Update deliverability status in real time and surface conflicts (multiple moves, partial moves) for review. Provide resilient retry, alert on API errors, and maintain an audit trail of all address intelligence applied to each unit.
Acceptance Criteria
Forwarding Expiry Alerts & Escalation Rules
Description
Continuously monitor forwarding window end dates and generate configurable pre-expiry alerts (e.g., 30/14/7 days) with recommended actions. Support rule-based escalation that converts alerts into tasks and auto-enqueues outreach steps (email, SMS, then QR-mail) when confirmations are not received. Allow per-community configuration (lead times, channels, quiet hours), snooze/acknowledge controls, and bulk handling for multiple units. Expose alerts in the dashboard, via email digests, and optional webhook notifications to external systems.
Acceptance Criteria
Outreach Recommendation Engine
Description
Provide a scoring engine that suggests the next-best outreach channel (SMS, email, or QR-mail) based on consent status, deliverability/engagement history, cost, urgency, and compliance constraints. Incorporate signals such as recent bounces, open/click rates, SMS success, unit vacancy, and forwarding end date proximity. Present an explainable recommendation with overrides, respect quiet hours and regional regulations, and log rationale for auditing. Support A/B policies and continuous learning via outcome feedback to improve recommendations over time.
Acceptance Criteria
Address Confirmation Workflow
Description
Enable frictionless confirmation of new mailing addresses via one-click links in email/SMS that open a secure, branded confirmation page pre-filled with the suggested address. Support edits, multi-recipient households, and proof capture (timestamp, IP, optional document upload). Generate signed verification tokens and write confirmed data back to the contact/unit record with versioning and rollback. Provide a print fallback that triggers QR-coded mail when digital confirmation fails, and track completion status and reminders until resolution.
Acceptance Criteria
Unit-level Delivery Log Integration
Description
Augment the existing delivery logs with Forwarding Watch events, including NCOA matches, vacancy flags, alert creation, outreach attempts, confirmations, and QR-mail triggers. Render a chronological timeline per unit/contact, compute a verified-reach score, and roll up metrics to the property level. Support filtering, export, and webhooks for external reporting. Ensure every automated decision and state change is captured for transparency and dispute resolution.
Acceptance Criteria
Compliance, Privacy, and Audit Controls
Description
Enforce consent and opt-out rules for SMS/email, apply quiet hours, and honor TCPA/CTIA and CAN-SPAM best practices. Restrict access to PII via role-based permissions, encrypt sensitive fields at rest and in transit, and log all address changes with who/when/why. Maintain NCOA licensing/PAF requirements, display required notices, and implement data retention policies for address intelligence artifacts. Provide exportable audit reports covering outreach recommendations, user overrides, and confirmation proofs.
Acceptance Criteria
Channel Optimizer
Learns each unit’s most reliable contact path and best send times from delivery and response patterns. Auto‑orders channels (email → SMS → mail) and respects quiet hours and preferences—raising first‑attempt success, lowering resident noise, and reducing repeat sends.
Requirements
Per-Unit Channel Reliability Scoring
Description
Build and maintain a rolling reliability score per unit and per channel (email, SMS, physical mail) derived from delivery outcomes, engagement signals (opens, clicks, replies), and business outcomes (on-time payment). Apply time decay and minimum-sample safeguards to keep scores current and robust. Expose scores via an internal service used by sequencing and scheduling components, and persist inputs/outputs to the existing unit-level delivery logs to support auditable decisioning. Expected outcome is higher first-attempt reach and reduced duplicate sends through data-driven channel selection.
Acceptance Criteria
Send Time Optimization Engine
Description
Predict optimal send windows per unit in local time by learning from historical engagement and payment conversion timestamps. Respect HOA-defined business hours, regional quiet hours, and user-specified preferences. Provide safe defaults and cold-start heuristics, gradually personalizing windows as data accrues. Integrate with the job scheduler to queue messages into the best predicted window and shift sequences if a window is missed. Expected outcome is increased first-attempt success and fewer follow-up messages.
Acceptance Criteria
Adaptive Sequence Orchestrator
Description
Generate and execute a per-message, per-unit channel sequence (e.g., email → SMS → mail) using reliability scores, recipient preferences, and compliance constraints. Halt the sequence on verified success, and dynamically reorder or skip channels when new signals arrive (e.g., a reply or payment). Ensure idempotency, retry/backoff policies, and circuit breakers to prevent loops. Integrate with existing email/SMS providers and mail-fulfillment queues. Expected outcome is fewer total sends per notice with higher verified reach.
Acceptance Criteria
Quiet Hours and Preference Compliance
Description
Enforce global and per-unit quiet hours, do-not-disturb windows, and channel opt-in/opt-out states while honoring legal constraints (e.g., TCPA/CAN-SPAM) and HOA policy. Include guardrails such as per-unit weekly send caps and cool-down periods after failed attempts. Provide emergency override with role-based approval and full audit logging. Expected outcome is reduced resident noise, higher trust, and minimized compliance risk.
Acceptance Criteria
Bounce Handling and QR Mail Fallback
Description
Detect and classify email bounces and SMS delivery failures in real time. On repeated failure or unreachable status, trigger a print-and-mail workflow that includes a QR code linking to the notice or invoice and payment page. Deduplicate mail jobs to avoid duplicates if a digital channel later succeeds. Update unit delivery logs and model inputs to reflect fallback actions and outcomes. Expected outcome is maintained reach above 99% even when digital channels fail.
Acceptance Criteria
Delivery Insights and Decision Traceability
Description
Record, surface, and export an auditable trail for each notice: attempted channels, timestamps, outcomes, optimization decisions (scores, reasons, constraints), and final success. Provide dashboards for first-attempt success rate, repeat-send reduction, and time-to-payment by channel and community. Offer CSV export and filters by timeframe, building, or message type. Expected outcome is transparent optimization, faster troubleshooting, and measurable impact.
Acceptance Criteria
Admin Controls and Safeguards
Description
Provide configuration UI and APIs to set default channel order rules, define quiet hours and send caps, manage per-unit exceptions, and toggle the optimizer on/off by community or message type. Include preview/dry-run mode to show the planned sequence and send time before dispatch, with role-based approvals for overrides. Maintain an immutable audit log of changes. Expected outcome is predictable operations with human oversight and fast iteration without code changes.
Acceptance Criteria
Consent Vault
Centralizes opt‑ins, opt‑outs, and language preferences per unit, capturing time‑stamped consent during self‑updates and outreach. Duesly enforces TCPA/CAN‑SPAM rules automatically and provides proof logs—protecting the HOA legally while keeping residents in control of how they’re contacted.
Requirements
Unit Consent Profile
Description
Create a per‑unit consent record that stores channel‑level opt‑ins/opt‑outs (email, SMS, voice, postal), language preference, communication categories permitted, timestamped source of consent, and legal basis. Support multiple contacts per unit (owner, tenant, manager) with roles, preferred channel order, and timezone for compliance checks. Normalize and validate phone/email, deduplicate across units, and sync with existing Duesly contact records. Expose computed sendability per channel and last‑updated metadata. Integrate with delivery logs to update status on bounces and hard opt‑outs.
Acceptance Criteria
Double Opt‑In & Capture Flows
Description
Provide compliant consent capture mechanisms across touchpoints: SMS keyword flows (JOIN/STOP/HELP) with double opt‑in, email confirmation links for explicit opt‑in, and forms with unchecked-by-default consent checkboxes and clear disclosures. Capture time, IP, user agent, channel, language, and unit context with each consent event. Embed flows in the self‑update portal, payment checkout, and outreach footers via "Manage Preferences" links. Enforce re‑consent when numbers/emails change, localize consent text by language preference, and store proofs in the vault.
Acceptance Criteria
Compliance Enforcement Engine
Description
Gate all announcements, invoices, reminders, and payment notifications through a compliance evaluator that checks consent state and message category prior to send. Automatically suppress disallowed channels, enforce quiet hours by recipient timezone for SMS, append required disclosures (sender identity, address, opt‑out instructions), and honor STOP requests instantly across the HOA. When both email and SMS are unavailable or opted‑out, trigger print‑mail fallback with a QR code linking to the Preference Center. Provide pre‑send compliance checks in the composer UI with warnings and recipient counts.
Acceptance Criteria
Immutable Consent Audit Trail
Description
Maintain an append‑only, tamper‑evident ledger of consent events and changes, including the exact disclosure text shown, message samples, timestamps, actor/source, IP, and evidence of action (e.g., keyword reply, checkbox). Support export to PDF/CSV with cryptographic hash for verification, per‑unit or HOA‑wide, and configurable retention policies. Surface searchable logs within unit‑level delivery history and enable filters and drill‑downs for legal review.
Acceptance Criteria
Resident Preference Center
Description
Deliver a mobile‑first, multilingual preference page where residents manage channel opt‑ins/opt‑outs, language, and communication categories. Access via secure, expiring magic links or QR codes tied to the unit; require lightweight identity confirmation for sensitive changes. Present plain‑language explanations and legal disclosures, show current settings, and confirm changes in real time. Persist updates to the Consent Vault immediately and propagate to enforcement and delivery systems. Capture engagement analytics (views, completions, opt‑out rates) for optimization.
Acceptance Criteria
Consent APIs & Bulk Import
Description
Expose authenticated APIs and webhooks to read/write consent states, retrieve audit logs, and subscribe to consent changes. Provide bulk CSV import/export with field mapping, validation, and dry‑run reporting to onboard existing consents from spreadsheets. Deduplicate contacts, resolve unit associations, and flag entries needing re‑consent due to insufficient proof. Integrate with Duesly contact and delivery services to keep consent and messaging in sync.
Acceptance Criteria
Granular Categories & Transactional Overrides
Description
Define standardized communication categories (Billing/Invoices, Payments, Maintenance, Emergencies, Community News) and allow residents to opt out of non‑essential categories per channel. Encode channel‑specific legal logic so emergency alerts may bypass quiet hours and marketing messages require explicit opt‑in, while billing emails are treated as transactional and SMS billing reminders require consent. Expose category selection in the message composer and Preference Center, and log category used with every send for auditability.
Acceptance Criteria
Merge & Clean
Detects duplicate contacts and stale numbers/emails across imports and manual edits. Suggests safe merges, normalizes formats, and verifies risky changes via OTP—keeping records tidy, reducing misroutes, and saving Contact‑Cleanup Casey hours of spreadsheet work.
Requirements
Fuzzy Duplicate Detection Engine
Description
Implement a real-time and batch deduplication engine that detects duplicate contacts across imports and manual edits using normalized keys and fuzzy matching on name, unit, email, and phone. Employ deterministic matches (exact email/phone post-normalization) and probabilistic scoring (e.g., token-based name similarity, unit proximity, last-4 phone match) with configurable thresholds per community. Generate candidate pairs via blocking keys to ensure performance at scale, output a confidence score, and tag reasons for the match to support explainability. The engine must run on import, on-create, and on-update events and surface results to the review queue without modifying data until approved.
Acceptance Criteria
Stale Contact Detection via Bounce Signals
Description
Integrate delivery status signals from email (bounces, complaints, hard/soft classifications) and SMS (undeliverable, carrier errors, opt-outs) to automatically flag stale or risky contact points at the field level. Maintain per-channel health status and timestamps, auto-suppress sending to hard-failed endpoints, and surface remediation actions (verify via OTP, request update, or postal fallback) within the contact profile and review queue. Provide thresholds and rules to distinguish temporary vs. permanent failures and to recover health after successful verifications.
Acceptance Criteria
Merge Suggestion Queue & Batch Actions
Description
Provide a centralized queue listing suggested duplicate pairs/groups with confidence scores, match reasons, and potential conflicts. Allow filtering by association, confidence range, and data source (import vs. manual). Support batch actions to accept, reject, or snooze suggestions, plus bulk thresholds (e.g., accept all >0.95 confidence). Persist reviewer decisions to improve future suggestions. Ensure role-based access, pagination for large sets, and safe concurrency so multiple admins can process the queue without collisions.
Acceptance Criteria
Safe Merge Preview, Conflict Resolver, and Undo
Description
Offer a side-by-side merge preview that highlights differences, auto-selects winning values based on confidence and freshness, and lets users override at the field level. Merge must be transactional: consolidate invoices, delivery logs, notes, and permissions into the survivor record while preserving external IDs and relationships. Provide a one-click undo within a retention window by soft-deleting sources and keeping a reversible change set. Guard against dangerous merges with low-confidence alerts, unit-mismatch warnings, and required confirmations.
Acceptance Criteria
Contact Data Normalization & Validation
Description
Normalize and validate key fields on entry and import: emails to lowercase with syntax and domain checks, phone numbers to E.164 with country inference and carrier validation, names with consistent casing, and unit identifiers to a canonical format. Enforce one primary email and phone per contact type, and mark verification status per channel. Run normalization pre-deduplication to maximize deterministic matches and improve delivery rates. Surface non-blocking warnings for suspicious values (role inboxes, disposable domains) and block known-invalid formats.
Acceptance Criteria
Risky Change Verification via OTP and Postal Fallback
Description
For high-impact edits (changing primary email/phone or adding a new recipient), require ownership verification via OTP delivered to the new endpoint. Hold outbound messages to unverified endpoints until success, record consent, and rate-limit attempts. Provide admin override with reason capture and audit logging. When both digital channels are unavailable or fail, trigger a postal fallback workflow that generates a QR-coded letter guiding the resident to confirm or update their contact details online, then updates verification status upon completion.
Acceptance Criteria
Import Reconciliation & Clean Report
Description
Enhance the CSV/XLSX import flow with column mapping, inline normalization, and immediate duplicate detection against existing records and within the file. Provide row-level decisions (create, merge into X, skip) and show the net effect before commit. After import, produce a clean-up report summarizing merges performed, fields normalized, records skipped with reasons, and endpoints flagged as stale, with links to the suggestion queue for remaining items.
Acceptance Criteria
SendSafe Sandbox
A board‑only rehearsal space that reroutes every invoice, reminder, and mail piece to a secure Shadow Inbox with watermarks and masked resident data. Confirms templates, amounts, and cadence without any chance of accidental resident sends, letting treasurers iterate safely until everything looks right.
Requirements
Global Sandbox Toggle & Scope Controls
Description
Introduce an organization- and community-level SendSafe toggle that, when enabled, forces all outbound emails, SMS, invoices, reminders, and print jobs into Sandbox mode. Display persistent, high-contrast banners and badges across the dashboard indicating Sandbox is active. Enforce role-based access (board/treasurer only) and granular scope (entire community vs. selected buildings/campaigns). Ensure the toggle affects scheduled jobs, batch runs, and API-triggered sends, with no bypass paths. Integrate with message composition, invoice generation, and campaign schedulers to prevent resident delivery while preserving normal authoring flows. Provide safe defaults (new communities start in Sandbox), auto-pause external connectors, and surface a clear state in APIs and webhooks so integrations are aware. Outcome: zero-risk rehearsal environment with unequivocal product-wide safety signaling.
Acceptance Criteria
Shadow Inbox with Watermarking & Redaction
Description
Create a secure, board-only Shadow Inbox that receives every intercepted message artifact (email body, SMS text, printable mail PDF) generated while Sandbox is active. Apply prominent Sandbox watermarks and automatic redaction of resident PII (names, emails, phone numbers, unit addresses) within the previews and attachments. Group messages by unit and campaign, support side-by-side template and data previews, and enable search, filtering, and sorting by type, status, and cadence. Provide print-safe PDF previews with QR code overlays that route to non-transactable preview pages. Integrate with existing message viewer components for consistency and reuse. Outcome: boards can verify content fidelity and personalization without exposing sensitive data or contacting residents.
Acceptance Criteria
Outbound Rerouting Interceptor
Description
Implement a middleware layer that intercepts all outbound channels (email, SMS, and print) when Sandbox is enabled. Replace external recipient addresses with shadow addresses, short codes, or internal sinks and suppress calls to third-party providers unless using their sandbox endpoints. Simulate provider webhooks (delivered, bounced, throttled) and mail-print job statuses to populate delivery logs without incurring costs or contacting residents. Preserve full logging, IDs, and correlations so QA data mirrors production flows. Ensure idempotency, queue back-pressure handling, and safe rollback to live mode. Outcome: end-to-end pipeline rehearsal that exercises business logic while guaranteeing zero external transmission.
Acceptance Criteria
Configurable Data Masking Rules
Description
Provide an admin-configurable rules engine for masking PII in Sandbox: name initials or pseudonyms, partial email/phone masking, unit address obfuscation, and payment account redaction. Keep financial amounts and line items accurate for verification, while replacing live payment links and tokens with non-transactable stubs. Offer presets and per-field overrides, with live previews demonstrating rule effects across email, SMS, and print. Ensure masking is applied uniformly at render time and within logs, exports, and PDFs. Outcome: safe, realistic previews that protect identity while preserving financial correctness.
Acceptance Criteria
Cadence Simulator & Schedule Preview
Description
Add a visual timeline and calendar that projects when invoices, reminders, and late notices would send under current dunning rules, grace periods, and holidays while Sandbox is active. Allow time-warp simulation (advance clock) and what-if scenarios (policy tweaks, fees, resident states) to preview volumes by day and unit. Highlight conflicts, duplicate touches, and blackout violations before going live. Provide exportable reports and per-unit drill-down showing the exact sequence and content snapshots. Outcome: treasurers validate cadence logic and operational load before enabling real sends.
Acceptance Criteria
Safe QR & Payment Link Stubbing
Description
Ensure all QR codes, payment URLs, and deep links generated in Sandbox resolve to a non-transactable preview domain requiring board authentication. Display clear Sandbox watermarks and disable payment submissions, wallet actions, and autopay enrollment while preserving the full UI flow for review. Log scans/clicks for QA without triggering resident accounts or ledger changes. Outcome: teams can verify end-to-end payment journeys and QR placement without risking accidental collections.
Acceptance Criteria
Exit Gate & Preflight Checklist
Description
Introduce a guided workflow to exit Sandbox that requires explicit confirmation of key checks: template approvals, masking review, cadence validation, provider credentials, and target recipient scope. Support dual approval (two board roles) and capture a signed audit record. Provide a final dry-run summary of what will send in the first 48–72 hours, with warnings for high-volume spikes or missing settings. Upon confirmation, re-enable external connectors and switch links from stubs to live tokens. Outcome: controlled, auditable transition to production with reduced risk of misconfiguration.
Acceptance Criteria
Rule Linter
Pre‑flight checks that scan the dry run for risky issues—broken merge fields, duplicate or missing charges, fee/interest misconfigurations, quiet‑hours conflicts, consent gaps, and undeliverable addresses. Surfaces clear fixes with one‑click jumps to the source, reducing last‑minute scrambles and disputes.
Requirements
Timeline Playback
A clickable simulation of the full billing cadence—initial invoices, reminder waves, and mail fallbacks—mapped on a calendar. Shows predicted reach by channel, estimated print counts and costs, and lets boards drag‑adjust dates to test scenarios before committing.
Requirements
MirrorMail Proofs
Pixel‑perfect previews of what residents would see across email, SMS, and printed notices, including QR codes and multilingual side‑by‑side content. Generates a consolidated proof pack (PDF) for mail review and highlights formatting overflows or image issues before go‑live.
Requirements
Delta Detector
A change report that compares this cycle to the last—new/removed units, assessment changes, template edits, and contact updates. Flags outliers (e.g., 10× charges, missing GL tags) and shows the net impact on totals so boards catch anomalies early.
Requirements
Go‑Live Lock
One‑click promotion from dry run to live that snapshots templates, amounts, schedules, and approvals. Enforces optional dual confirmation, logs who approved and when, and blocks silent changes without re‑running the dry run—creating clean, audit‑ready governance.
Requirements
Ladder Designer
Drag‑and‑drop builder for stepwise violation cadences. Define stages, timing, channels (email/SMS/certified mail), required acknowledgments, and fine rules—then preview exactly what residents will receive. Auto‑append secure pay links and schedule re‑inspections, so boards enforce consistently without spreadsheets or guesswork.
Requirements
ProofStamp
Mobile evidence capture that watermarks photos/video with unit, timestamp, location, and staff identity. Stores an immutable chain of custody and before/after comparisons you can insert in notices with one click. Dispute‑ready proof shortens back‑and‑forth and speeds resolution.
Requirements
Cure Portal
Resident‑friendly QR link that opens a secure page with violation details, policy references, and pay options. Residents acknowledge, message the board, and upload proof of cure from their phone. Duesly pauses accruals per policy during review, auto‑schedules a re‑check, and updates status once approved.
Requirements
Fine Engine
Policy‑based fine automation that calculates initial and escalating fines, daily/weekly accruals, caps, and grace windows by violation type. Posts charges to the correct ledger lines, auto‑pauses on compliant behavior, and reverses or adjusts after approval—keeping enforcement fair, fast, and audit‑clean.
Requirements
Certified Sync
Built‑in USPS Certified Mail tracking that binds tracking numbers, delivery attempts, signatures, and return receipts to the unit record. Triggers fallback outreach (SMS/email/QR‑mail) if unclaimed, and generates a one‑click proof pack for hearings and disputes.
Requirements
Hearing Hub
End‑to‑end hearing and appeal management. Offer time slots, send calendar invites, collect e‑sign acknowledgments of rights, and attach case packets (evidence, notices, receipts). Record outcomes and automatically adjust fines and cadence based on decisions, with a complete audit trail.
Requirements
Repeat Radar
Analytics that spotlight repeat violations by unit, category, and location. Surfaces hotspots and patterns, predicts likely recurrences, and suggests proactive outreach or cadence tweaks—helping boards prevent issues instead of repeatedly fining the same problems.
Requirements
Translate Studio
Author notices in one language and see instant, side‑by‑side translations across email, SMS, and QR‑mail. Protects merge fields and amounts, flags risky machine translations (dates, currency, legal phrases), and shows channel‑specific previews. One‑click handoff to human review when needed—speeding accurate multilingual sends without copy‑paste errors.
Requirements
TermLock Glossary
Enforce consistent, HOA‑approved translations for key terms like assessment, late fee, hearing, and waiver. Maintain per‑community glossaries and style notes; Duesly auto‑applies locked terms and flags deviations before send. Clear, consistent wording across languages reduces confusion, disputes, and rework.
Requirements
RTL Smart Layout
Automatic right‑to‑left formatting for Arabic, Hebrew, and Farsi. Mirrors layout and punctuation, selects compliant fonts, fixes line breaks on print, and aligns QR captions and amounts correctly. Ensures professional, readable notices across channels—no broken characters or awkward wraps.
Requirements
MirrorFit SMS
Language‑aware SMS composer that keeps bilingual texts within segment limits. Compresses phrasing safely, shortens links to a localized landing page, and falls back to preferred‑language‑only with a “view full notice” link when needed. Cuts costs, avoids message truncation, and preserves clarity with full audit of both versions.
Requirements
Locale Autodetect
Learns each resident’s preferred language from QR page locale, link click‑throughs, reply keywords, and address region. Suggests updates to Consent Vault with one tap and supports multiple contacts per unit. Future notices start in the right language automatically, improving first‑attempt understanding.
Requirements
Certified Bilingual Pack
One‑click export that bundles both language versions, delivery logs, translation source (machine vs. human), glossary version, timestamps, and translator credentials when used. Purpose‑built for hearings and audits, it attaches to cases and certified‑mail records—providing dispute‑ready proof of what was sent in each language.
Requirements
Product Ideas
Innovative concepts that could enhance this product's value proposition.
Dual-Sign Off Shield
Require two approvers for refunds, fee waivers, and address changes. Creates tamper-proof audit trails and permission rules per HOA to satisfy audits.
Bank-Match Magic
Auto-match bank deposits to unit payments using Plaid feeds and memo heuristics. One-click resolve exceptions and export reconciled batches to QuickBooks.
Gentle Glide Plans
Offer installment plans with fixed schedules, autopay, and fee rules. Residents pick a plan by QR; Duesly auto-reminds and posts payments to the right period.
Address Health Radar
Continuously validate emails, phones, and mailing addresses with NCOA/CASS checks. Flag risky units and trigger QR self-update requests after bounces to boost deliverability.
Cycle Dry Run
Simulate the full billing cycle to the board only. Send test invoices, reminders, and mail proofs to catch errors before residents see them.
Violation Escalation Ladder
Template a stepwise notice cadence with photos, fines, and certified-mail proofs. Track acknowledgments and auto-append pay links at each step.
Multilingual Mirror Notices
Auto-generate side-by-side translations on email, SMS, and QR-mail. Residents choose a preferred language; delivery logs track both versions for dispute clarity.
Press Coverage
Imagined press coverage for this groundbreaking product concept.
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