Run Every System.
| Widget | What It Shows | What to Do With It |
|---|---|---|
| Outstanding | Total unpaid invoices | If non-zero — check Ledger and follow up today |
| Paid This Month | Revenue collected MTD | Track against your monthly target |
| Pipeline Value | Total open deal values in Forge | If low — you need to add more leads |
| Active Projects | Open projects in Works | More than 5 active? Check capacity |
| System Status | Module health indicators | Any red — investigate in GuardWatch |
Create Client Record First
Before a deal goes in Forge, the client exists here. Always create the client record first, then link deals, invoices, and projects to them.
Fill All Contact Fields
Legal name, organization, email, phone, address. For churches — add the pastor's name as contact and church as organization.
Set Client Type
Church | Business | Nonprofit | Individual. This affects how proposals and invoices are formatted.
Add Notes
How did you meet them? Who referred them? What's their backstory? This context lives here forever.
| Type | Name Format | Example |
|---|---|---|
| Church | [Church Name] — [Pastor Last Name] | Cornerstone Baptist — Davis |
| Business | [Business Name] — [Owner Last Name] | Fresh Wind AC — Thompson |
| Nonprofit | [Org Name] — [Director Last Name] | Grace Community Outreach — Williams |
| Stage | Meaning | Your Action | Max Days Here |
|---|---|---|---|
| Lead | Interest identified or shown | Add same day as first contact | 3 days |
| Contacted | Real conversation happened | Log notes immediately | 7 days |
| Proposal | Pricing sent or discussed | Attach quote from Quote Builder | 7 days |
| Negotiation | Interested, not signed | Follow-up date set — always | 14 days |
| Closed | Won or Lost | Move to Works if Won | Same day |
Create Client in Clients module first
Never add a deal for someone who doesn't exist as a Client record. Keep your data clean.
New Deal → Link Client
Pull the client from your database. Set deal name: [Service] — [Church/Biz Name]
Set Value + Stage
Monthly value for subscriptions, one-time value for projects. Start at Lead unless they're already further along.
Add Contact Notes
What did they say? What's their pain? What product fits them? These notes are your pre-call brief.
Set Follow-Up Date
Mandatory. No deal leaves without a follow-up date. This is the #1 rule in Forge.
Build Quote (if at Proposal stage)
Use Quote Builder inside Forge. Select service tier. Attach to deal. Never send pricing without logging it here.
| Plan | Monthly | Annual | Target | Status |
|---|---|---|---|---|
| Founding | $150 | $1,800 | First 10 churches | Limited |
| Seed | $200 | $2,400 | Small churches | Active |
| Growth | $350 | $4,200 | Mid-size churches | Active |
| Harvest | $500 | $6,000 | Large churches | Active |
| Kingdom Custom | Custom | Custom | Denominations | Quote |
8AM — Morning Review (5 min)
Filter by follow-up date. Who's due today? Read their notes. Make your call list before you do anything else.
After Every Contact (2 min)
Update notes. Move stage. Reset follow-up. If they said yes — go to Ledger immediately.
Evening Audit (3 min)
Any Negotiation deals over 14 days? Escalate or close lost. Any missing follow-up dates? Fix now.
New Invoice → Select Client
Pull from Clients module. Never retype contact info.
Add Line Items
Kingdom Keeper — Founding Plan | $150.00 or Website Design — 5-Page SPA | $1,200.00
Set One-Time or Recurring
Kingdom Keeper = always recurring monthly. Web projects = one-time. IT retainers = recurring monthly.
Generate & Send Stripe Link
Copy the payment URL. Text it directly: "Here's your secure payment link — 2 minutes to set up."
| Status | Meaning | Your Move |
|---|---|---|
| Draft | Not sent yet | Review and send |
| Sent | Link sent, awaiting payment | Follow up at 48 hours |
| Pending | Client opened but didn't pay | Call them — they're interested but stuck |
| Paid | Stripe confirmed | Update Forge to Closed Won |
| Overdue | Past due, unpaid | Call same day — friendly but firm |
Dashboard Tab
Revenue vs Expenses chart (12 months). Read this monthly to spot trends. If expenses are climbing while revenue is flat — something needs to change.
Expenses Tab
Log every business expense here. Categorize as: Software, Marketing, Services, Equipment, or Other. This data feeds your tax reserve calculation.
Bank Sync Tab
Connect your Novo account to pull transactions automatically. Once connected — transactions appear here and you can match them to invoices and expenses.
Tax Center Tab
Your quarterly tax estimate lives here. The system calculates based on your net profit. Use this number to set aside money in Novo every month.
| Project Type | Milestones | Timeline |
|---|---|---|
| KK Onboarding | Setup → Import → Train → Go Live | 7–14 days |
| Website (5-page) | Discovery → Design → Build → Review → Launch | 14–21 days |
| Website (6-page) | Discovery → Design → Build → Review → Revisions → Launch | 21–30 days |
| IT Support Retainer | Onboarding → Monthly Check-in (recurring) | Ongoing |
| Custom App Dev | Discovery → Architecture → Build → QA → Deploy | 30–90 days |
Green Project
All milestones on track, tasks updated daily, client communication is current. This is your standard.
Yellow Project
One milestone slipping or a task overdue. Update the date, note the reason, communicate to client proactively — before they ask.
Red Project
Multiple milestones off track or client has gone silent. Escalate immediately. Schedule a call. Don't let red projects linger.
Build from Forge Deal
When a deal reaches Proposal stage → click "Create Proposal" from inside the deal card. This pre-fills client info.
Select Service + Tiers
Add your service tiers (Seed/Growth/Harvest for Kingdom Keeper, or custom tiers for web/IT). Show 3 options — clients always pick the middle.
Add Deliverables & Timeline
Be specific. "5-page website with mobile-responsive design, delivered in 21 days" is better than "website."
Send for E-Signature
Client signs digitally. Proposal status updates to Signed. Move Forge deal to Negotiation/Closed Won accordingly.
Convert to Invoice
Signed proposal → one click to create the invoice in Ledger. No double-entry.
| Work Type | Track It? | Why |
|---|---|---|
| Hourly IT support | Yes | This directly generates billable hours for invoicing |
| Project work (fixed price) | Yes | Know if you're over/under-scoping future projects |
| Sales calls/demos | Yes | Understand your true cost of acquiring a client |
| Admin work | Optional | Useful for understanding overhead hours |
| Kingdom HQ development | Yes | Track internal R&D investment |
Start Timer or Manual Entry
For active work — use the timer. For past work — manual entry. Always link to a Client and Project.
Add Description
What did you do? "Website build — header section and navigation" is useful. "Work" is not.
Mark Billable or Non-Billable
IT support hours = billable. Internal admin = non-billable. This affects whether hours appear on invoices.
Generate Invoice from Time
For hourly clients — go to Ledger → New Invoice → Import from Time Tracking. Hours become line items automatically.
| Metric | What It Tells You | Healthy Target |
|---|---|---|
| MRR (Monthly Recurring Revenue) | Predictable monthly income from subscriptions | Growing month over month |
| Pipeline Value | Total value of all open deals | 3x your monthly revenue goal |
| Close Rate | % of proposals that convert to clients | 30%+ for warm leads |
| Average Deal Size | Average revenue per new client | Trending up over time |
| Churn Rate | % of clients who cancel per month | Under 5% monthly |
First Monday of the Month — 20 Minutes
Pull Analytics. Review MRR, pipeline, close rate. Compare to last month. What went up? What went down? Why?
Identify the Bottleneck
Low leads? Fix outreach. Low close rate? Fix your demo. High churn? Fix your product or support. Analytics tells you where to focus.
Set One Goal for the Month
Don't try to fix everything. Pick one metric to improve this month. Write it down. Check it in Analytics next month.
| Store In Vault ✅ | Never Store ❌ |
|---|---|
| Client hosting & Netlify logins | Your personal bank passwords |
| Client domain registrar access | Kingdom HQ login (separate secure storage) |
| Church WordPress admin credentials | Stripe secret keys (use Stripe dashboard) |
| Client email panel / DNS access | Client SSNs, credit cards, or financial data |
| API keys for client integrations | Personal social media passwords |
Fresh Wind AC — Netlify Admin
Correct: Client name, dash, platform name. Clear, searchable, consistent.
Cornerstone Baptist — WordPress Admin
Correct: Easy to find when you search the church name.
FW netlify login
Wrong: Abbreviated, inconsistent, hard to find 6 months from now.
New Credential → Use Naming Convention
[Client] — [Service] exactly.
Fill URL, Username, Password
Complete URL (not just "netlify.com" — use the actual dashboard URL). Full email. Full password.
Notes Field — Add Recovery Email
What email was used to create this account? Add it in notes so you can recover access if the password fails.
Tag to Client
Always tag. When you offboard a client you can pull all their credentials instantly.
Check GuardPulse Weekly
Every Monday morning — confirm all three properties are green. If any is yellow/red, investigate before client calls.
Set Up Alerts
Configure email/SMS alerts for downtime. You should never be the last to know a client's system is down.
Internal Tasks vs Client Tasks
Kingdom Guard business tasks go in GuardOps. Client project tasks go in Kingdom Works. Keep these separate.
Weekly Internal Review
What does Kingdom Guard need to do to grow this week? Sales outreach, marketing, system improvements — all tracked here.
Research Before Every Call
Before calling a new prospect — run them through GuardScout. Know their size, their current tech, their needs before you dial.
Subscriber Status Dashboard
See every Kingdom Keeper church: Active, Past Due, Suspended, or Cancelled. This is your subscriber health board.
Payment Failure Flow
Stripe fails → GuardGate flags subscriber → Automated grace period (3 days) → Auto-suspension if not resolved → You get notified to follow up.
Manual Override
You can manually suspend, reinstate, or extend grace periods from GuardGate. Use this for known situations (church said they're transferring banks, etc.)
Check Monthly SLA Report
Review uptime % monthly. Client-facing properties (Kingdom Keeper) should maintain 99%+ uptime. If below — investigate with Vercel/Railway logs.
Follow-Up Script Generator
Use this when a deal has gone quiet or you need to re-engage a pastor after a demo.
Objection Handler
Use this when a pastor raises a specific objection about price, timing, or technology.
Demo Customizer
Use this the night before a major church demo.
Client Agreement Generator
Onboarding Email Sequence
Vercel Dashboard — vercel.com/dashboard
Every deployment of Kingdom HQ goes through Vercel. When you push code to GitHub (kscott-dot/kingdom-hq), Vercel auto-deploys in 1-2 minutes.
Checking Deployment Status
Vercel → kingdom-hq project → See green ✓ (deployed) or red ✗ (failed). Failed deploys mean your latest code change broke something.
Rolling Back a Bad Deploy
Vercel → Deployments → Find the last good deploy → Click "..." → "Promote to Production." Kingdom HQ reverts in 30 seconds.
Managing Environment Variables
Vercel → Settings → Environment Variables. Your DATABASE_URL, NEXTAUTH_SECRET, STRIPE_SECRET_KEY, and ANTHROPIC_API_KEY all live here. Never commit these to GitHub.
Viewing Server Logs
Vercel → kingdom-hq → Functions tab → See real-time logs for any server errors. This is your first stop when something breaks in HQ.
Supabase Dashboard — supabase.com/dashboard
Your database management interface. You can view tables, run SQL queries, check storage, and monitor database performance.
Checking Database Health
Supabase → Reports → Monitor query performance, connection count, and database size. If response times are slow — check for unindexed queries.
Running a Manual Backup
Supabase → Settings → Database → Download backup. Do this before any major code change that touches the database schema. Monthly at minimum.
Finding and Fixing Bad Data
Supabase → Table Editor → Find the affected table → Edit records directly. Example: client email was entered wrong — find it and fix it here.
Monitoring Storage Usage
Supabase free tier includes 500MB. Supabase → Settings → Billing → Check usage. When approaching limit, archive old records or upgrade plan.
GitHub — github.com/kscott-dot
All your code lives here. Kingdom HQ auto-deploys to Vercel on every push to main. Always test on a branch before merging to main in production.
The Safe Deployment Process
Create branch → make changes → test locally → push branch → create PR → review → merge to main → Vercel auto-deploys → verify in production.
When Production Breaks
1. Check Vercel logs for the error. 2. Identify the last commit that worked. 3. Either revert in Vercel or push a fix commit. 4. Never leave production broken for more than 15 minutes.
Keeping Repos Private
Confirm both repos are Private in GitHub → Settings → General. Your business logic, API keys patterns, and client architecture should never be public.
Stripe Dashboard — dashboard.stripe.com
All Kingdom Guard payments flow through Stripe. Kingdom Keeper subscriptions, web project invoices, IT retainer payments — all here.
Managing Kingdom Keeper Subscriptions
Stripe → Subscriptions → Find church → You can pause, cancel, update amount, or change billing date. Always log what you change and why.
Handling Failed Payments
Stripe → Payments → Failed → Contact client. Stripe auto-retries 3 times over 7 days. After that — GuardGate suspends access. Your job: call before suspension happens.
Issuing a Refund
Stripe → Payments → Find payment → Refund. Only do this after investigating — Stripe refunds are immediate and permanent.
Checking Webhook Health
Stripe → Developers → Webhooks → Your Kingdom HQ endpoint should show recent successful deliveries. If failing — check Vercel logs for the webhook handler.
Railway — railway.app
Kingdom Keeper's production environment. Check logs, manage environment variables, and monitor resource usage.
Namecheap — namecheap.com/domains
All Kingdom Guard domains are registered on Namecheap. kingdomguard.pro is your primary domain.
Pastor Davis at Cornerstone Baptist says yes to Kingdom Keeper founding rate
You just got off the phone. He said "I'm in — let's do it." He's your first paying church. Don't celebrate yet. Do the work first, then celebrate.
A church's Kingdom Keeper payment fails. GuardGate sends you an alert.
Mount Zion Fellowship (Growth plan, $350/mo) has a failed payment. Stripe tried 3 times over 7 days. GuardGate is flagging them for suspension in 24 hours.
Fresh Wind AC wants a new 6-page website. You have Mojo Mechanical's template.
You've done similar work before. Mojo Mechanical's 5-page site uses the same navy/industrial aesthetic Fresh Wind wants. Scope it, build it, bill it.
Monday morning. You have 4 deals in Negotiation with overdue follow-up dates.
It's 8AM. You open Forge. Four deals are past their follow-up date — two churches, one business, one nonprofit. Work your pipeline.
Your founding church customer refers you to 3 pastors in their fellowship.
Pastor Davis texts you: "Hey Kelvin, I told three of my colleagues about Kingdom Keeper. They want to talk. Here are their numbers." This is the multiplier moment.
A church pastor texts: "Kingdom Keeper is down. Our Sunday service is in 2 hours."
It's 8AM Sunday. Cornerstone Baptist can't access Kingdom Keeper. This is a code-red situation.
First Monday of the month. Time for your financial review.
You have 5 Kingdom Keeper churches and 2 web project invoices outstanding. Run your complete monthly financial review.
A church decides to cancel Kingdom Keeper. How do you handle it cleanly.
Victory Life Church (Growth plan) says they're going a different direction. It stings. Do it professionally.
You just hit 10 Kingdom Keeper churches. Time to review your systems.
You've hit your founding customer milestone. Now you need to make sure the system can handle growth. Run a full system audit.
You've built GuardGate and you're ready to push it to production.
The code is written and tested locally. Time to deploy a new Kingdom HQ module to production without breaking anything.
git checkout -b feature/guardgate| Task | Module | Path |
|---|---|---|
| Add new prospect | Clients → Forge | Clients → New Client → Forge → New Deal → Link client |
| Send payment link | Ledger | Ledger → New Invoice → Generate Stripe Link → Text/Email |
| Check who paid | Ledger | Ledger → Filter: Paid → Sort by date |
| Follow up on deals | Forge | Forge → Sort by Follow-Up Date → Oldest first |
| Create project | Works | Works → New Project → Link Forge deal → Add milestones |
| Log work time | Time | Time Tracking → New Entry → Link project → Mark billable |
| Build proposal | Proposals | Proposals → New → Link deal → Add 3 tiers → Send |
| Store credentials | Vault | Vault → New → [Client] — [Service] format → Tag client |
| Check system health | GuardPulse | GuardPulse → All systems green → Verify weekly |
| Check subscriber status | GuardGate | GuardGate → Dashboard → Filter by status |
| View finances | Ledger Pro | hq.kingdomguard.pro/ledger/pro → Dashboard tab |
| Tax reserve check | Ledger Pro | /ledger/pro → Tax Center tab |
| Item | Format | Example |
|---|---|---|
| Client (Church) | [Church Name] — [Pastor Last] | Cornerstone Baptist — Davis |
| Client (Business) | [Business] — [Owner Last] | Fresh Wind AC — Thompson |
| Forge Deal | [Service] — [Org Name] | Kingdom Keeper — Cornerstone Baptist |
| Ledger Invoice | [Service] — [Plan/Type] | Kingdom Keeper — Founding Church Plan |
| Works Project | [Org] — [Project Type] | Fresh Wind AC — Website Design |
| Vault Credential | [Org] — [Service] | Fresh Wind AC — Netlify Admin |
| GitHub Branch | feature/[module-name] | feature/guardgate |
| DB Backup File | KH_Backup_[Month]_[Year] | KH_Backup_April_2026 |
| System | URL | What For |
|---|---|---|
| Kingdom HQ | hq.kingdomguard.pro | Everything |
| Kingdom Keeper | keeper.kingdomguard.pro | Client-facing SaaS |
| Ledger Pro | hq.kingdomguard.pro/ledger/pro | Internal financials |
| Vercel | vercel.com/dashboard | HQ hosting & deploys |
| Supabase | supabase.com/dashboard | Database management |
| Railway | railway.app | Kingdom Keeper hosting |
| GitHub | github.com/kscott-dot | Code repos |
| Stripe | dashboard.stripe.com | Payments & subscriptions |
| Novo | novo.co/app | Business banking |
| Namecheap | namecheap.com/domains | DNS management |
Every Day (15 min)
Dashboard scan → Forge follow-ups → Works tasks due → Ledger overdue invoices → Log time after every client engagement.
Every Week (30 min)
Monday: Check GuardPulse + GuardWatch. Review pipeline health in Analytics. GuardOps internal task review.
Every Month (60 min)
First Monday: Full financial review in Ledger Pro. Tax reserve transfer. Analytics MRR review. Supabase backup. Stripe webhook check. Namecheap auto-renewal confirmed.