# Seed Huddle Prep — 2026-05-25, 3:30 PM CT

**Ledger** | 52 clients | 45-min budget | open this file at start of huddle

---

## TL;DR before we sit down

| Bucket | Count | Time budget |
|--------|-------|-------------|
| **High confidence** (cleanups + Chairman tier) | 5 | 5 min — rubber-stamp |
| **Default rubber-stamp** (weekly/monthly/none/recurring_only/active=true) | ~26 | 8 min — batch confirm |
| **Specific calls needed** (questions per client) | ~21 | 22 min — discussion |
| **Execution** (apply all writes) | — | 8 min |
| **Buffer / wrap** | — | 2 min |

**Open question to Larry/Forge BEFORE huddle:** there's no PATCH endpoint for `close_cadence`, `sales_tax_schedule`, `service_tier`, or `active`. Only `stage` and `flags` have endpoints. Two paths during execution:

1. **Direct SQL via `_pg.mjs`** — Ledger writes the updates as a single transaction. No audit trail in `stage_history` (those fields aren't tracked there anyway). Works today.
2. **Ask Forge to ship a `PATCH /api/clients/:slug` endpoint** before 3:30. ~30 min of work for Forge.

My recommendation: **Option 1 (direct SQL)**. These are config fields, not state transitions. The huddle is a one-time bulk seed. Adding an endpoint later is fine, but doesn't need to gate the huddle.

---

## 1. High Confidence — Confirm in 60 seconds (5 clients)

### Active cleanups (memory-confirmed)

| id | client | stage | rationale |
|----|--------|-------|-----------|
| 1 | Tri-County Tire LLC | `cleanup` | Per `project_tri_county_tire_cleanup` — co-owned partnership cleanup scope Jan 1 2025 onward |
| 34 | Afton Electric LLC | `cleanup` | Per `project_afton_cleanup_scope` — 2025/2026 cleanup, 23 held UF entries |

**Sub-question:** add `recurring_active` flag to both? (Cleanup runs in parallel with weekly bookkeeping.)

### Chairman tier — multi-entity / Fractional CFO

| id | client | stage | service_tier | rationale |
|----|--------|-------|--------------|-----------|
| 14 | VIP Play INC | weekly | `fractional_cfo` | Chairman group, IES, dimensional reporting |
| 27 | Eagle II dba Loop.tv | weekly | `fractional_cfo` | Chairman group, IES Dim 1=Department, BvA adapter |
| 28 | FuzeBox | weekly | `fractional_cfo` | Chairman group, BvA adapter |

**Sub-question:** `active=true` or `false`? (Chairman-fence means MCP can't write — but dashboard visibility is a separate concern. Default: `active=true`.)

---

## 2. Default Rubber-Stamp Batch (≈26 clients)

For each of these: **stage=weekly, close_cadence=monthly, sales_tax_schedule=none, service_tier=recurring_only, active=true**.

Service-only / professional / non-retail clients where TX sales tax is unlikely to apply. **Question for you:** "Any of these need a different tier or are not service-only?"

| id | client | likely industry / notes |
|----|--------|--------------------------|
| 4 | Commonwealth Books of Virginia | VA, not TX — different sales tax regime; flag if they file VA returns through us |
| 6 | J Reeves Properties | Real estate / holdings |
| 7 | Charles Dolezal Jr Revocable | Trust / holding |
| 13 | TX Functional Medicine | Medical services (exempt) |
| 15 | Spark Advertising LLC | Advertising services (exempt in TX) |
| 16 | Restorative Measures LLC | Therapy / counseling (exempt) |
| 17 | Barfuss & Sons | Unknown — assume professional services |
| 19 | Sage Therapies | Therapy services (exempt) |
| 20 | Highland St. Charles | Real estate / holdings |
| 23 | New Braunfels Gemischter Chor Harmonie | Singing society / non-profit |
| 25 | Heart of Seguin LLC | Unknown — assume services |
| 26 | Lux Estate LLC | Real estate / holdings |
| 31 | Desire To Live Now | Coaching / non-profit |
| 32 | Raja Patel | Sole prop — assume services |
| 33 | M&D Amadiz | Unknown — assume services |
| 37 | Dolezal | Holding/related to id=7 |
| 42 | Stonewell Management | Property management |
| 43 | Middle Gear | Unknown — assume services |
| 44 | Lighthouse Baptist Church | Church (exempt) |
| 46 | iHealthBrokers | Insurance broker (exempt in TX) |
| 50 | Bohemian Cowboy Design Studios LLC | Design services (exempt) |
| 51 | ATS | Unknown — assume services |
| 53 | Agah Medical | Medical services (exempt) |
| 65 | J2 Bookkeeping (Internal) | J2's own books — recurring_only, active=true |

**Total batch: 24 clients.** If you scan the list and say "all good," we apply identical defaults to all of them.

---

## 3. Specific Calls Needed (≈22 clients — discussion queue)

### 3a. Likely SOMETHING for sales tax — confirm filing cadence

These have likely TX sales tax obligations. Need cadence: monthly / quarterly / annual.

| id | client | best guess | question |
|----|--------|-----------|----------|
| 54 | 1092C Spirits LLC | monthly | Distillery? Alcohol = regulated. Monthly TABC + sales tax? |
| 9 | Blue Agave | monthly | Restaurant/bar — typically monthly |
| 38 | Cedar Sweets LLC | quarterly | Bakery/confections retail — likely quarterly |
| 12 | Tons of Bubbles | ? | What kind of business? Car wash? bubble tea? |
| 49 | Doggie Stylz LLC | quarterly | Pet grooming services + retail products |
| 10 | Jim's Video | ? | Video services (exempt) but equipment sales taxable. Quarterly if any retail. |

### 3b. Construction / trades — sales tax cadence varies

Labor on residential = exempt in TX; commercial = taxable. Materials always taxable.

| id | client | best guess | question |
|----|--------|-----------|----------|
| 40 | Acadian Roofing LLC | quarterly | Residential roofing? Commercial mix? |
| 39 | Allen Steel Co | monthly | Steel = materials-heavy; likely monthly |
| 52 | Ascension Electric | quarterly | Electrical contractor |
| 29 | Bulldog Septic | quarterly | Septic = service + materials |
| 8 | CLJ Plumbing | quarterly | Plumbing contractor |
| 48 | Guarri Construction LLC | quarterly | General contractor |
| 47 | Hometown TX Services | quarterly | Unknown trade |
| 30 | Padro Services LLC | quarterly | Unknown — services? trade? |
| 5 | The Grounds Guys | quarterly | Landscaping — residential exempt, commercial taxable |
| 18 | Thomas Garage Door | quarterly | Doors = retail product + install |
| 11 | Triple C Epoxy Flooring | quarterly | Flooring install — residential/commercial mix? |

### 3c. Stage / cadence ambiguity

| id | client | question |
|----|--------|----------|
| 24 | Musick Family Transportation LLC | Transportation services — sales tax in TX? Service type? |
| 21 | Commspex | Telecom? Sales tax obligation? |
| 22 | Synergized Solutions | What does this company do? |
| 3 | JS Global | What does this company do? Import/export, software, etc.? |
| 2 | LJMO | What does this company do? |
| 66 | MEG Holdings - Vet Sales | "Vet Sales" — veterinary product distribution? Retail taxable. |
| 45 | (gap in ID) | (skipped) |

### 3d. Recent IDs that might be onboarding

Clients with IDs ≥ 50 may be recent enough to still be in onboarding. Walk these together:

| id | client | currently in onboarding? |
|----|--------|---------------------------|
| 54 | 1092C Spirits LLC | ? |
| 53 | Agah Medical | ? |
| 52 | Ascension Electric | ? |
| 51 | ATS | ? |
| 50 | Bohemian Cowboy Design Studios LLC | ? |
| 65 | J2 Bookkeeping (Internal) | ? |
| 66 | MEG Holdings - Vet Sales | ? |

### 3e. Anyone paused?

I have no signal on `paused_client` or `paused_internal` from memory. **You name them.** If none, we skip.

### 3f. Anyone in `eom_close` or `eom_review` right now?

We're at day 25 of the month — most should still be in `weekly`. Any closes already underway?

---

## 4. Execution Plan (apply during huddle)

Single transaction. Updates go in the order:

1. **Bulk UPDATE for the rubber-stamp batch** (24 clients with identical defaults)
2. **Individual UPDATEs** for the 22 discussion-queue clients with their decided values
3. **PATCH /api/clients/:slug/stage** for the 2 cleanup clients (Tri-County, Afton) — this one MUST go through the API to log to `stage_history`. Read each client first to get `expected_version`, then PATCH.
4. **POST /api/clients/:slug/flags/recurring_active** for the cleanup clients if you confirm we want that flag.

Template SQL for the bulk batch (will template the others live):

```sql
UPDATE clients
SET service_tier = 'recurring_only',
    close_cadence = 'monthly',
    sales_tax_schedule = 'none',
    active = TRUE
WHERE id IN (4,6,7,13,15,16,17,19,20,23,25,26,31,32,33,37,42,43,44,46,50,51,53,65);
```

Template PATCH for cleanup stage:

```sh
curl -X PATCH http://localhost:3000/api/clients/tri-county-tire-llc/stage \
  -H "Authorization: Bearer $ATLAS_INGEST_TOKEN" \
  -H "Content-Type: application/json" \
  -d '{"to_stage":"cleanup","expected_version":<read_first>,"reason":"seed huddle 2026-05-25"}'
```

---

## 5. After execution — verification

Re-run `GET /api/clients` and produce a one-page summary:
- Counts by stage
- Counts by service_tier
- Counts by sales_tax_schedule
- Any clients still at defaults (should be 0 unless deliberately left there)

Saved to `Team Inbox/Ledger/seed-huddle-2026-05-25-result.md` after the huddle.

---

## Notes for Larry's review (after huddle)

- Surfacing any sales tax obligations I learned about that Jimmie may want to revisit later
- Any client that didn't fit the taxonomy cleanly — fodder for a Phase 2 spec adjustment
- Time spent vs. 45-min budget