i Incredible Lee Brothers · Kickoff · run by Alan · asklee.incredible.so

Ask Lee kickoff run sheet

Everything you need to run this without Matt. Goal: leave with system access underway, the documents we need requested, the first build agreed, and the pricing calculator scoped. Tick as you go and jot answers against each.

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Before you walk in

Two minutes of orientation - then confirm, don't re-open.
Discovery is done. This call is about commitment and access, not re-deciding. Confirm the shape fast, then spend the time turning access and documents into owned, dated actions. The failure mode is re-litigating settled calls and leaving data access vague.

Say the shape out loud: the Brain is the foundation; the first slice is the Spec & Final-Selections tool; the pricing calculator runs alongside as the quick win. Get a "yes, that's the plan".

If everyone nods, discovery has held and you can spend the meeting on access + actions.

Know who's who: Paul (hub, sign-off), Cameron (systems & Innergy), Andrew Gibbs (sales & design), Lorena (sales & design), and the two champions Ashley & Sam (senior joiners).

Cameron owns most of the access items. Bring Ashley in early so it stays one system, not "Ask Lee and Ask Ash".

The live guide is at asklee.incredible.so - walk a tab or two if it helps frame the conversation.

1

Access to get - the critical path

Put a name and a date on each. This is where kickoffs succeed or stall.

Innergy - API access

Cameron already has API keys (used for shop capacity, forecasting, sales reporting, time tracking). Confirm they work for us and get the docs / scope.

Cameron

Innergy - "Ask AI", Infinergy & the Micro Vellum engineering sync

Dig into what each can expose - any of them could be a big time-saver on top of the APIs. Innergy may guard these to protect its own add-ons.

Cameron

Xero - API access

We've built on the Xero API before, so this should be low-friction. Confirm the connection for the accounting side.

Cameron

Microsoft 365 / OneDrive / SharePoint - read access

The "yellow folders", SOPs and production forms - the richest seam for the Brain. A shared folder or export is fine to start.

Cameron + IT

Woodman - can it export or expose its data?

Needed for the Woodman → Innergy flow. Even a scheduled export lets us broker the data across.

Cameron

Data-handling OK - happy for us to hold their docs?

A quick confirmation so we can store SOPs, forms and emails to seed the Brain.

Paul / Cameron
2

Spreadsheets & documents to collect

Walk away with these, or get them promised with an owner.

Paul's source doors-and-sashes Excel calculator

The model we rebuild the pricing tool from. A sales calculator was already shared last week - confirm we have the source sheet, chase if not.

Paul

The production-form Excel

Feeds the Spec & Final-Selections tool and the site-measure / detail checklists.

Cameron

SOPs + the "Lee Brothers Way" documents

Core knowledge to ingest - even if they need aligning to Innergy / 2026 standards later.

Cameron

Gibbs' PM SOP - the traffic-light flowchart

A ready-made process the Brain can lean on.

Andrew / Cameron

A dozen or so real advice emails to builders / architects

The golden question-and-answer pairs that make the Brain feel right. "Forward us 10-15 recent 'how do I...' threads."

Cameron / Paul

The wishlist spreadsheet

Already partly captured in the guide - grab the latest version for anything new.

Paul / Cameron

Nice-to-have: Lean docs, H&S, hardware & glazing specs, reference texts

Lower priority - capture as available once the framework is in place.

Cameron

JMF suite - confirm copyright / use before relying on it

Valuable, code-compliant reference, but it carries copyright. Flag as a risk to resolve, don't ingest yet.

Paul
3

What we build first - agree in the room

Two parallel tracks: ship the visible win fast, stand up the foundation underneath.
Track A (fast, visible): the pricing calculator - see section 4. Track B (foundation): the Brain, with the Spec & Final-Selections tool as the first slice on top of it.

Confirm the first slice: the Spec & Final-Selections tool

"Brilliant at one thing": capture selections once at sign-off, then keep them identical across the client specification, the drawings and the production form - a single source of truth. Notes stay on drawings for fabrication detail only, never for selections.

Confirm the Brain's starting corpus + behaviour

Start narrow: default selections plus a couple of how-to guides (stair measure, detailing checklist). When it doesn't know, it guides a safe process or forwards to a human - never guesses - and that answer becomes knowledge. Roll out to the champions first.

Confirm the champions and the "Lee Brothers Way" loop

Ashley & Sam own quality and direct what "the Lee Brothers Way" is; the forward-to-human answers feed back in. Get them bought in, in the room.

Confirm the calculator is a go as the parallel quick win

Now ranked equal with the selections tool. Cameron: the calculator has a workaround, so it isn't the bottleneck the selections piece is - but it's the fast, visible proof.

4

How we build the Pricing Calculator

The first tool. Squarely in Incredible's wheelhouse - something they can touch within days.
What good looks like: fast enough to qualify a job on the spot, so the team can say yes or no while the customer is still keen - and trustworthy enough to use without interrupting Paul.
  1. Get the source Excel (section 2) and map its inputs and outputs - it already returns a price plus gross profit per hour. The logic is sound; the interface is the blocker.
  2. Rebuild it as a clean, guided, responsive web tool - the same maths, a friendlier front end that anyone can drive, not just a career joiner.
  3. Add a base-spec default (e.g. finger-jointed pine for frames) so non-joiners aren't "completely stumped in Woodman" with a blank sheet - give them a sensible starting point to adjust.
  4. Put guardrails + AI prompts at the fields people get wrong (timber sizing, wastage), and flag missed scope - a double-skin for a sink cabinet, or American white oak veneer that needs coating.
  5. Make it portable with push-to-talk - phone or tablet, ask by voice - so a job can be priced and qualified on site. Portable-plus-voice is the adoption unlock.
  6. Ship fast and test with the named users (Lorena and the other one or two non-joiners), then tighten the guardrails from what they get wrong.

Pin down the two or three actual named users, and their devices

Key users are non-joiners pricing jobs (Lorena, and people like Andrew). Devices settled: portable is the gold standard.

Ask Paul to start capturing the "you don't know what you don't know" examples

A million detail-level cases (missed scope, defaults) - each one becomes a guardrail. Paul said he'll start jotting them.

✓

Leave with

The meeting's definition of done.

Every access item owned with a date - Innergy, Xero, OneDrive at minimum

Paul's source Excel + production form + a few advice emails in hand or promised

First build agreed - first slice (Spec & Selections) + calculator

Calculator users named + source Excel confirmed

Champions (Ashley & Sam) bought in; JMF copyright flagged

Next check-in booked