WFDASH-WEBAPP/docs/quote-assistant.md

# AI quote assistant runbook

Design: `docs/superpowers/specs/2026-10-16-ai-quote-assistant-design.md`.

## What it does

On a schedule, the assistant looks at quote lines nobody has priced yet,
shortlists matching items from the POS catalogue (`stock_items`), asks the
AI (the provider set in Settings, AI) to pick the right one, and writes a
**draft** cost, selling price and supplier onto the line. A rep checks the
draft and saves as usual.

The shortlist is **size-aware**. The size is parsed out of the line
(`src/lib/item-size.ts`) and the candidates are ranked by it, so
"BOLT HEX M16X60 GR8.8 ZP" is offered the M16x60 bolt and not the M22x65
that merely shares the words "BOLT 8.8 ZP". The AI then answers **exact**,
**closest** or **none** per line:

- **exact** — the same product and every size attribute the line states
  matches. The price is written.
- **closest** — the nearest item, but something differs. **No price is
  written**; the item and what differs are recorded in `ai_fill.closest`
  and the badge reads "Closest: …".
- **none** — nothing in the catalogue is close enough. No price.

- Filled lines show purple with an agent logo on the quote and Process
  pages. Clicking the logo shows the POS item, price source, reason and
  doubts. A small warning-coloured dot on the logo means the AI noted
  doubts to check.
- Lines it could not match stay unpriced and get a muted "AI: no match"
  badge listing the closest POS items.
- The Quotes board shows "AI x/y" (unreviewed AI fills / total lines).
- The quote and Process pages have a "Let AI fill this quote" button for
  one quote now. MCP tool: `quotes.assistant_fill`. On the Process page,
  lines you have typed in but not saved are left as you typed them.

Only quotes with status **new**, **follow_up** or **claimed** are filled,
never templates. Up to 15 lines are sent per quote per run (one AI call);
the rest follow on the next run.

It never sets `is_processed`, never changes quote status, never sends
email, and never overwrites a line that already has a price, was edited by
a person, or is processed. Prices come only from the POS item. A supplier
already on the line is kept; the POS item's supplier is only written when
the line has none.

## Going live (manual steps, in this order)

1. **Migrate PocketBase.** Run against the live PB:
   `npm run pb:migrate:quote-assistant`
   (adds `quote_items.ai_fill` and the `quote_assistant_*` fields on
   `ai_settings`). If the app is deployed before this, the Quote assistant
   settings don't persist (the switch, interval, confidence and prompt
   come back as defaults after Save), so the assistant stays off.
2. **Deploy** the app. Pushing to main does not auto-deploy; it is a
   manual deploy that takes 5 to 10 minutes.
3. **Activate the n8n clock** (below).
4. **Turn it on** in Settings, AI: the global "AI enabled" switch must be
   on, then switch on "Quote assistant enabled" in the Quote assistant
   section and click Save. Defaults: every 10 minutes, minimum confidence
   Medium, prompt empty (= built-in default).

The tick does nothing until both switches are on, so steps 3 and 4 are
safe in either order.

## n8n workflow: "WFDASH Quote assistant tick"

n8n only acts as a clock. The app decides whether a run is due (AI and the
assistant on, and at least "Run every" minutes since the last run), so the
setting in the app controls the real frequency.

Spec:

| Node | Setting |
|---|---|
| Name | `WFDASH Quote assistant tick` |
| Trigger | Schedule Trigger, every 5 minutes |
| Action | HTTP Request |
| Method / URL | `POST` `https://wfdash.apphub.co.za/api/v1/quotes/assistant/tick` |
| Authentication | Generic Credential Type, Header Auth, **the same credential** the existing quotes `process-pending` workflow uses (an `Authorization: Bearer <AGENT_API_KEY>` header). Do not create a new secret. |
| Body | none |
| Settings tab | Retry On Fail: **off**; Timeout: **120000 ms** (120 s) |
| Status | **inactive** until the app is deployed and migrated |

Click-by-click:

1. n8n, Workflows, Create workflow. Name it `WFDASH Quote assistant tick`.
2. Add node, Schedule Trigger. Trigger Interval: Minutes, Minutes Between
   Triggers: `5`.
3. Add node, HTTP Request, connect it after the trigger.
   - Method: `POST`.
   - URL: `https://wfdash.apphub.co.za/api/v1/quotes/assistant/tick`.
   - Authentication: Generic Credential Type, Generic Auth Type: Header
     Auth. Pick the credential used by the quotes `process-pending`
     workflow (open that workflow and read its HTTP Request node to see
     which one).
   - Options, Add option, Timeout: `120000`.
   - Settings tab on the node: turn **Retry On Fail** off.
4. Save. Leave the workflow **inactive** until steps 1 and 2 above are done.
5. After deploy, click Execute workflow once. Expected response while the
   assistant is off: `{"ran":false,"reason":"disabled"}`. When on and not
   yet due: `{"ran":false,"reason":"not_due"}`. While an earlier run is
   still going: `{"ran":false,"reason":"running"}`. When it ran:
   `{"ran":true,"summary":{...}}`.
6. Toggle the workflow Active.

A 401 means the credential is wrong (it must send the app's
`AGENT_API_KEY` as a Bearer token). A tick that takes long is normal when
there is work. Each run is bounded: at most 20 quotes and 60 lines, newest
first, 15 lines per quote (one AI call per quote). It also stops starting
new quotes once 90 seconds have passed, so a run normally answers inside
the 120 s timeout; leftovers carry to the next run.

Runs never overlap. A run stamps its start time before it does any work and
writes its summary when it ends. While a start is newer than the last
summary and less than 10 minutes old, other ticks answer
`{"ran":false,"reason":"running"}`. If a run dies without writing its
summary, the next tick after those 10 minutes takes over.

## Reading `ai_fill`

`quote_items.ai_fill` (JSON) is the record of what the AI did to a line.
Read it in the PB admin, or through the MCP `quote_items.get`.

| Field | Meaning |
|---|---|
| `status` | `filled` (an **exact** match — the only status that writes a price), `no_match` (no exact match; `closest` may say what the nearest item was), `no_candidates` (nothing in the POS shortlist, no AI call made) or `error` (the shortlist or AI call failed, the AI answer was cut off, or it skipped the line; retried after 1 hour or by the manual button) |
| `stock_item_id`, `stock_item_name`, `stock_item_sku` | The POS item picked. The POS SKU lives here only; it is never copied onto the line's own `sku`. |
| `cost_price`, `selling_price`, `markup`, `supplier_id` | What was written to the line, taken from the POS item |
| `price_from_default_markup` | Selling price came from the default markup because the POS item had a cost but no selling price |
| `confidence` | `high`, `medium` or `low` |
| `reason`, `doubts` | The AI's plain-language reasoning and any mismatches to check (grade, size, pack size, etc.) |
| `candidates` | Closest POS items looked at (for unmatched lines) |
| `closest` | The nearest POS item when the AI could only find a close one — `stock_item_id`, `name`, `sku`, `cost_price`, `selling_price` and `differs`. The line keeps **no** price. |
| `description_snapshot` | The line description when tried. An unmatched line is only retried if the description changes. |
| `model`, `attempted_at` | Which model, when |
| `reviewed_at`, `reviewed_by` | Set when a rep saves the line |
| `accepted_unchanged` | On review: cost and selling price still equal what the AI wrote |
| `supplier_changed` | On review: the saved supplier differs from the POS item's supplier (the rep changed it, or the line already had another supplier) |

A line is **pending review** (purple) while
`ai_fill.status = "filled"`, no `reviewed_at`, and
`pricing_source = "ai_pos"`. The rep's save sets `reviewed_at`; the line
keeps `pricing_source = "ai_pos"` and a grey logo. Every AI write is in the
audit log under the actor "AI quote assistant", or "AI quote assistant (run
by <name>)" for the button (and "(run by MCP)" for the MCP tool). Those
writes are never credited to the person who clicked, even though the click
carries their login.

Clone and Save as template copy an unreviewed AI line without its cost,
selling price, markup or supplier, so the copy can't carry an unchecked
price.

The last run is shown in Settings, AI, Quote assistant, and stored in
`ai_settings.quote_assistant_last_run_summary` (quotes seen, lines filled,
no match, skipped, errors).

## Judging accuracy

Among reviewed AI fills (`ai_fill.status = "filled"` and `reviewed_at`
set), the share with `accepted_unchanged = true` is the headline number:
how often a rep saved the AI's price as it was. Also watch
`supplier_changed` (supplier was wrong even when the price was right).

To tally: fetch `quote_items` where `pricing_source = "ai_pos"` (for
example with `quote_items.list` or a short script), keep the ones whose
`ai_fill.reviewed_at` is set, and compare `accepted_unchanged` true versus
false.

Rough guide: the default minimum confidence is Medium. If reps often
change AI prices, raise it to High (only the AI's surest matches are
written) or edit the prompt (Settings, AI, Quote assistant prompt; "Reset
to default" restores the built-in one). If most reviewed fills are
unchanged at High, Medium is worth trying again.

## Stopping it

Switch off "Quote assistant enabled" in Settings, AI and Save, or
deactivate the n8n workflow. Existing purple lines stay until reviewed.