SmartFlow Portal

ADMINISTRATION — WRITE. Use this when a SmartFlow platform administrator wants to reword an action expected from a client, give it a due date, or move it under another phase of the same project. Only the fields you pass are changed. Editing does not notify the client; deciding on it does, through admin_review_client_action. Reserved for SmartFlow platform administrators.

admin_update_client_action

ADMINISTRATION. Use this when a SmartFlow platform administrator wants the actions expected from clients: what awaits a decision, what a client still has to do, or what was already settled. Defaults to `submitted`, the actions waiting for review; pass `status` for another state, and `orgId` or `projectId` to narrow. Returns at most 100 items plus `hasMore`, with the task ids admin_review_client_action needs. Reserved for SmartFlow platform administrators.

admin_list_client_actions

ADMINISTRATION. Use this when a SmartFlow platform administrator wants to know what has already been announced to a client organization, for instance before writing something similar. Filter by `orgId`. Reading only: writing or publishing an announcement is done in the portal, where its wording is seen before it goes out. Returns at most 100 announcements plus `hasMore`. Reserved for SmartFlow platform administrators.

admin_list_announcements

ADMINISTRATION. Use this when a SmartFlow platform administrator wants the documents of a client organization or project, with their status and where they stand in the signature flow. Returns metadata only: file contents are never returned, and uploading or signing a document is done in the portal. Returns at most 100 documents plus `hasMore`. Reserved for SmartFlow platform administrators.

admin_list_documents

ADMINISTRATION. Use this when a SmartFlow platform administrator wants the list of client organizations. Returns at most 100 organizations plus `hasMore`, with their org ids and project counts. For one organization's billing details, use admin_get_organization. Reserved for SmartFlow platform administrators; any other account receives an empty list.

admin_list_organizations

ADMINISTRATION. Use this when a SmartFlow platform administrator wants the prospects who wrote in from the public website, with what they asked for and the budget range they gave. Filter by `status` to see what still needs a first reply. These people are not customers of any organization, so an administrator restricted to one organization sees none. Returns at most 100 prospects plus `hasMore`.

admin_list_leads

ADMINISTRATION. Use this when a SmartFlow platform administrator wants invoices across every client, drafts included. Returns at most 100 invoices plus `hasMore`, with the invoice ids the other invoice tools need. Pass `orgId` to narrow the result. For line items and PDF readiness, use admin_get_invoice. Reserved for SmartFlow platform administrators; any other account receives an empty list.

admin_list_invoices

ADMINISTRATION. Use this when a SmartFlow platform administrator wants the problems visitors reported from the public website. These come from visitors rather than client organizations, so they carry no organization. The reporter's e-mail address is never returned, only whether one was left. Returns at most 100 reports plus `hasMore`. Reserved for unrestricted SmartFlow platform administrators.

admin_list_issues

ADMINISTRATION. Use this when a SmartFlow platform administrator wants projects across every client organization. Returns at most 100 projects plus `hasMore`; pass `orgId` from admin_list_organizations to narrow the result. For the phases and milestones of one project, use get_project_plan. Reserved for SmartFlow platform administrators; any other account receives an empty list.

admin_list_projects

ADMINISTRATION. Use this when a SmartFlow platform administrator wants the recurring billing contracts: what is billed every month, to whom, on which day, and which period was last generated. Reading only: creating or editing a recurring contract is done in the portal, because it bills repeatedly without anyone looking. Returns at most 100 contracts plus `hasMore`. Reserved for SmartFlow platform administrators.

admin_list_invoice_schedules

ADMINISTRATION. Use this when a SmartFlow platform administrator wants the requests clients have raised from the portal, with their priority and current state. Filter by `orgId` or `status`. Distinct from admin_list_client_actions, which is what SmartFlow expects FROM a client rather than what a client asks of SmartFlow. Returns at most 100 requests plus `hasMore`. Reserved for SmartFlow platform administrators.

admin_list_requests

ADMINISTRATION. Use this when a SmartFlow platform administrator wants the time logged on projects, for instance to total a month before invoicing. Filter by `projectId` or `orgId`, and by an ISO date range (`fromDate` and `toDate`, both `YYYY-MM-DD`). Returns at most 100 entries plus `hasMore` and the total minutes of the returned page. Reserved for SmartFlow platform administrators.

admin_list_time_entries

ADMINISTRATION. Use this when a SmartFlow platform administrator wants to know who has access to a client organization. Returns at most 100 members with their roles and member ids, plus the invitations still pending, and `hasMore`. The member ids are what admin_update_member_role expects. Reserved for SmartFlow platform administrators.

admin_list_members

ADMINISTRATION — WRITE. Use this when a SmartFlow platform administrator wants to record hours worked on a project. `workDate` is `YYYY-MM-DD`. Minutes are split across morning, afternoon and evening; pass only what applies. Omitting `entryId` records a new entry, so calling twice logs the time twice; pass the `entryId` from admin_list_time_entries to correct an existing one instead. Notifies nobody. Reserved for SmartFlow platform administrators.

admin_log_time

ADMINISTRATION — WRITE THAT NOTIFIES THE CLIENT. Use this when a SmartFlow platform administrator wants to move a request a client raised to another state: taken up, in progress, done or declined. The person who raised it is notified when the state actually changes. Use admin_list_requests first to get the request id. Reserved for SmartFlow platform administrators.

admin_update_request_status

ADMINISTRATION — WRITE. Use this when a SmartFlow platform administrator wants to track where an inbound prospect stands: contacted, converted or lost. Notifies nobody and sends no e-mail; reaching out to the prospect happens outside the portal. Use admin_list_leads first to get the prospect id. Reserved for unrestricted SmartFlow platform administrators.

admin_update_lead_status

ADMINISTRATION — WRITE THAT LEAVES THE PORTAL. Use this when a SmartFlow platform administrator has confirmed that a draft invoice must be sent. Publishing makes the invoice visible to the client organization and notifies its members. It cannot be undone: a published invoice can be cancelled, it never returns to draft. Ask the user to confirm the invoice number, organization and amount before calling. Fails while the PDF is still generating; admin_get_invoice reports that as `pdfReady`. Reserved for SmartFlow platform administrators.

admin_publish_invoice

ADMINISTRATION. Use this when a SmartFlow platform administrator needs the details of one client organization: billing address, contact, archived state and project count. `billingComplete` is false when no invoice can be issued yet for that organization, which is worth checking before admin_create_invoice. Reserved for SmartFlow platform administrators.

admin_get_organization

ADMINISTRATION. Use this when a SmartFlow platform administrator needs one invoice in full: line items, amounts, dates, payment terms and whether its PDF has finished generating. `pdfReady` is false while the PDF is still being produced, and publishing before that fails. Reserved for SmartFlow platform administrators.

admin_get_invoice

ADMINISTRATION. Use this when a SmartFlow platform administrator wants the bookkeeping totals: revenue, expenses, deductible share and net result. All amounts are in centimes, not francs. Covers SmartFlow's own books, not one client's invoices. Tax, VAT and forecast figures are deliberately not exposed here: they only mean something next to the assumptions the portal shows with them. Reserved for unrestricted SmartFlow platform administrators.

admin_get_finance_summary

ADMINISTRATION — WRITE. Use this when a SmartFlow platform administrator has seen the money arrive and wants to mark an invoice as paid. The invoice must be published; a draft or cancelled one is refused. Records the payment date. Notifies nobody: the client already knows they paid. Reserved for SmartFlow platform administrators.

admin_confirm_invoice_payment

ADMINISTRATION — WRITE. Use this when a SmartFlow platform administrator wants to rename a client organization or complete its billing details, which is what an invoice needs. Only the fields you pass are changed. Returns `billingComplete`, false while an invoice still cannot be issued. Notifies nobody. Reserved for SmartFlow platform administrators.

admin_update_organization

ADMINISTRATION — WRITE. Use this when a SmartFlow platform administrator wants to rename a project, change its description, or move it between active, paused, done and archived. Only the fields you pass are changed. Changing the plan inside the project is admin_update_plan instead. Notifies nobody. Reserved for SmartFlow platform administrators.

admin_update_project

ADMINISTRATION — WRITE. Use this when a SmartFlow platform administrator wants to change the order in which a project's phases appear. Pass every phase id of the project, in the order wanted; get_project_plan returns them. A phase belonging to another project is refused. Renaming or restating a phase is admin_update_plan instead. Sends nothing to the client. Reserved for SmartFlow platform administrators.

admin_reorder_phases

ADMINISTRATION — WRITE THAT NOTIFIES THE CLIENT. Use this when a SmartFlow platform administrator wants to record something expected FROM THE CLIENT — what get_project_plan returns as `clientActions` and admin_list_client_actions watches. The client sees a badge and receives a notification. Distinct from the `steps` of admin_update_plan, which are internal milestones. Pass a `phaseId` returned by get_project_plan to attach the action to a specific phase. Reserved for SmartFlow platform administrators.

admin_create_client_action

ADMINISTRATION — WRITE. Use this when a SmartFlow platform administrator wants to triage a problem reported from the public website. Notifies nobody: these reports come from visitors, and no reply is sent from here. Use admin_list_issues first to get the report id. Reserved for unrestricted SmartFlow platform administrators.

admin_update_issue_status

Use this when a client organization owner or admin wants the invoices issued to them. Returns at most 100 non-draft invoices plus `hasMore`, including invoice ids. A regular organization member receives an empty list. Drafts are never returned on this path.

list_my_invoices

Use this when the user wants the SmartFlow projects their own organization owns. Returns at most 100 projects plus `hasMore`; filter by `status` for a narrower list. Never returns projects from another organization. Platform administrators should use admin_list_projects instead.

list_my_projects

Use this when the user wants the ordered plan of one SmartFlow project. Returns the project id, its phases with their ids, the internal milestones inside each phase, and separately the actions still expected from the client. Use the returned phase ids when creating or moving a client action. A client only sees projects of their own organization; a platform administrator sees any project.

get_project_plan