SmartFlow Portal

ADMINISTRATION, WRITE. Use this when staff want to add a new client organization to their workspace. The billing address is optional here but needed before invoicing; admin_update_organization completes it. Invite people afterwards with admin_invite_member. Notifies nobody. Reserved for workspace staff.

admin_create_organization

ADMINISTRATION, WRITE. Use this when staff want to prepare an invoice: a DRAFT that reaches nobody, PDF generated in the background; publishing (admin_publish_invoice) and e-mailing (admin_send_invoice) are separate. Needs the organization's billing address and a complete creditor (VAL_INVOICE_CREDITOR_INCOMPLETE names the settings section). Same lines every period: admin_create_invoice_schedule.

admin_create_invoice

ADMINISTRATION, WRITE. Use this when staff want to create a project for a client organization. Pass `templateKey` to lay down a ready-made plan in the same call; otherwise build it with admin_update_plan. Notifies nobody.

admin_create_project

ADMINISTRATION, WRITE, NOTIFIES THE CLIENT LATER. Use this when staff want to bill a client every month, quarter or year: each issue day the invoice is created, published (client notified) and, with autoSend, e-mailed; issueNow also issues the current period now. VAL_INVOICE_CREDITOR_INCOMPLETE while the creditor is incomplete. Restate amount, frequency and start first.

admin_create_invoice_schedule

ADMINISTRATION, WRITE. Use this when staff want to create, rename or restate phases and the steps (internal milestones) inside them. Matched by exact title, created when missing, so a replay is harmless. Client work is admin_create_client_action. Pass `orgId` if the slug exists in several organizations. Notifies nobody, except that closing a phase posts the usual announcement.

admin_update_plan

ADMINISTRATION, DELETES. Use this when staff want to remove a phase from a project. By default its steps and hand-written actions are deleted with it; generated actions (pay, sign) move to the open phase. Pass `keepCards: true` to move its steps and actions to the Other lane instead. Cannot be undone; confirm first.

admin_delete_phase

ADMINISTRATION, DELETES. Use this when staff confirmed a project must be deleted with all it holds: phases, steps, actions, meetings, requests, announcements, draft invoices, unsigned documents, logged time. Refused while an issued invoice or signed document depends on it (archive with admin_update_project). Cannot be undone; confirm the name first.

admin_delete_project

ADMINISTRATION, DELETES. Use this when staff want to end a recurring contract for good. No further invoice is issued; invoices already issued stay. Pausing (admin_update_invoice_schedule, active false) keeps the contract instead. Ask for confirmation first.

admin_delete_invoice_schedule

ADMINISTRATION. Use this when staff want one of their saved replies removed.

admin_delete_snippet

ADMINISTRATION, DELETES. Use this when staff want to remove a time entry logged by mistake. Cannot be undone; restate the date and minutes first. To correct an entry instead, use admin_log_time with its `entryId`.

admin_delete_time_entry

ADMINISTRATION, DELETES. Use this when staff want an invoice gone for good, at any status: it, its PDF and sends are erased, an open payment link is withdrawn, the books follow. Refused if paid online through Stripe. Cannot be undone; restate the number and ask first.

admin_delete_invoice

ADMINISTRATION, DELETES. Use this when a SmartFlow platform administrator wants to delete website problem reports, inbound leads or outbound prospects, up to 100 at once. Cannot be undone: restate what goes and wait for a yes. Reserved for unrestricted SmartFlow platform administrators.

admin_delete_site_records

ADMINISTRATION, DELETES. Use this when staff want to disconnect Stripe or Resend, or remove a Teams or Slack channel: online payment or client e-mails stop until reconnected in the portal. To stop an app for a while, use admin_pause_integration. Ask the user to confirm first.

admin_disconnect_integration

ADMINISTRATION, SENDS AN E-MAIL. Use this when staff want a published document e-mailed to the client, file attached, now or at `sendAt`. Drafts refused. Uses the workspace's own Resend; refused if none. Restate document, recipients and timing, wait for a yes. Returns sendIds; withdraw a scheduled one with admin_cancel_scheduled_email.

admin_send_document

ADMINISTRATION, SENDS AN E-MAIL. Use this when staff want a published invoice e-mailed to the client, PDF attached, now or at `sendAt`; kind reminder sends the next payment reminder (up to three). Uses the workspace's own Resend; refused if none. Restate number, recipients and timing, wait for a yes: a sent e-mail cannot be recalled.

admin_send_invoice

ADMINISTRATION, WRITE. Use this when staff want to correct a DRAFT invoice: lines, due date, conditions, VAT, VAT mention, discount or notes. Only the fields passed change; the PDF is regenerated. A published invoice is refused: cancel it and create a new one. Notifies nobody.

admin_update_invoice

ADMINISTRATION, WRITE. Use this when staff want to reword an action, set or clear its due date, move it to another phase of the same project, or switch it between client-visible and internal. Only the fields passed change. Notifies nobody, except that an internal action made visible reaches the client as a new one.

admin_update_client_action

ADMINISTRATION, WRITE. Use this when staff want to change a recurring contract (rates, lines, dates, VAT, project, e-mail, reminders) or pause it with active false and resume it with true. Only the fields passed change; issued invoices stay. Resuming restarts automatic publication and e-mails.

admin_update_invoice_schedule

ADMINISTRATION, SENDS AN E-MAIL. Use this when staff want to give someone access to a client organization by e-mail address. Like admin_invite_member: an invitation e-mail goes out, and the person joins once they accept it. Confirm the address first. Reserved for workspace staff.

admin_add_member

ADMINISTRATION, SENDS AN E-MAIL. Use this when staff want to invite someone to a client organization. An invitation e-mail goes to that address and cannot be recalled; confirm the address first. The person joins once they accept it, with or without an account. Reserved for workspace staff.

admin_invite_member

ADMINISTRATION, WRITE, NOTIFIES THE CLIENT. Use this when staff want the invoice of the current period of a contract now instead of waiting for its issue day. It is published as soon as its PDF exists (the client is notified) and e-mailed if autoSend. A period already billed is refused. Restate contract and amount first.

admin_issue_invoice_schedule_now

ADMINISTRATION. Use this when staff want the actions expected from clients: what awaits review, what a client still has to do, or what was settled. Defaults to `submitted`; pass `status`, `orgId` or `projectId` to narrow. Returns at most 100 items plus `hasMore`, with the task ids admin_review_client_action needs.

admin_list_client_actions

ADMINISTRATION. Use this when staff want to know what was already announced to a client organization, newest first, for instance before writing something similar. Filter by `orgId`. Returns at most 100 announcements plus `hasMore`.

admin_list_announcements

ADMINISTRATION. Use this when staff want the changes clients asked for on their organization details (name, address, billing contact). Each item gives the requested and the current values. Returns at most 100 pending requests plus `hasMore`. Settle one with admin_decide_organization_change_request.

admin_list_organization_change_requests

ADMINISTRATION. Use this when staff want the documents of their clients, or of one organization or project, with status and signature state. Metadata only, never file contents. Returns at most 100 documents plus `hasMore`; admin_get_document reads one in full.

admin_list_documents

ADMINISTRATION. Use this when staff want the invoices of their clients, drafts included, with the invoice ids the other tools need. Pass `orgId` to narrow. Returns at most 100 invoices plus `hasMore`. For lines, VAT, PDF readiness and e-mails sent, use admin_get_invoice.

admin_list_invoices

ADMINISTRATION. Use this when staff want their client organizations. Returns at most 100 organizations plus `hasMore`, with org ids and project counts. For one organization's details, use admin_get_organization. Reserved for workspace staff; others get an empty list.

admin_list_organizations

ADMINISTRATION. Use this when staff want to know which apps are connected or paused: Resend for client e-mails (domain, sender), Stripe for online payment, Teams or Slack channels. No secret is returned; connecting is done in the portal.

admin_list_integrations

ADMINISTRATION. Use this when a SmartFlow platform administrator wants the people who wrote in from the public website, with their request and budget range. Filter by `status` to see what still needs a reply. Not outbound prospects (admin_list_prospects). Returns at most 100 leads plus `hasMore`. Reserved for unrestricted SmartFlow platform administrators.

admin_list_leads

ADMINISTRATION. Use this when staff want their saved replies (short texts reused in messages), with their shortcut. Returns at most 100 replies plus `hasMore`.

admin_list_snippets

ADMINISTRATION. Use this when staff want the projects of their client organizations. Returns at most 100 projects plus `hasMore`; pass `orgId` to narrow. For the phases and cards of one project, use get_project_board. A client account gets an empty list.

admin_list_projects

ADMINISTRATION. Use this when staff want their recurring billing contracts: what is billed, to whom, how often, the next issue date and the last period billed. Returns at most 100 contracts plus `hasMore`. For lines, VAT and the invoices already issued, use admin_get_invoice_schedule.

admin_list_invoice_schedules

ADMINISTRATION. Use this when staff want the requests their clients raised, newest first, with priority and state. Filter by `orgId` or `status`. Not the actions expected FROM a client (admin_list_client_actions). Returns at most 100 requests plus `hasMore`.

admin_list_requests

ADMINISTRATION. Use this when staff want the time logged on projects, for instance to total a month before invoicing. Filter by `projectId` or `orgId` and a `fromDate`/`toDate` range (YYYY-MM-DD). Returns at most 100 entries plus `hasMore`, and the total minutes of the returned page.

admin_list_time_entries

ADMINISTRATION. Use this when a SmartFlow platform administrator wants the problems visitors reported from the public website. They belong to no organization. The reporter's e-mail 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 staff want to know who can access a client organization. Returns at most 100 members with their member ids, plus pending invitations with their invitation ids, and `hasMore`. Those ids feed admin_remove_member. Reserved for workspace staff.

admin_list_members

ADMINISTRATION, WRITE. Use this when staff want to record time worked on a project, split across morning, afternoon and evening minutes. Without `entryId` it adds a new entry, so calling twice logs twice; pass `entryId` to correct an existing entry. Notifies nobody.

admin_log_time

ADMINISTRATION, WRITE. Use this when staff marked an invoice paid by mistake: it is due again, its booked payment reversed and the bank movement back to sort. Refused if paid online through Stripe. Notifies nobody. Ask first.

admin_mark_invoice_unpaid

ADMINISTRATION, WRITE. Use this when staff want to move a board card (step, action, meeting, invoice, document, announcement) to another phase, to the Other lane (`toPhaseId: null`), or to another position. An organization-wide invoice or document placed in a phase joins its project. Notifies nobody.

admin_move_card

ADMINISTRATION, WRITE, NOTIFIES THE CLIENT. Use this when staff want to move a client request to in review, in progress, done or declined. The person who raised it is notified when the state actually changes. Take the id from admin_list_requests.

admin_update_request_status