Warrior Winch — Technology Support Onboarding Plan

Two roles in one. This hire handles day-to-day systems administration (access management, portals, EDI, e-commerce) and works directly with Amy to implement the Warrior Winch automation plan. The first 3 months are a ramp — by October they should be running both the support workload and the Phase 1 automation rollout independently under Amy's supervision.

Automation plan — what this hire will implement with Amy

Phase 1 — Foundation

Months 1–3 (Oct–Dec)

Shopify ↔ Odoo · Amazon connector · Multi-channel inventory sync · VoIP/IVR · Invoicing automation · Bank feeds · Payroll localization (US & CA) · Serial number tracking · Sales tax automation

Phase 2 — Automation

Months 4–6 (Jan–Mar)

Auto reorder & PO generation · Warranty workflows · B2B dealer portal · EDI middleware · AP/AR automation · AI OCR for vendor invoices · Email sequences · Warranty claim AI triage · Call summary AI · Lead scoring

Phase 3 — Intelligence

Months 7–12 (Apr–Sep)

AI chatbot (product & support) · AI demand forecasting · Natural language Odoo queries · AI marketing copywriting · Revenue dashboard · Cash flow forecasting · Amazon FBA replenishment · Additional EDI retailers · AI anomaly detection

Phase 1

Learn

July 1 – July 31

Shadow, map every system, observe post-close transfers. No independent tasks yet.

Phase 2

Assist

August 1 – August 31

Own day-to-day support tasks. Begin automation Phase 1 prep alongside Amy.

Phase 3

Supervised

September 1 onward

Own all systems admin. Drive automation implementation under Amy's direction.

Phase 1 · July Learn — map every system in the business 10 tasks ▾

📋

Complete the full systems inventory — catalogue every platform, login, and integration

Most critical July deliverable — this becomes the master map for all future automation work

🔌

Shadow Evie on all portal and account transfer activity still in progress post-closing

Domain, hosting, email, cloud storage, retailer portals, freight portals, banking portals

💻

Get full Odoo access and complete platform orientation

Understand the module structure — this is the central hub for the entire automation plan

🛒

Get admin access to Shopify, Amazon Seller Central, and Google/Meta ad accounts

Understand current setup before any connector work begins in Phase 1 of the automation plan

📡

Learn the EDI setup — understand how retailer portals connect to the 3PL and Odoo

Read up on SPS Commerce / Procuros as potential EDI middleware options for Phase 2

🔒

Audit MFA, password management, and all security setup completed at closing

Confirm integrity of all archives — financial data, customer comms, design files, supplier comms

📖

Read and understand the full Warrior Winch Automation Plan end-to-end

All 11 modules: Operations, Sales & eCommerce, Amazon, Phone, Marketing, Warranty, AI, Accounting, HR, EDI — and the 3-phase roadmap

🤖

Study the AI tools module of the automation plan — all 9 use cases

AI chatbot · Demand forecasting · AI support & warranty replies · Warranty triage · Marketing copywriting · Call summary · Natural language Odoo queries · Lead scoring · Invoice OCR — understand what each does, which Odoo module it lives in, and which phase it lands in

🔬

Research Odoo AI App (Enterprise) — ChatGPT, Claude, and Gemini connector options

Understand which Odoo version is required, what IAP credits cost, and which AI use cases are native vs need custom integration

🤝

Meet with Amy to align on automation priorities and agree on the October start plan

Identify which Phase 1 items need vendor evaluation or procurement to begin immediately

Phase 2 · August Assist — own support tasks, begin automation prep 12 tasks ▾

🔒

Day-to-day systems support — Amy reviews all changes before they are applied

👤

Own day-to-day system admin — user access, password resets, account issues

Weekly report to Amy on all changes made and any issues flagged

🌐

Monitor website, Shopify storefront, and Amazon listings — flag issues immediately

Amy approves any changes to live listings or ad campaigns

📡

Run first EDI transmission audit — verify all retailer connections are functioning

Report results to Amy; flag any compliance or ASN issues

🛡

Deliver first monthly systems health report — status of all platforms, risks, recommendations

Amy reviews before any action is taken

🔧

Evaluate Shopify–Odoo connector options and present recommendation to Amy Automation P1

Research available connectors, pricing, and compatibility with current Odoo version

🔧

Evaluate Amazon Connector setup — FBM first, document requirements Automation P1

Assess Odoo Amazon connector vs third-party options; present options to Amy

📞

Evaluate VoIP/IVR options — Axivox vs Twilio — and present recommendation Automation P1

Compare cost, Odoo integration depth, IVR capability, and Canadian number support

💰

Evaluate sales tax automation — TaxJar vs Avalara — and present recommendation Automation P1

Must cover both US nexus states and Canadian provinces; check Odoo connector availability

🤖

Evaluate Odoo AI App setup — configure ChatGPT or Claude connector in test environment AI · Automation P2

Test AI OCR on sample vendor invoices — measure accuracy and present findings to Amy before enabling in production

🧾

Prototype AI warranty triage logic in Odoo Helpdesk test environment AI · Automation P2

Build a draft server action that reads claim text, matches against warranty policy rules, and suggests approved / rejected / needs review — present to Amy before any live use

📋

Prepare Phase 1 automation implementation project plan for Amy's review Automation P1

Sequenced task list, vendor decisions needed, estimated timeline for Oct–Dec rollout

Phase 3 · September onward Supervised execution — support + automation implementation 22 tasks ▾

🔒

All automation decisions and go-live approvals retained by Amy. Tech hire executes under Amy's direction.

👤

Own all system administration — access management, security, account issues across the business

🌐

Own website, Shopify, and Amazon platform management — Amy approves all material changes

📡

Own EDI operations — monthly transmission audits, retailer portal compliance, ASN monitoring

🛡

Deliver monthly systems health report to Amy — all platforms, risks, recommendations

👥

Support Evie on supply chain portals and Bryan on 3PL/EDI issues — escalate to Amy as needed

🔗

Implement Shopify ↔ Odoo connector and test multi-channel inventory sync Automation P1

Amy approves go-live; tech hire manages all configuration and testing

🏪

Implement Amazon Connector (FBM first) and connect to Odoo order flow Automation P1

📞

Set up VoIP system and configure IVR call routing Automation P1

Based on vendor selected in August — Amy signs off on IVR script and routing logic

💰

Configure sales tax automation (TaxJar or Avalara) across Shopify and Odoo Automation P1

🏦

Set up bank feeds in Odoo for all US and Canadian accounts Automation P1

Coordinate with accountant — feeds directly support their reconciliation workflow

🔢

Configure serial number tracking in Odoo for winch inventory Automation P1

Critical prerequisite for warranty automation in Phase 2

📦

Configure order-to-fulfilment workflow in Odoo — all three channels (Shopify, Amazon, B2B) Automation P1

🗺

Prepare Phase 2 automation plan for Amy's review — automation layer on top of stable foundation Automation P2

Covers warranty workflows, EDI middleware, B2B dealer portal, AP/AR automation, AI OCR

🤖

Enable AI OCR for vendor invoices in production — monitor match rate weekly, report to Amy AI · Automation P2

Target: 85–95% auto-match rate; human review queue for unmatched items managed by accountant

🛡

Deploy AI warranty triage in Odoo Helpdesk — Amy approves go-live AI · Automation P2

AI suggests approved / rejected / needs-more-info; human agent always reviews before action is taken

📞

Configure call summary AI — connect VoIP transcription API to Odoo CRM server action AI · Automation P2

After each call, AI summarizes notes and suggests next action; saves reps 3–5 min of admin per call

🎯

Configure AI lead scoring in Odoo CRM — surface high-value industrial leads automatically AI · Automation P2

💬

Build and deploy AI chatbot on Shopify and Odoo portal — product compatibility & support AI · Automation P3

Train on product catalog, compatibility guides, and FAQ; escalates to human agent when unable to resolve — Amy approves knowledge base and escalation logic before go-live

📈

Configure AI demand forecasting — Odoo AI forecasting or approved add-on AI · Automation P3

Analyzes sales history across all 3 channels, seasonality, and lead times to optimize reorder quantities; critical for Amazon FBA replenishment planning

🧠

Enable natural language Odoo queries for the team (Odoo AI Agents, v18+) AI · Automation P3

Staff can ask plain English questions — "What's our Amazon revenue vs Shopify this quarter?" — without building custom reports; Amy tests and approves before team rollout