Working on tightening up the logic on the employee/user quick search. Started to record the employee/user prompts and keywords into the bigger prompts help file. Finished up the help files (for now). Had to combine four help files to fit it all in. Sewing... but no needle and thread... digital weaving and sewing.

Working on prompts and documentation for employee/users. Another long session. Click here to see some of the prompts, keywords, and options.

Bryan jumped in and he, Steve, and Alan, were talking a bit. They were talking about AI quick search stuff and then some sales. Steve and Alan had to take off. Just Bryan and I were then working on stuff. We made some plans, and Bryan is going to help me try to finish up some of the AI quick search prompts and such. Small work session. Making some plans to divide and conquer.

Meeting with Alan and Steve. We were talking about some new accounts and also helping with the accounting for these accounts (offering other services). The goal is to help fill in the gaps on the accounting side of things. Let them do what they can and then we fill in the gaps. Steve was reporting that a client was saying that they were happy to find us. They didn't know that we existed. Small talks about QuickBooks and how many people use them.

The main meeting was between Alan and Steve. I was there, recording notes, chiming in, and doing a little bit of driving (clicking on pages and reports). Here are some of my notes... Instead of being sequential, they are broken down into things that Alan said and things that Steve said. Good meeting.

Notes from Alan:

- Shifting our mindset a little bit

- What is working and what is not working

- Skating to where the puck is going to be vs where the puck is at right now

- Being proactive in our approach

- Running to the fire vs doing what is needed in the long term

- Say a budget of 30 hours - 15 hours working on big projects or using that time to do some prospecting, 5 hours communication stuff (emails, texts, recording time), 5 hours bug fixes, other 5-10 hours maybe using AI to help clean-up the system or refactoring older code

- Maybe some new dashboards

- AI is amazing when it works

- Using AI to help us modernize our interface

- Talking about time - not too rigid on timelines - we want to finish things... - everything takes time - we never tend to get to things

- Taking about proactive maintenance

- He (Alan) sometimes struggles with communication

- It is easier to just knock out projects at times, then talk to people and/or get distracted by different things

- Code fits into multiple areas - paid, fun, wow factors, etc.

- Taking time to work on their own projects (one of his wishes and/or dreams) - basically either continuing education and/or fun projects (what can we do to make it better) - fixing things that bug us (as devs) - making things easier for others

- Alan's been working on some refunds (card pointe and clover - merchant processing stuff)

- Talking about dreams and what would that look like

- Stuck in between what we want and what we have

- Fearing the slowly sinking into nothingness (an analogy about adilas - like a ship)

- Running in circles

- Chasing a ghost (phantom look and feel)

- Alan asking about the goal with the investors

- Talking about the size of the client that we are chasing... how big of a fish are we looking for? - we may be trying to get too big - who are we? can we handle that size of a fish? - what is our goal and how will we get there?

- Alan had some questions on pricing and what does our ideal client look like? how do we find that person/company?

- other sales related questions - how do you judge a company, size, needs, etc.? - what about customizing things? good or bad? - we don't have a big huge team - we have been burned with merchant processing and other 3rd party solutions

- Talking about adilas and where we are at financially

Notes from Steve - once again, not sequential, but just things that I wrote down that he was talking about.

- Learning to adapt - using AI - it is going so fast - we need to be in that race

- Talking about databases - yes, they are still really needed (good multi-relational databases)

- Steve was showing some of the AI stuff in his demos with some potential clients - that has been going well

- We are really bad at estimates (we have had our lunch eaten time and time again)

- Talking about client churn and companies falling off of the system - pretty normal - we are actually doing pretty good.

- Looking around in the system a bit

- Maybe going with $100/hour for development work and $65/hour for setup and oversight

- AI has sped up Steve's work - he is learning along the way - guiding it along - taking in small sections at a time

- Steve was talking about time budgets and not getting too tight on certain time blocks

- Some of Steve's projects are tiny and fulfilling - inch by inch and little dabs

- We need some firewood (sales and revenue coming in) - we are low on revenue

- Steve thinks that Alan needs a break - maybe getting out there and talking to people about what we have

- Sean has been helping with deployment - Cory is doing more client work

- Steve loves to figure out the angles (problem solving for clients and what they need)

- We have an MVP (minimal viable product)

- Finding people who are happy with what we have

- Investors tend to look at the reoccurring revenue - we are looking for an angel type investor who sees the vision and value and says, yes, let's push this thing forward

- We have gotten it this point without a sales team and without marketing... imagine what we could do if we get that going

- Big fish are expecting to be courted (wine and dined)

- They, our clients, have to be big enough to afford us

- Shooting for $400/month

- No big fish and no little fish (super little) - being able to offer our services and they pay for it

- Learning to say no

- Most companies pay around 3% for merchant processing... say we go less than that - say 2% of monthly revenue - start higher and then go down if you need to - if you are dealing with a big chain, we may have to negotiate with them

- Steve talking about numbers... say we have made $10Million from paying clients. If you take number and divide it by our total client count over the years, for us, it is around $12K per client

- We should be selling stuff - that is a super high number at around $12K per client

- Steve would like to get 5-10 new accounts a month

- Offer our other services - activation, deployment, and servicing the account

- We have done a lot of stuff for free... we need to change that

- Sales - can be broken down into three main things... they are like, trust, and respect

- Just tell everyone what you do (from Kiva)

- Do they have inventory? Do they need to track stuff? Great! - Nobody does inventory management like we do - QuickBooks is sending people to FishBowl and Shopify

- Being outside and out and about

- Helping people with their over needs - these are things that they can't get to - their over needs

- We could offer lots of other outside or inside services - we are $65/hour for those services

- We either do it or we don't do it, go to the next

- Stay on the good side of town

- On custom code, they, our clients tend to really like to dream and can't really afford it - we have been burned on doing too much custom - we are $100/hour, paid weekly, if yes, ok, let's go

- The bigger the lift, the bigger the pain (time and money)

- If needed, we could move forward with bigger teams - like a lawyer, we could work off of a retainer

- We can get lost in "custom world" or "custom land" - we need to steer clear of major custom

- Looking for happy clients - we have a bunch of clients who are not calling us, they are happy

- Trying to stay away from black box stuff - building settings or small bridges

- Being able to remove columns on reports (fracture or adilas lite stuff)

- Simple website stuff (easy hosting) - simple pages and some settings (landing page, contact us, and about us, plus adilas ecommerce)

- Trying to be around $1,000 and then a monthly (have to have an adilas account)

- Taking things off of their shoulders - they are already spending tons for all of these other services (mashups)

- Maybe look at some sport teams - other team sports

- Not trying to sell things, just doing some exploring

- Talking about sales and/or trimming things down a bit (financially)

- We may to stop or curve the development and really focus on sales

- Talking about the AI quick search - going beyond normal API endpoints (URL crafting, AI quick search, mini API, etc.) - Steve jumped into the test site and was showing Alan some of the AI agent stuff that we are working on.

Overall, a great meeting. Some good takeaways as well. Good stuff!

AI Summary:

Sales & Strategy Meeting Summary

Attendees: Alan, Steve, Bryan

Date: [Insert Date]

Meeting Overview

The discussion focused on expanding Adilas’ service offerings, improving operational efficiency, refining sales strategy, and leveraging AI to modernize both processes and the user interface. The team emphasized the need to balance custom work with scalable solutions and to strengthen recurring revenue and client engagement.

Key Discussion Points

Alan’s Focus

• 
  

  Encouraged a proactive and forward-thinking mindset (“skate to where the puck is going”).

  
  


• 
  

  Suggested a structured time allocation for projects, maintenance, communication, and AI-driven improvements.

  
  


• 
  

  Emphasized AI modernization for the Adilas interface.

  
  


• 
  

  Advocated for proactive maintenance and allowing time for innovation and internal improvement projects.

  
  


• 
  

  Discussed defining the ideal client profile, pricing models, and balance between customization and scalability.

  
  


• 
  

  Highlighted challenges in communication and prioritization but emphasized long-term goals and clarity of direction.

  
  

Steve’s Focus

• 
  

  Stressed the importance of adapting quickly to AI and new technologies.

  
  


• 
  

  Acknowledged issues with time estimates and scope management.

  
  


• 
  

  Proposed pricing structure:

  
  
  
  
  • 
    

    $100/hour for development

    
    
  
  
  • 
    

    $65/hour for setup/support

    
    
  
  
  
  


• 
  

  Highlighted need to increase recurring revenue and attract an angel investor aligned with Adilas’ vision.

  
  


• 
  

  Advocated for focusing on sales growth (targeting 5–10 new accounts/month).

  
  


• 
  

  Emphasized charging for all services—move away from unpaid work.

  
  


• 
  

  Encouraged avoiding excessive custom development to protect scalability.

  
  


• 
  

  Recommended prioritizing sales and marketing efforts to drive short-term revenue.

  
  

Action Items

• 
  

  Define the ideal client profile and align pricing accordingly.

  
  


• 
  

  Increase focus on sales, marketing, and client outreach.

  
  


• 
  

  Use AI strategically to streamline operations and modernize the platform.

  
  


• 
  

  Improve internal communication and proactive planning.

  
  


• 
  

  Explore investor options and sustainable growth strategies.

  
  

Checking emails and light research. Small AI quick search changes. Reading over notes from the Adobe ColdFusion Summit Conference from last week. Scanned my notebook and made a multi-page PDF file of my notes. Recording other notes from 9/22/25 to 9/23/25.

Documentation and then working with Bryan again to get his new code implemented into the system. Lots of back and forth, testing, documenting, and pushing up code.

Meeting with the Nxtlinq folks. We presented on what we have been doing. I showed them some new stuff and all of the new prompts and documentation. Hopefully it is helping them out. I am happy with it. The new prompts are already making my life easier (I have been using them).

Working with Bryan to get his new prompts and AI quick search options live and online. He did quite a bit of work. We got together to do some work. He is going to go back through some stuff and do some clean-up. We will meet back up and try to merge and push things up live.

Working with Shannon. Small recap of what we are working on. I showed her some of the new AI options, keywords, and prompts. That is going well. We then switched over to working on new content for the adilas cafe project and fracture (adilas lite). Good session. Next time we will be adding in more content to the fracture and adilas lite plans. Good stuff.

Working with Bryan on his new keywords and prompts. We also did some work on allowing for the calculate payroll to be used through the AI prompts and keywords.

Reviewing the document that Suzi made for some simple step-by-step instructions. Looks great! See attached for the file. Switched over to doing more documentation of the AI quick search prompts, keywords, and options.

Phone call with Alan going over plans and ideas. We are hoping to get a meeting with Steve setup for Friday of this week.

Speaking with Steve about AI security. We then started talking about possible options and where we are going. Talking about tracking time and communications. Small history and waves of selling what we have... Steve going out and selling (software on the internet - cloud), Cannabis space wave (we had some internal struggles - who would be willing to play), Steve is seeing the third wave as the AI wave. Good phone call.

Working with Russell. Talking security with Russell on the AI quick search. Talking about customer data, employee data, banks, financials, and tons of other data. After that, we switched over to training on CSS.

Meeting with the Nxtlinq guys. Steve, Josh, Bryan, Matt, Roger, and Vincent were on the meeting. We showed them some progress and sent them over some help file links. Mostly what we were able to show them was the new documentation stuff.

One thing that Vincent said that I liked was "Remove the friction". That should be our main goal in this venture. I liked that saying. If we could remove the friction on other parts, things would be even smoother. Without getting too technical, you have to have some friction, but making things smoother would be a plus. There is a balance point.

Working on AI quick search documentation for options, keywords, and prompts. Had to combine two help files in order to get all of the data that we want and need. Here's a link to the help file. After that, jumped on a meeting with Bryan and Steve. Got new code from Bryan and merged it into master.

Quick update meeting with Steve. Showed him some of the progress we are making. Briefly showed him a few updates. Sent out a couple of quick emails and doing some light follow-up.

Working with Shannon. Working on adilas lite content and new content for the adilas cafe page and plan. We went over the overview, personal profile, ways to work, and ways to play.

Going over the plan for receiving partial PO's

Meeting with Cory and Steve. Going over projects and timelines. The time part (how long things take) is one of the hardest things to control. Lots of unknowns. We then went over some other questions. Lots of 3rd party solution stuff. Our clients want that stuff, but it takes time. Tons of little mini questions and small tweaks that are needed.

Working on documentation. Pushed up new code and did some work on the AI prompts and keywords help file.

Working with Bryan. He is coding some of the nav options for the AI quick search. He is working on the employee/user options. We went through a few of the new prompts and I answered some questions. He is going in a good direction. We will meet up tomorrow at 3 pm to see what we can mix together. I am hoping to mix what I am doing with what he is doing - all in the AI quick search stuff. After Bryan left, I started working more on documentation and such.

Here is a link to the AI quick search prompts help file that I am working on.

Documentation and recording notes for keywords, options, and prompts for the AI quick search. Got a small PDF from Suzi with some step-by-step instructions. I briefly went through it and sent her back some quick feedback. Great start, just need to tweak a few things. Jumped back to filling in information on the AI quick search prompts page. Pushed up new files. It is rough, but we got small descriptions on all AI quick search prompts.

Working with Bryan on AI prompts and keywords. Small Saturday work session. We reviewed our notes from yesterday. Made a few new notes and pushed them up to element of time # 12286 in the shop. We then did some pair programming, and I showed him what we were doing and what we were working on.

We started coding some things for employee/users and payroll. Good back and forth training and working session. Towards the end of the session. I committed my files and pushed them up to bit bucket. Bryan then pulled them down and started to work on things. We went through a few of them together and setup a time to meet on Monday. He is off to the races. We will touch base, but hopefully he can keep pushing things along.

Working with Bryan on AI keywords, options, and prompts. Bryan reached out to Suzi and we checked in with her. Lots of planning. We want Suzi to help do some step-by-step guides to help us show user scenarios inside of the adilas POS (point of sale system). We wanted her to do at least 10 scenarios from super easy to more complex.

Small data clean-up for Sean and a client out in California.

On a call with the Springbig folks. We will be redoing the Springbig integration. It has been a couple of years and either something on our side or their side has changed. They are going to resend us some testing credentials and access to the sandbox. Sean from adilas was on the meeting with us as well. We spoke with Maria from Springbig.

Phone call with Steve to go over progress and processes. We talked about some new leads, upcoming projects, and what to do on the payroll side for the AI prompts and such. Lots of moving pieces.

More copying and pasting keywords and prompts into the help files. Just trying to get a base to work from. Started working on a small JavaScript function to help copy text to the clipboard for a user.

On the meeting with the Nxtlinq guys. They had a couple of questions. They want to know when we will get certain deliverables done and live. We also introduced Bryan Dayton as a new adilas team member on this project who will be helping Steve, Josh, and I. That should really help. Often, Steve and I are on all kinds of meetings and don't get the time to get everything done that we need to. Adding in Bryan to the mix should really help. We will work with him to help pass the vision and help direct him in the right ways. Good stuff.

After the meeting, jumped on a phone call with Bryan. Talking about next steps and setting up some time to meet tomorrow. After that, I sent a text message to Steve with an update about what we went over and when we are meeting next. I'm excited to see where things go.

Working on printable prompts... copying and pasting existing documentation into help files and such. Still needs some more work.

Training session with Russell. Working on CSS training. He was switching between him telling me what to do, then letting me make some decisions, to letting me try things all by myself. Making progress. Didn't seem quite as lost today as other days. That's good, I'll take it.

Meeting with Cory and Sean. Looking into some Springbig settings. Looking into their API connections and automated stuff from their end. We also fixed a small auto clean-up process that was erroring out. Pushed up new files.