CumpleAI Overview6452c20

CumpleAI is an AI-powered, multi-tenant SaaS CRM designed specifically for Mexican accounting firms (despachos contables). It streamlines tax compliance, client management, collections, payroll processing, and team coordination -- all within a single platform tailored to the regulatory and operational needs of the Mexican accounting industry.

This User Guide covers the CRM web application at app.cumpleai.com. A separate guide exists for the Client Portal at portal.cumpleai.com.

Key Concepts6452c20

Before you begin using CumpleAI, it helps to understand the foundational concepts that shape how the system is organized.

Organizations (Multi-Tenancy)

Every accounting firm that uses CumpleAI operates within its own Organization. An organization is a fully isolated tenant -- meaning that all clients, employees, documents, and financial data belong exclusively to that firm. No data is shared between organizations.

When your firm signs up for CumpleAI, a new organization is created. All employees of your firm will belong to this organization. Each organization has:

• A unique name and tax identifier (RFC)
• Its own set of departments (offices)
• Its own client roster
• Independent billing and subscription settings

Departments (Offices)

Within an organization, work can be divided into Departments -- typically representing physical office locations. For example, an accounting firm might have a "Guadalajara" department and a "Penasco" department.

Departments serve two purposes:

Roles

CumpleAI uses a role-based access control (RBAC) system with seven distinct roles. Your role determines which pages you can access, which data you can see, and which actions you can perform.

Each role is assigned by an Owner or Admin when creating or editing a user account. A user has exactly one role within an organization. The role cannot be changed by the user themselves -- only by someone with Owner or Admin privileges.

Clients

In CumpleAI, a Client represents a company or individual who uses your firm's accounting services. Each client has:

• A trade name (nombre comercial) -- the commonly used business name
• A legal name (razon social) -- the official registered name
• An RFC -- the Mexican tax identification number
• A fiscal regime -- the tax classification that determines which obligations apply
• A status -- one of four lifecycle states: Onboarding, Active, Blocked, or Inactive
• An assigned accountant -- the team member responsible for this client's compliance
• A monthly fee -- the recurring service charge

Clients progress through a lifecycle from Onboarding (initial setup) to Active (receiving services) and may be Blocked (suspended) or Inactive (no longer served) depending on circumstances. This lifecycle is covered in detail in Chapter 3.

Compliance Tasks

A Compliance Task is a specific tax filing obligation that must be completed for a client. CumpleAI automatically generates compliance tasks based on each client's fiscal regime and contracted services. Common task types include:

• IVA Mensual -- Monthly value-added tax declaration
• ISR Provisional -- Provisional income tax payment
• Nomina IMSS -- Payroll social security filing
• Declaracion Anual -- Annual tax declaration

Each task has a status (To-Do, In Progress, Submitted, Accepted, Overdue, Waiting on Client), a due date, and an assigned accountant.

Compliance Opinions

A Compliance Opinion is a status issued by Mexican authorities (SAT, IMSS, INFONAVIT) indicating whether a taxpayer is in good standing. Opinions can be:

• Positiva (Positive) -- The client is compliant
• Negativa (Negative) -- The client has compliance issues that need resolution
• Pendiente (Pending) -- The opinion has been requested but not yet received

Negative opinions require immediate attention, as they can prevent a client from issuing invoices or conducting certain business operations.

Role Descriptions6452c20

The following table describes each role, its intended audience, and its primary responsibilities within the platform.

Access Matrix6452c20

The table below shows which pages each role can access. The symbols indicate:

• ✓ -- Full access (can view and perform all actions)
• ◐ -- Partial access (can view but with restrictions, or limited to own data)
• ✗ -- No access (page is hidden from sidebar navigation)

The Accountant role sees "Mis Clientes" (My Clients) instead of all clients, and "Mi Trabajo" (My Work) instead of the executive dashboard. The Payroll role sees only payroll-relevant clients and a payroll-specific dashboard.

Partial Access Details

• Clients (Accountant): Sees only clients assigned to them. Cannot create new clients.
• Clients (Payroll): Sees only clients subscribed to the payroll service.
• Clients (Viewer): Sees all clients but cannot create, edit, or change status.
• Compliance (Viewer): Read-only view of compliance tasks and opinions.
• Pipeline (Viewer): Read-only view of the sales pipeline.
• Collections (Viewer): Read-only view of payment records and collection status.
• Tickets (Viewer): Can view tickets but cannot create or respond.
• Reports (Accountant): Limited to reports relevant to their assigned clients.
• Reports (Viewer): Read-only access to all available reports.

Navigation Structure6452c20

CumpleAI uses a sidebar-based navigation layout. The sidebar appears on the left side of the screen and can be collapsed to save space on desktop, or toggled open/closed on mobile devices.

Sidebar Sections

The sidebar is organized into logical groups separated by dividers. For Owner, Admin, and Manager roles, the navigation is grouped as follows:

Primary Section (top):

• Dashboard -- Your main landing page with KPIs and charts
• Clients -- Client management and detail views
• Compliance -- Tax compliance tasks and SAT/IMSS/INFONAVIT opinions
• Pipeline -- Sales pipeline in Kanban view
• Collections -- Payment tracking and collection status
• Tickets -- Support ticket management

Communication & Analytics:

• WhatsApp -- WhatsApp Business messaging integration
• Reports -- Analytics and reporting tools
• Team -- Employee management and workload views

Administration:

• Configuration -- Organization and system settings
• Admin -- Super-admin and advanced settings (Owner and Admin only)

Sidebar Footer

At the bottom of the sidebar, you will find several utility controls:

• Onboarding Wizard -- Re-run the initial setup wizard at any time
• Compact Mode Toggle -- Switch between comfortable and compact row density
• Dark Mode Toggle -- Switch between light and dark color themes
• Collapse Toggle -- Minimize the sidebar to icon-only mode (desktop)
• User Info -- Shows your avatar, name, and role. Includes a logout button.

Keyboard Shortcuts

The global search (Cmd+K) allows you to quickly find clients, tickets, and other records without navigating through menus. It appears as a search field in the header bar.

Terminology Reference6452c20

Throughout this guide, certain Spanish terms appear in the interface. Here is a quick reference:

Platform Architecture6452c20

CumpleAI consists of three web applications, each serving a different audience:

CRM Web App (app.cumpleai.com)

This is the application covered by this User Guide. It is used by all employee roles (Owner, Admin, Manager, Accountant, Payroll, Viewer) to manage clients, track compliance, process payments, communicate via WhatsApp, and generate reports.

Client Portal (portal.cumpleai.com)

The Client Portal provides a self-service interface for your firm's clients. Through the portal, clients can:

• View their uploaded documents and download copies
• Check upcoming compliance deadlines and filing status
• Review payment history and outstanding invoices
• Submit support tickets to your team
• Set their communication preferences

The Client Portal is covered in a separate guide. Client users ({role:client}) are automatically redirected to the portal upon login.

Communication Between Applications

The CRM Web App and Client Portal share the same underlying data. When an accountant uploads a document in the CRM, it becomes visible to the client in the portal. When a client submits a ticket in the portal, it appears in the CRM's ticket queue. This bidirectional communication ensures that both your team and your clients always have access to up-to-date information.

Design and Visual Language6452c20

CumpleAI uses a refined visual design system called the "Luxury Tech Theme." The color palette is built around navy and slate blues with dusty rose accents, creating a professional, business-oriented aesthetic.

Key visual elements you will encounter throughout the application:

• Status badges -- Color-coded pills that indicate the status of items (Active, Blocked, Overdue, etc.)
• Traffic light indicators -- Green, yellow, and red dots or circles showing performance status
• KPI cards -- Summary cards at the top of pages showing key metrics with trend indicators
• Data tables -- Sortable tables with row hover effects and pagination
• Chart panels -- Bar charts, line charts, and other visualizations in card containers
• Callout banners -- Informational, warning, or success messages with colored borders

What is Next6452c20

Now that you understand the foundational concepts, continue to the next chapters:

• Chapter 1: Getting Started -- Logging in, the onboarding wizard, and navigating the interface
• Chapter 2: Dashboard -- Understanding your role-specific dashboard and KPIs
• Chapter 3: Clients -- Managing your client roster, creating clients, and the client detail page

The CumpleAI login screen showing available user profiles

Getting Started6ea1b5e

This chapter is a practical first-use guide for daily users of the CRM. It focuses on what to do, not on technical setup.

What You Need Before First Login6ea1b5e

Your admin should provide:

• your work email,
• your temporary or initial password,
• your role (Owner, Admin, Manager, Accountant, Payroll, Viewer),
• the expected department/team assignment.

If any of these are missing, contact your internal admin before proceeding.

First Login Process6ea1b5e

Onboarding Wizard (First Session)6ea1b5e

The wizard is role-aware. You will only see steps relevant to your role.

• Owner/Admin: organization setup, team setup, departments, clients, compliance/billing overview.
• Manager: team workload and operational flow.
• Accountant/Payroll: assigned clients, daily workflow, tickets/documents handling.
• Viewer: read-only orientation and navigation.

You can close and resume later if your organization allows it.

Navigation Basics6ea1b5e

Main workspace areas:

• Sidebar: module navigation based on role.
• Header: quick context, notifications, user actions.
• Content area: page-specific work.

Recommended first routine after login:

Troubleshooting First Access6ea1b5e

• Wrong password: use password reset flow.
• Access denied to expected module: request role/scope correction.
• Empty pages on first day: confirm data has been assigned to your user.
• Session expired: sign in again.

Process Summary6ea1b5e

Dashboard6452c20

The Dashboard is the first page you see after logging in. It provides a high-level summary of your firm's most important metrics, tailored to your role. CumpleAI features five distinct dashboard views, each designed for the specific needs and responsibilities of different team members.

This chapter covers all five dashboards in detail. You will only see the dashboard that corresponds to your assigned role.

The {role:viewer} role sees the same Team Dashboard as the Manager, but with a "Solo Lectura" (Read-Only) badge displayed at the top. Viewers cannot perform any actions -- the dashboard is purely informational.

Owner Dashboard: "Dashboard Ejecutivo"6452c20

The Executive Dashboard provides firm partners with a complete financial and operational overview. It is the most comprehensive dashboard in CumpleAI, featuring revenue metrics, partner distributions, compliance health, and workload analysis.

The Executive Dashboard showing KPIs, charts, partner distribution, and alerts

KPI Strip

The top of the dashboard displays five KPI cards arranged horizontally:

Revenue by Office (Bar Chart)

Below the KPI strip, the left chart panel shows a bar chart comparing invoiced vs. collected revenue by office (department). Each office has two bars:

• Facturado (Invoiced) -- Total amount billed to clients in that office
• Cobrado (Collected) -- Total amount actually received

This chart helps you identify which offices are performing well in collections and which may need attention.

Compliance Trend (Line Chart)

The right chart panel shows a line chart tracking compliance completion rate over time. The Y-axis runs from 0% to 100%, and each data point represents the compliance completion rate for a given month.

This chart helps you monitor whether your firm's compliance performance is improving, stable, or declining over time.

Partner Distribution Table

Below the charts, a table shows the partner earnings distribution:

Negative Compliance Opinions List

In the bottom-left panel, a table lists clients with negative compliance opinions:

A negative compliance opinion from SAT can have serious consequences for your client, including the inability to issue invoices. Address these immediately by reviewing the client's compliance status and coordinating with the responsible accountant.

If there are no negative opinions, this panel shows a message: "Sin opiniones negativas" (No negative opinions).

Workload by Collaborator (Bar Chart)

The bottom-right panel shows a horizontal bar chart of workload per employee:

• Tareas (Tasks) -- Number of pending compliance tasks assigned to the employee
• Clientes (Clients) -- Number of active clients assigned to the employee

This chart helps identify workload imbalances. If one accountant has significantly more tasks or clients than others, it may be time to redistribute work.

Admin Dashboard: "Dashboard Operativo"6452c20

The Operational Dashboard is designed for administrators who manage the day-to-day technical and operational aspects of the firm. It focuses on automation monitoring, system health, compliance management, and incident tracking.

The Operational Dashboard showing automation status, compliance opinions, incidents, and system health

KPI Strip

Five KPI cards across the top:

Automation Monitor Table

The left panel displays a table of recent automated processes:

Compliance Opinion Management

The right panel shows a summary of compliance opinions organized by institution in three cards:

• SAT -- Total opinions, broken down into Positivas (Positive), Negativas (Negative), and Pendientes (Pending)
• IMSS -- Same breakdown for the Mexican Social Security Institute
• INFONAVIT -- Same breakdown for the National Housing Fund

Each card displays color-coded counts: green for positive, red for negative, and neutral for pending.

Recent Incidents

The bottom-left panel lists recent system incidents:

• Each incident shows a severity dot (green for low, yellow for medium, red for critical)
• The title describes the incident
• A status badge shows "Abierta" (Open), "Investigando" (Investigating), or "Resuelta" (Resolved)
• The severity label and timestamp appear below the title

System Health

The bottom-right panel shows the operational status of key system components:

• Each service has a status dot (green = Operational, yellow = Degraded, red = Down)
• The service name identifies the component
• A status label in matching color shows "Operativo", "Degradado", or "Caido"
• An uptime percentage may be displayed

Manager Dashboard: "Dashboard Equipo"6452c20

The Team Dashboard gives department managers visibility into their team's performance. It uses a traffic light system (green/yellow/red) to quickly identify which accountants are on track and which need attention.

The Team Dashboard showing team KPIs, traffic light table, blocked items, and workload distribution

KPI Strip

Four KPI cards:

The 17th of each month is a critical date in Mexican tax compliance. Most monthly tax obligations (IVA, ISR provisional, IMSS contributions) are due on or before the 17th. The countdown helps managers plan their team's workload accordingly.

Accountant Traffic Light Table ("Semaforo por Contador")

This table is the heart of the Manager Dashboard. Each row represents an accountant on your team:

Blocked Items Table ("Que Esta Bloqueado")

Below the traffic light, a detailed table lists all blocked and overdue compliance tasks. This table has built-in filters:

Filters:

• Accountant dropdown -- Filter by a specific accountant or view all
• Client search -- Text search to find a specific client
• Deadline range -- "Todos los plazos" (All), "Solo vencidos" (Overdue only), "Ultimos 7 dias" (Last 7 days), "Ultimos 14 dias" (Last 14 days)

Table columns:

Workload Distribution Chart ("Distribucion de Carga")

A horizontal bar chart showing the number of clients assigned to each accountant. This visual helps managers quickly spot uneven workload distribution and take action to rebalance.

Upcoming Deadlines ("Proximos Vencimientos")

A timeline view of the 5 nearest compliance deadlines:

• Each deadline shows a numbered circle indicating days remaining
• The client name and obligation type appear next to it
• The due date is displayed on the right
• An urgency label appears: "Urgente" (3 days or fewer), "Pronto" (4-7 days), or the number of remaining days

Accountant Dashboard: "Mi Trabajo"6452c20

The Accountant Dashboard is a personal workspace focused on your assigned clients and tasks. It provides a clear view of your progress toward monthly compliance deadlines and highlights any items that need immediate attention.

The Accountant Dashboard showing progress ring, personal KPIs, client list, and pending tasks

Progress Hero Section

At the top of the dashboard, a large hero section shows your overall monthly progress:

• Traffic Light Circle -- A large colored circle (green/yellow/red) indicating your overall status
• Progress Text -- "X de Y clientes cerrados" (X of Y clients closed) showing how many of your clients have all compliance tasks completed
• Progress Bar -- A horizontal bar filling from left to right as you complete tasks, with the percentage displayed below
• Days Countdown -- A large number showing days remaining until the 17th of the month

Traffic light criteria for accountants:

KPI Strip

Four personal KPI cards:

My Clients Table ("Mis Clientes")

A table listing your assigned active clients:

My Pending Tasks ("Mis Tareas Pendientes")

A list of your pending compliance tasks, sorted by due date (soonest first):

• Each task shows a priority dot (color-coded by status: red for overdue, yellow for in progress, neutral for to-do, blocked for waiting on client)
• The task type (e.g., "IVA Mensual", "ISR Provisional") and client name
• The due date and a status badge

Upcoming Deadlines ("Proximos Vencimientos")

A timeline view of your nearest compliance deadlines, similar to the Manager Dashboard but filtered to only your assigned tasks. Each deadline shows:

• A clock icon in an urgency-colored circle (red = 1 day or less, yellow = 2-3 days, neutral = 4+ days)
• The task type and status badge
• The client name
• A large days remaining number on the right with "dia" or "dias" label

Payroll Dashboard: "Dashboard Nomina"6452c20

The Payroll Dashboard is specialized for payroll professionals and focuses on IMSS, INFONAVIT, and payroll-related compliance obligations.

The Payroll Dashboard showing IMSS/INFONAVIT KPIs, obligation calendar, and pending tasks

KPI Strip

Four KPI cards focused on payroll compliance:

Obligation Calendar ("Calendario de Obligaciones")

The left panel displays a monthly obligation calendar for the current month. Each row represents a payroll-related deadline:

• A day circle with the due date (color-coded: green = completed, yellow = pending, gray = to-do)
• The obligation description (e.g., "Declaracion provisional ISR Nomina", "Pago IMSS cuotas", "Pago INFONAVIT")
• A status badge: "Completado" (Completed), "Pendiente" (Pending), or "Por hacer" (To-Do)

Standard payroll dates include:

My Pending Tasks ("Mis Tareas Pendientes")

The right panel lists open tickets and pending payroll tasks:

• Each task shows the subject/title, the client name, a priority badge (Critical, High, Medium, Low), and the status
• If no tickets are available, the panel falls back to showing pending "Nomina IMSS" compliance tasks with their due dates

Dashboard Best Practices6452c20

Regardless of your role, here are recommended practices for getting the most out of your dashboard:

Daily Check-In Routine

Weekly Review (Managers and Owners)

Next Steps6452c20

Now that you understand how to read and use your dashboard, continue to:

• Chapter 3: Clients -- Learn how to manage your client roster, create new clients, and explore client detail pages

Clients6452c20

The Clients module is the core of CumpleAI. It is where you manage your firm's client roster -- from onboarding new clients to tracking their compliance status, payments, documents, and communications. This chapter covers the client list page, filtering and searching, creating new clients, the client detail page, and the client lifecycle.

Client List Page6452c20

The Clients page (/clients) displays all clients visible to your role in a filterable, searchable table. Access this page by clicking "Clientes" (or "Mis Clientes" for accountants) in the sidebar.

The client list page showing KPI strip, filters, search, and data table

Role-Based Visibility

What you see on the Clients page depends on your role:

KPI Strip

At the top of the page, four summary cards provide a quick snapshot of your client portfolio:

The KPI numbers update in real-time as you apply filters. However, they always reflect the full count within your role-filtered set, not just the currently filtered view.

Filters

CumpleAI provides three ways to narrow down the client list:

Status Filter

A row of pill-shaped buttons lets you filter by client status:

• Todos (All) -- Show all clients regardless of status
• Activos (Active) -- Show only active clients
• Onboarding -- Show only clients in the onboarding process
• Bloqueados (Blocked) -- Show only blocked clients
• Inactivos (Inactive) -- Show only inactive clients

Office Filter

A second row of pills lets you filter by department (office):

• Todas (All) -- Show clients from all offices
• Guadalajara -- Show only clients assigned to the Guadalajara office
• Penasco -- Show only clients assigned to the Penasco office

Search Bar

A text search field allows you to find specific clients by name or RFC:

All three filter types (status, office, search) can be combined. For example, you can search for "Tacos" among "Active" clients in the "Guadalajara" office.

Client Table

The main data table displays the following columns:

Creating a New Client6452c20

The "Nuevo Cliente" (New Client) button appears in the top-right area of the Clients page for users with creation permissions.

Who can create clients:

Client Detail Page6452c20

Clicking on any client in the list opens their detail page (/clients/[id]). This is a comprehensive view of all information related to that client.

The client detail page showing header card, collapsible info sections, and tabbed content

Client Header Card

At the top of the detail page, a card displays the client's primary information:

Left column:

• Legal name (large, bold) with a status badge and office badge
• Trade name below the legal name
• RFC in a monospaced pill
• Fiscal regime with a building icon
• Contact name, email, and phone (if available)
• Assigned accountant name

Quick action buttons:

• Enviar WhatsApp (Send WhatsApp) -- Opens a WhatsApp message to the client
• Crear Ticket (Create Ticket) -- Opens a new ticket form for this client
• Agregar Nota (Add Note) -- Opens the notes section to add an internal note

Right column:

• Cuota mensual (Monthly Fee) displayed prominently
• Service badges -- Colored pills for each contracted service (Contabilidad, Nomina, Cumplimiento, Planeacion Fiscal)
• Onboarding progress bar (only shown for clients in Onboarding status) with percentage complete

Collapsible Information Sections

Below the header card, four collapsible sections provide detailed client information. Click on any section header to expand or collapse it:

Informacion Fiscal (Fiscal Information)

Displays the client's tax-related data in a grid layout:

Contactos (Contacts)

A table of all contact persons associated with this client:

Servicios Contratados (Contracted Services)

A grid of service cards showing each contracted service with its current status:

• Activo (Active) -- Service is currently being provided
• Pausado (Paused) -- Service is temporarily suspended

Asignacion (Assignment)

Shows the currently assigned accountant with their avatar and name. This section is useful for verifying or updating the accountant assignment.

Content Tabs

Below the collapsible sections, a tabbed interface provides access to different types of client data. On clients with Onboarding status, an additional "Onboarding" tab appears first.

The available tabs are:

Compliance Tab (Cumplimiento)

A data table showing all compliance tasks for this client:

Documents Tab (Documentos)

A card-based layout showing uploaded documents:

Each document card shows:

• Document type badge (Constancia Fiscal, Acta Constitutiva, Identificacion, e.firma, etc.)
• Status badge (current processing status)
• File name
• Upload date, file size, and uploaded by

Expandable sections within each document card:

• Historial de versiones (Version History) -- Click to see all uploaded versions with version number, upload date, uploader, and change reason
• Registro de acceso (Access Log) -- Click to see who viewed, downloaded, or re-uploaded the document, with timestamps and IP addresses

Payments Tab (Pagos)

The Payments tab begins with a three-card summary:

Tickets Tab

A data table of support tickets related to this client:

Activity Tab (Actividad)

A vertical timeline showing all events related to this client in chronological order. Each event displays:

• A type icon in a colored circle (compliance, document, payment, ticket, WhatsApp, note, status change, assignment)
• The event title and description
• A timestamp
• The user who performed the action (with avatar initials)

Messages Tab (Mensajes)

A WhatsApp-style chat interface showing the message history with this client:

• Messages are grouped by date with date separator labels ("Hoy", "Ayer", or the full date)
• Outgoing messages (from your firm) appear on the right with a dark background
• Incoming messages (from the client) appear on the left with a light background
• Each message shows the sender name, message text, timestamp, and delivery status (sent, delivered, read, failed)
• Template messages are marked with a "Plantilla" badge
• Document and image attachments display with appropriate icons

At the bottom of the chat, a visual input bar with "Escribe un mensaje..." (Write a message...) placeholder and a send button allow you to compose new messages.

Notes Tab (Notas)

Internal notes that are visible only to your firm's team members (not to the client):

Client Onboarding Flow6452c20

When a new client is created, they begin in the Onboarding status. The onboarding process ensures that all required documentation and setup steps are completed before the client becomes fully active.

The onboarding tab showing document checklist, SLA progress, and status flow

Onboarding Tab

Clients in Onboarding status have a special Onboarding tab that appears as the first tab on their detail page. It contains:

Documentation Progress Bar

A horizontal progress bar showing how many required documents have been verified:

• "X de Y completados" (X of Y completed)
• The bar fills as documents move from "Pendiente" to "Verificado"

SLA Indicator

An SLA (Service Level Agreement) progress bar tracking how long the onboarding has been in progress:

• Shows "Dias restantes: X de Y" (Days remaining: X of Y)
• The bar fills as days elapse
• The bar turns accent-colored when 80% of the SLA time has been used, indicating urgency

Blocking Reason (if applicable)

If the onboarding is blocked for any reason, a warning banner appears with the blocking reason. This helps the team understand what is preventing the client from moving forward.

Document Checklist

A detailed checklist of all required documents. Each item shows:

Status Flow Visualization

A horizontal flow diagram shows the onboarding progression:

No Iniciado --> En Progreso --> Bloqueado --> Listo --> Activo

The current stage is highlighted with a filled badge. The flow helps everyone understand where the client stands in the process.

Client Status Transitions6452c20

Clients in CumpleAI follow a defined lifecycle through four statuses:

ONBOARDING --> ACTIVE --> BLOCKED --> INACTIVE
                ^                      |
                |______________________|

Status Definitions

Blocking or deactivating a client stops the generation of new compliance tasks. Make sure to complete any in-progress tasks before changing a client's status, or they may be lost.

Typical Client Journey

Working with Clients: Tips6452c20

For Accountants

• Check your dashboard first. The "Mi Trabajo" dashboard shows which of your clients need attention before you navigate to the Clients page.
• Use the traffic light indicators. A red dot next to a client on your dashboard means you have overdue tasks for that client -- prioritize them.
• Leverage the Compliance tab. This is your primary workspace. Sort tasks by due date and work from soonest to latest.
• Add notes for context. If a client calls with a question or provides information verbally, add a note so the team has a record.

For Managers

• Use the Blocked Items table. Your dashboard shows all blocked tasks across your team. Use the filters to drill down to specific accountants or clients.
• Monitor the office filter. If your firm has multiple offices, regularly check each office's client roster to ensure balanced workloads.
• Review onboarding clients weekly. Clients stuck in Onboarding status for too long may need a follow-up. Check the SLA indicator on the Onboarding tab.

For Owners and Admins

• Use the monthly fee column to get a quick view of your revenue base. Sort by monthly fee to identify your highest-value clients.
• Review inactive clients periodically. Some may be candidates for reactivation. Others may have data that should be archived.
• Track collection rates per office using the dashboard. If a specific office has lower collection rates, investigate whether it is a client quality issue or a process issue.

Next Steps6452c20

Continue to the upcoming chapters for more detailed coverage of:

• Chapter 4: Compliance -- Managing tax obligations, filing declarations, and tracking SAT/IMSS/INFONAVIT opinions
• Chapter 5: Tickets -- Creating and managing support tickets
• Chapter 6: WhatsApp -- Client communication via WhatsApp Business integration

Chapter 4: Compliance (Cumplimiento)6452c20

The Compliance module is the operational heart of CumpleAI. It automates the monthly tax obligation cycle for every client in your portfolio, ensuring that your accounting firm meets every SAT, IMSS, and INFONAVIT deadline without fail. This chapter explains how to navigate the compliance dashboard, manage tasks, upload evidence, track opinions, and respond to critical alerts.

4.1 Accessing the Compliance Module6452c20

Navigate to Cumplimiento in the left sidebar. The module opens on the Tareas (Tasks) tab by default.

Selecting Cumplimiento in the sidebar

The Compliance page contains five tabs:

Role-Based Visibility

{role:accountant} Accountants see only tasks assigned to them and opinions for their assigned clients.

{role:manager} Managers see all tasks within their department.

{role:owner} Owners see all tasks across the entire organization.

4.2 Monthly Compliance Cycle Overview6452c20

Every month, CumpleAI follows a structured, automated cycle. Understanding this cycle is essential for managing your workload effectively.

Day 15 and Day 17 are critical checkpoints. On Day 15, CumpleAI generates internal alerts for any client whose tasks are not progressing. On Day 17, all non-submitted declarations trigger an escalation visible to managers and partners.

The Flujo Mensual tab showing the 8 automated milestones

4.3 Auto-Generation of Compliance Tasks6452c20

On the first day of each month, the system automatically creates three compliance tasks per active client:

Additional task types are generated depending on the client's tax regime:

• IVA Mensual -- Monthly VAT declaration
• ISR Provisional -- Provisional income tax payment
• Nomina IMSS -- Payroll tax and social security withholdings
• Declaracion Anual -- Annual declaration (generated during the appropriate period)

4.4 Tasks Tab (Tareas)6452c20

The Tasks tab is where your daily compliance work happens. It displays a KPI strip at the top, followed by filters and a detailed task list.

4.4.1 KPI Strip

The KPI strip provides a real-time summary of the selected period:

The six KPI cards at the top of the Tareas tab

4.4.2 Task Status Flow

Every compliance task progresses through the following statuses:

To Do --> In Progress --> Waiting on Client --> Submitted --> Accepted
                                                         \--> Issue

A task with status Issue requires immediate attention. In most cases, the system auto-creates a corresponding support ticket when an issue is detected. See Chapter 7: Tickets for details.

4.4.3 Filtering Tasks

Use the three filter dropdowns above the task list to narrow your view:

4.4.4 Selecting a Period

Use the period selector at the top of the page to navigate between months. The default is the current period (e.g., "Feb 2026"). You can select any of the available periods to review historical compliance data.

The period navigation bar with month buttons

4.5 Evidence Upload6452c20

Each compliance task supports evidence attachments. Evidence is the documentation that proves a declaration was filed or an opinion was obtained.

The evidence upload dialog on a compliance task

4.6 Calendar View6452c20

The Calendario tab displays a month-view calendar showing all tax obligation deadlines. Each day cell shows the events scheduled for that date, color-coded by status:

• The client name
• The obligation type (IVA, ISR, Nomina, IMSS, INFONAVIT, Anual)
• A brief description
• The current status

Navigate between months using the left/right arrow buttons flanking the month/year header.

The Calendario tab showing a month view with color-coded events

Deadlines by Client Regime

Different client regimes have different obligation calendars. The calendar reflects each client's specific set of deadlines:

• Personas Morales (Legal entities) -- IVA, ISR provisional, payroll, IMSS, INFONAVIT
• Personas Fisicas with employees -- IVA, ISR provisional, payroll
• Personas Fisicas without employees -- IVA, ISR provisional only

4.7 Compliance Heatmap6452c20

The Mapa de Calor (Heatmap) tab provides a 6-month historical view of compliance rates for each client. This is one of the most powerful analytical tools in CumpleAI for identifying trends and problem clients.

Reading the Heatmap

Each row represents a client. Each column represents a month. The cell shows the percentage of compliance tasks completed for that client in that month, with color intensity indicating the rate:

The Mapa de Calor tab showing a client-by-month compliance grid

4.8 Compliance Opinions6452c20

The Opiniones tab tracks the current status of each client's official opinions from the three Mexican regulatory bodies:

• SAT -- Opinion de cumplimiento de obligaciones fiscales
• IMSS -- Opinion de cumplimiento en materia de seguridad social
• INFONAVIT -- Opinion de cumplimiento de aportaciones patronales

Opinion Status

Each opinion can have one of two outcomes:

Negative Opinion Handling

When a negative opinion is detected, CumpleAI automatically:

The Opiniones tab showing SAT, IMSS, and INFONAVIT opinion statuses per client

4.9 Monthly Flow (Flujo Mensual)6452c20

The Flujo Mensual tab visualizes the automated monthly workflow as a vertical timeline. Each milestone in the cycle is represented by a card showing:

• Day number -- When in the month this milestone occurs
• Label -- A descriptive name for the milestone
• Description -- Detailed explanation of what happens
• Status -- Completado (completed), En progreso (in progress), or Pendiente (pending)
• Affected clients -- How many clients are impacted
• Tasks count -- How many tasks are involved
• Critical flag -- Whether this milestone is a regulatory deadline

This view is read-only and provides a bird's-eye view of the current month's progress through the compliance cycle.

Detailed view of the Flujo Mensual timeline with milestone cards

4.10 Critical Alerts and Escalations6452c20

CumpleAI implements a two-stage alert system during the compliance cycle:

Day 15 Warning

On day 15 of the month, the system automatically:

• Identifies all clients whose compliance tasks have not progressed beyond "To Do" or "Waiting on Client"
• Generates internal alerts for the assigned accountants
• Notifies the department manager
• Marks these clients as "at risk" on the compliance dashboard

Day 17 Escalation

On day 17 (the statutory deadline for most monthly declarations), the system:

• Marks all unsubmitted declarations as overdue
• Escalates overdue items to the manager and owner/partner level
• Updates the monthly flow milestone to "critical" status
• Includes overdue items in the compliance report sent to firm leadership

4.11 Filtering and Search6452c20

Across all compliance tabs, you can filter data by the following dimensions:

4.12 Best Practices6452c20

Based on the experience of successful Mexican accounting firms, here are recommended practices for the Compliance module:

Next chapter: Chapter 5: Pipeline -- Learn how to manage operational tasks with the Kanban workflow, track blocked items, and monitor team performance through KPIs.

Chapter 5: Pipeline6452c20

The Pipeline module provides a comprehensive operational task management system with a Kanban workflow. While the Compliance module focuses specifically on monthly tax obligations, the Pipeline gives you a broader view of all tickets and tasks -- including drag-and-drop status changes, blocked item tracking, per-collaborator performance analysis, and key performance indicators (KPIs). This chapter walks you through all four Pipeline tabs and explains how to use each one effectively.

5.1 Accessing the Pipeline6452c20

Navigate to Pipeline in the left sidebar. The module opens on the Pipeline (Kanban) tab by default.

Selecting Pipeline in the sidebar

The Pipeline page contains four tabs:

5.2 Pipeline Tab (Kanban Board)6452c20

The Pipeline tab displays all tickets in a Kanban board layout with five columns representing the complete status workflow.

5.2.1 Kanban Columns

Abiertos --> En Progreso --> Esperando Cliente --> Resueltos --> Cerrados

The full Kanban board with five columns and ticket cards

5.2.2 Kanban Cards

Each card on the board represents a single ticket and displays:

Priority Color Coding

5.2.3 Drag-and-Drop Status Changes

To change a ticket's status, simply drag the card from one column and drop it into another.

Dragging a ticket card from Abiertos to En Progreso

5.2.4 List View Toggle

If you prefer a traditional table view over the Kanban layout, click the List icon (lines icon) in the top-right of the Pipeline tab. The view switches to a sortable, filterable table showing all tickets in rows.

Click the Kanban icon (grid icon) to switch back to the board view.

The Kanban and List view toggle buttons

5.2.5 Filters

Above the Kanban board, use the filter controls to narrow down which tickets are displayed:

5.2.6 Ticket Notes and @Mentions

Certain tickets have internal notes visible as a tooltip or popover when you hover over the comments count on a card. Notes support @mentions -- type @ followed by a team member's name to tag them. Mentioned team members receive a notification.

Example note:

"Revisando documentacion con @Carlos Herrera para avanzar rapido."

5.3 Blocked Items Tab (Bloqueados)6452c20

The Blocked Items tab surfaces tickets and tasks that are stalled and require intervention. This tab is essential for {role:manager} and {role:owner} roles who need to identify and resolve bottlenecks across the team.

5.3.1 Blocked Items KPIs

At the top of the tab, four KPI cards summarize the current blocking situation:

The four KPI cards at the top of the Bloqueados tab

5.3.2 Block Types

Every blocked item is categorized by one of four block types:

5.3.3 Blocked Items Table

The main table shows each blocked item with the following columns:

5.3.4 Color-Coded Alert Levels

Rows in the blocked items table are color-coded based on how long the item has been blocked:

Items blocked for more than 15 days are a serious operational risk. They often correspond to clients who may miss statutory deadlines, resulting in penalties. Managers should review these items daily and escalate as needed.

5.3.5 Filters on Blocked Items

Use the filter controls to narrow the blocked items view:

The blocked items table with color-coded rows and filters

5.4 By Collaborator Tab (Por Colaborador)6452c20

The By Collaborator tab presents a card-based view of each team member's workload and performance. This view is designed for {role:manager} and {role:owner} roles to assess team capacity and identify team members who may need support.

5.4.1 Collaborator Cards

Each team member is represented by a card containing:

The Por Colaborador tab showing team member cards with traffic light indicators

5.4.2 Traffic Light Status

Each collaborator has a traffic light indicator that provides an at-a-glance assessment of their workload health:

A "Red" traffic light does not necessarily mean poor performance. It may indicate an overloaded team member who needs tasks redistributed. Use this as a management signal, not a performance judgment.

5.4.3 Sorting Options

Use the sort controls above the cards to reorder collaborators by:

5.5 KPIs Tab6452c20

The KPIs tab provides aggregate metrics and charts that give firm leadership a data-driven view of operational performance. This tab is most valuable for {role:owner} and {role:manager} roles.

5.5.1 Key Metrics

The top of the tab displays headline metrics:

5.5.2 Compliance Rate Over Time

A line chart shows the monthly compliance rate (percentage of declarations submitted before day 17) over a 6-month rolling window. This chart makes it easy to identify trends -- whether the firm's compliance discipline is improving, stable, or declining.

Line chart showing monthly compliance rate percentage over 6 months

5.5.3 Workload Distribution

A bar chart shows the distribution of clients and pending tasks across team members. Each bar represents a collaborator, with two data series:

• Clientes (Clients) -- Number of assigned clients
• Tareas (Tasks) -- Number of pending tasks

This chart helps identify workload imbalances. If one team member has significantly more pending tasks relative to their client count, they may need assistance.

Bar chart showing clients and tasks per collaborator

5.5.4 Block Reason Distribution

A pie chart breaks down the current blocked items by block type:

• Documentacion pendiente
• Esperando cliente
• Error en declaracion
• Revision pendiente

This chart helps leadership understand the systemic causes of bottlenecks and invest in the right solutions (e.g., if most blocks are "Waiting on client," the firm may need to improve its client communication processes).

Pie chart showing the distribution of block reasons

5.5.5 Monthly Compliance by Portfolio

A detailed table shows compliance metrics broken down by collaborator:

The monthly compliance by portfolio table with per-collaborator metrics

5.6 Pipeline Workflow Best Practices6452c20

For Accountants {role:accountant}

For Managers {role:manager}

For Owners and Partners {role:owner}

Next chapter: Chapter 6: Collections -- Learn how to track revenue, manage invoices, handle extra income, and configure partner distribution splits.

Chapter 6: Collections (Cobranza)6452c20

The Collections module manages all revenue-related operations for your accounting firm: invoicing clients, tracking payments, recording extra revenue streams, and distributing income among partners. This chapter covers each of the four tabs in detail and explains how the collections workflow integrates with the rest of CumpleAI.

6.1 Accessing the Collections Module6452c20

Navigate to Cobranza in the left sidebar. The module opens on the Cobranza General tab by default.

Selecting Cobranza in the sidebar

The Collections page contains four tabs:

Office Filter

All tabs share a global Office filter at the top of the page with three options:

6.2 Cobranza General Tab6452c20

The General Collections tab provides a high-level financial overview with KPIs, a 6-month revenue chart, a payment tracking table, and an extra revenue summary.

6.2.1 KPI Cards

Four KPI cards summarize the current month's financial position:

• Facturado shows "Total en facturas" as a subtitle
• Cobrado shows the collection rate percentage
• Pendiente shows the percentage still outstanding
• Tasa de cobro shows whether the rate is progressing well or needs attention

The four KPI cards at the top of the Cobranza General tab

6.2.2 Revenue Chart (6 Months)

Below the KPIs, a bar chart displays the Facturado vs Cobrado comparison over the last 6 months. Each month shows two bars:

• Navy bar -- Facturado (invoiced amount)
• Rose bar -- Cobrado (collected amount)

The gap between the two bars represents outstanding payments. A healthy firm should see the rose bars closely tracking the navy bars.

The 6-month revenue chart showing Facturado vs Cobrado bars

6.2.3 Payment Table

The payment table shows individual payment records for the current month. Each row contains:

Payment Status Filters

Above the payment table, a row of filter buttons lets you narrow by payment status:

The payment table with status filter buttons above it

6.2.4 Extra Revenue Summary

At the bottom of the Cobranza General tab, a summary card shows extra revenue for the current month -- income that comes from sources other than standard monthly accounting fees. This includes SIROC registrations, REPSE renewals, tax planning engagements, and other professional services. The summary aggregates these items and links to the dedicated Ingresos Extra tab for details.

6.3 Facturas Tab (Invoices)6452c20

The Facturas tab provides full invoice lifecycle management, from creation through collection.

6.3.1 Invoice Status Flow

Every invoice progresses through the following statuses:

Emitida --> Recibida --> Cobrada
                     \--> Pendiente --> Vencida

6.3.2 Invoice KPIs

At the top of the Facturas tab, three KPI cards summarize the invoice portfolio:

6.3.3 Invoice Filters

Two filter controls appear above the invoice table:

6.3.4 Invoice Table

The invoice table displays each invoice with the following columns:

The Facturas tab showing the invoice table with status badges

6.3.5 Creating a New Invoice

To create a new invoice:

The Nueva Factura modal dialog with all required fields

6.4 Ingresos Extra Tab (Extra Revenue)6452c20

The Extra Revenue tab tracks income from professional services beyond standard monthly accounting fees. These are typically one-time or periodic engagements that generate additional revenue for the firm.

6.4.1 Extra Revenue Categories

CumpleAI supports six categories of extra revenue:

6.4.2 Revenue Types

Each extra revenue item is classified as one of two types:

"850,000 x 3.5% = 29,750"

6.4.3 Extra Revenue Table

The table displays each extra revenue item with:

6.4.4 Category Filters

Use the category filter buttons above the table to narrow the view to a specific category (e.g., show only SIROC items or only Legal Services).

The Ingresos Extra tab showing revenue items with category filters

6.4.5 Creating a New Extra Revenue Item

6.5 Socios Tab (Partners)6452c20

The Partners tab manages how the firm's revenue is distributed among its partners. This is particularly important for firms with multiple partners who share income from certain revenue streams.

6.5.1 Partner Cards

At the top of the Socios tab, partner cards display each partner's key financial metrics:

The Socios tab showing partner cards with financial summaries

6.5.2 Revenue Scope

CumpleAI defines two revenue scopes that determine how income is distributed:

Standard monthly accounting fees are typically OFFICE_ONLY (each office keeps its own client revenue). Extra revenue from services like tax planning, legal work, or financial advisory is often SHARED_PARTNERS, as the entire firm benefits from these engagements regardless of which office originated them.

6.5.3 Partner Split Configuration

The split percentages define how SHARED_PARTNERS revenue is divided. In a typical three-partner firm, the split might be:

Split percentages must total exactly 100%. CumpleAI validates this when saving configuration changes. The last partner's percentage may include a fractional adjustment to ensure the total is precise (e.g., 33.34% instead of 33.33%).

6.5.4 Allocation Table

Below the partner cards, the allocation table shows each shared revenue item with its per-partner breakdown:

Example Allocation

For a tax planning engagement totaling $29,750 MXN with SHARED_PARTNERS scope:

The partner allocation table with per-partner splits for each revenue item

6.6 Understanding the Financial Flow6452c20

The following diagram illustrates how revenue flows through the Collections module:

Client Payment
    |
    v
Invoice (Facturas tab)
    |
    +--> Standard fee --> Payment record (Cobranza General)
    |                         |
    |                         +--> OFFICE_ONLY scope --> Office retains 100%
    |
    +--> Extra service --> Extra Revenue (Ingresos Extra)
                              |
                              +--> OFFICE_ONLY scope --> Office retains 100%
                              |
                              +--> SHARED_PARTNERS scope --> Partner Split (Socios)
                                                                |
                                                                +--> Partner A: X%
                                                                +--> Partner B: Y%
                                                                +--> Partner C: Z%

6.7 Collection Workflow Best Practices6452c20

Invoice Discipline

Payment Follow-Up

Extra Revenue Tracking

Partner Distribution

• Review partner splits quarterly to ensure they reflect current agreements.
• Use the allocation table to verify that per-partner amounts are correct before distributing payments.
• Keep OFFICE_ONLY and SHARED_PARTNERS scopes clearly defined in your firm's partnership agreement.

Next chapter: Chapter 7: Tickets -- Learn how to manage support tickets, track conversations, and handle auto-created tickets from compliance issues.

Chapter 7: Tickets6452c20

The Tickets module is CumpleAI's support ticket management system. It provides a centralized location for tracking all client issues, internal requests, and system-generated alerts. This chapter covers the ticket list view, ticket detail page, auto-created tickets, and the various filters and workflows available to your team.

7.1 Accessing the Tickets Module6452c20

Navigate to Tickets in the left sidebar. The module opens on the ticket list view with the KPI strip at the top.

Selecting Tickets in the sidebar

Role-Based Visibility

Different roles see different sets of tickets:

Accountants can only see tickets where they are the assigned team member. If a ticket needs to be visible to a different accountant, it must be reassigned by a manager or admin.

7.2 KPI Strip6452c20

At the top of the Tickets page, four KPI cards provide a snapshot of the current ticket landscape:

The four KPI cards at the top of the Tickets page

7.3 Filtering Tickets6452c20

Below the KPI strip, a comprehensive set of filters helps you find specific tickets quickly.

7.3.1 Status Filters

A row of filter buttons lets you narrow by ticket status:

7.3.2 Priority Filters

A second row of filter buttons narrows by priority:

7.3.3 Search

A search field allows free-text search across ticket subjects and client names. Type any part of a subject line or client name to filter the list in real time.

The status filters, priority filters, and search field on the Tickets page

7.4 Ticket Table6452c20

The main content area displays a table of tickets. Tickets are sorted by priority (Critical first, then High, Medium, Low) to ensure the most urgent items are always at the top.

7.4.1 Table Columns

7.4.2 Priority Color Coding

Ticket priority is indicated by a colored dot next to the priority label in the table:

7.4.3 Clicking a Ticket Row

Click any row in the ticket table to navigate to the Ticket Detail Page (see Section 7.7).

The ticket table showing columns for ID, subject, client, priority, category, assigned, status, updated, and comments

7.5 Ticket Categories6452c20

Every ticket is assigned one of six categories that help organize and route issues:

Categories help the system route tickets to the right team member. For example, compliance_issue tickets are typically assigned to the accountant managing that client, while system_issue tickets may go to the admin team.

7.6 Creating a New Ticket6452c20

Tickets can be created in three ways:

7.6.1 Manual Creation

7.6.2 Auto-Created from Compliance

When the Compliance module detects a negative opinion (SAT, IMSS, or INFONAVIT), it automatically creates a ticket with:

• Category: compliance_issue
• Priority: high or critical (depending on the severity)
• Subject: A descriptive title referencing the negative opinion
• Assigned to: The accountant responsible for that client
• Description: Details about which opinion was negative and the recommended remediation steps

These auto-created tickets appear in the ticket list alongside manually created tickets and follow the same workflow.

7.6.3 Client-Created via Portal

Clients can create tickets through the Client Portal (portal.cumpleai.com). These tickets appear in the Tickets module with the client's name and a category selected by the client. Portal-created tickets always start with status OPEN and are assigned to the client's primary accountant.

7.7 Ticket Detail Page6452c20

Clicking a ticket row navigates to the full Ticket Detail Page, which provides comprehensive information and interaction capabilities.

7.7.1 Navigation

At the top of the detail page, a "Volver a Tickets" (Back to Tickets) link with an arrow icon returns you to the ticket list.

7.7.2 Ticket Header

The header card displays:

The ticket detail page header showing ID, status, priority, and subject

7.7.3 Status Change

On the detail page, you can change the ticket's status using a dropdown:

7.7.4 Assigned Team Member

The sidebar of the detail page shows the assigned team member with their avatar initials. {role:manager} and {role:admin} can reassign tickets to different team members.

7.7.5 Conversation Thread

The main body of the detail page is the conversation thread. This is where all communication about the ticket takes place.

Each comment in the thread shows:

• Admin -- Dark primary background
• Contador (Accountant) -- Secondary background
• Cliente (Client) -- Interactive accent background
• Sistema (System) -- Muted background

The ticket conversation thread showing comments from different authors with role badges

7.7.6 Adding a Comment

To add a comment to the conversation:

7.7.7 @Mentions

The @mention system works as follows:

7.7.8 Attachments

Comments can include file attachments. Click the attachment button (paperclip icon) to add files to your comment. Supported formats include PDF, XML, images (PNG, JPG), and common document formats.

7.7.9 System Comments

Certain actions generate automatic system comments in the thread:

• Status changes -- "Status changed from OPEN to IN_PROGRESS"
• Reassignment -- "Ticket reassigned from Ana Patricia Reyes to Carlos Herrera"
• Priority changes -- "Priority changed from Medium to Critical"

System comments are displayed with a "Sistema" role badge to distinguish them from human comments.

7.8 Auto-Created Tickets from Compliance6452c20

When the Compliance module detects issues, it creates tickets automatically. Understanding these auto-created tickets helps you respond efficiently.

Trigger: Negative Compliance Opinion

When a client receives a negative opinion from SAT, IMSS, or INFONAVIT:

• Subject: "Opinion negativa [SAT/IMSS/INFONAVIT] - [Client Name]"

• Category: compliance_issue

• Priority: high or critical

• Assigned to: The accountant managing this client

Responding to Auto-Created Tickets

7.9 Pagination6452c20

The ticket table displays 15 tickets per page. When there are more than 15 tickets matching your current filters, pagination controls appear at the bottom of the table.

7.10 Ticket Lifecycle Summary6452c20

The complete lifecycle of a ticket from creation to closure:

Created (OPEN)
    |
    v
Acknowledged (IN_PROGRESS)
    |
    +--> Need client info --> WAITING_ON_CLIENT
    |                              |
    |                              +--> Client responds --> IN_PROGRESS
    |
    +--> Issue resolved --> RESOLVED
                              |
                              +--> Client confirms --> CLOSED
                              |
                              +--> Client disagrees --> IN_PROGRESS (reopen)

Status Transition Rules

While the table above shows the standard flow, CumpleAI does not strictly enforce these transitions. A manager can move a ticket from any status to any other status if the situation requires it. The standard flow is a guideline, not a hard constraint.

7.11 Best Practices6452c20

For Accountants {role:accountant}

For Managers {role:manager}

For Owners {role:owner}

Previous chapter: Chapter 6: Collections -- Revenue tracking, invoicing, and partner distribution.

WhatsApp6452c20

CumpleAI integrates with the WhatsApp Business API to provide a unified communication channel between your accounting firm and its clients. From the WhatsApp page, your team can manage conversations, leverage an AI-powered bot for automated responses, send template messages, monitor employee notifications, and review messaging metrics -- all without leaving the CRM.

Access and Permissions6452c20

The WhatsApp page is available to the following roles:

Page Layout6452c20

The WhatsApp page is organized into five tabs, accessible via the tab bar at the top of the page:

Above the tabs, a KPI bar displays four summary metrics:

• Total Conversaciones -- Number of active conversations
• Mensajes sin Leer -- Unread incoming messages awaiting attention
• Plantillas Enviadas Hoy -- Template messages dispatched today
• Tasa de Respuesta -- Percentage of client messages that received a reply

The KPI summary bar showing conversation and messaging metrics

Conversations Tab6452c20

The Conversations tab is the core messaging interface. It follows a split-pane layout familiar to anyone who has used a messaging application: a conversation list on the left and a message thread on the right.

Conversation List

The left panel displays all active conversations with clients. Each conversation entry shows:

• Client initials -- A circular avatar with the client's name initials
• Client name -- The full name of the client contact
• Last message preview -- A truncated preview of the most recent message
• Timestamp -- When the last message was sent or received (shows time for today, "Ayer" for yesterday, day of week for the last 7 days, or a date)
• Unread badge -- A numbered badge indicating unread messages, displayed only when there are unread messages

The conversation list is sorted by the most recent activity, with the newest conversations at the top.

Searching Conversations

At the top of the conversation list, a search field allows you to filter conversations by client name. As you type, the list narrows to show only conversations matching your search text.

Message Thread

When you select a conversation from the list, the right panel displays the full message thread. The thread header shows the client's name and phone number.

Each message bubble includes:

• Message text -- The content of the message
• Sender name -- Displayed above the message for incoming messages
• Timestamp -- The time the message was sent
• Delivery status (outgoing messages only) -- An icon indicating the current delivery state

Message Types

Messages can be one of four types, each displayed with distinct visual styling:

Delivery Status Icons

Outgoing messages display delivery receipts as small icons next to the timestamp:

A "Failed" status typically indicates the client's phone number is invalid, the WhatsApp Business API quota has been exceeded, or the client has blocked the business number. Check the Configuration page for API status details.

Sending Messages

At the bottom of the message thread, you will find the message composer. To send a message:

The composer also provides buttons for:

• Attachment (paperclip icon) -- Attach a file to the message
• Template (template icon) -- Open the template selector to send a pre-approved template

Sending a Template Message

Template messages are pre-approved by WhatsApp and can be sent proactively to clients even outside the 24-hour messaging window. Each template belongs to a category and may include variable placeholders.

The available template categories are:

Starting a New Conversation

You can initiate a new WhatsApp conversation from a client's profile page.

Mobile View

On mobile devices, the conversation list and message thread are displayed in a stacked layout rather than side-by-side. Tap a conversation to view its messages, and use the back arrow button at the top to return to the conversation list.

Bot AI Tab6452c20

The Bot AI tab displays the activity log of CumpleAI's intelligent WhatsApp bot. The bot automatically responds to common client inquiries, reducing the workload on your team while providing instant answers to clients.

How the Bot Works

When a client sends a message to your firm's WhatsApp number, the AI bot analyzes the content and attempts to provide an immediate response. The bot can handle the following types of inquiries:

• Case status inquiries -- "What is the status of my January declaration?"
• Pending document questions -- "Have you received my bank statements?"
• Deadline inquiries -- "When is my next fee payment due?"
• Document requirements -- "What documents do I need for the annual declaration?"
• General questions -- "What are your office hours?"

When the bot cannot confidently answer a question, or when the client explicitly requests to speak with a human, the conversation is escalated to a human agent.

Bot Conversation Log

The Bot AI tab shows a table of recent bot interactions with the following columns:

Resolution Statuses

Each bot conversation has one of two resolution statuses:

• Resuelta por Bot (Resolved by Bot) -- The bot successfully answered the client's question with no human intervention required
• Escalada a Agente (Escalated to Agent) -- The bot determined that human assistance was needed and routed the conversation to an available team member

Voice Message Transcription

The Bot AI tab also includes a Voice Messages section. When clients send voice messages (audio notes) via WhatsApp, the system automatically:

Each voice message entry shows:

Voice message transcription supports Spanish language audio. The system handles various accents common in Mexico. Transcription accuracy may vary with background noise or very fast speech.

Templates Tab6452c20

The Templates tab provides a management interface for your WhatsApp message templates. Templates must be approved by WhatsApp before they can be sent to clients. This tab lets you view, organize, and monitor the approval status of all your templates.

Template List

Each template card displays:

• Template name -- A descriptive identifier (e.g., "Solicitud de Documento")
• Category -- The functional category of the template
• Approval status -- Current WhatsApp approval state
• Message body -- The template text with variable placeholders
• Quick replies -- Pre-defined response buttons that appear to the client
• Last updated -- Date of the most recent modification
• Usage count -- How many times the template has been sent

Template Categories

Templates are organized into five categories:

Approval Statuses

Each template has an approval status from WhatsApp:

Templates with "Rejected" status cannot be sent. You must modify the template content and resubmit for approval. Common rejection reasons include promotional language, missing opt-out options, or non-compliant variable usage.

Template Variables

Templates use double-brace placeholders for dynamic content. Common variables include:

Employee Notifications Tab6452c20

The Employee Notifications tab tracks internal WhatsApp notifications sent to your team members. These are automated alerts that keep accountants and managers informed about events requiring their attention.

Notification List

Each notification entry includes:

Notification Types

The system generates eight types of employee notifications:

Delivery Statuses

Each notification displays its delivery outcome:

Notifications with "Failed" delivery status mean the employee did not receive the alert. This could lead to missed deadlines. If you see failed notifications, verify the employee's WhatsApp number in Configuration > Team and ensure they have WhatsApp active on their device.

Metrics Tab6452c20

The Metrics tab provides visual analytics about your firm's WhatsApp messaging activity. All charts are interactive and responsive, adapting to both desktop and mobile screen sizes.

Daily Message Volume

A line chart displaying message volume over the last 30 days with two data series:

• Enviados (Sent) -- Outgoing messages from your firm
• Recibidos (Received) -- Incoming messages from clients

This chart helps you identify communication patterns, peak activity days, and trends over time. Weekends typically show lower volumes.

Line chart showing sent and received WhatsApp messages over 30 days

Message Type Distribution

A pie chart breaking down total messages by sender category:

Template Usage by Category

A bar chart showing how frequently each template category is used:

• Documentos -- Document request templates
• Recordatorios -- Reminder and deadline templates
• Estado Caso -- Case status update templates
• Confirmaciones -- Receipt and onboarding confirmation templates
• Encuestas -- Client satisfaction survey templates

This chart helps you understand which template types are most valuable to your operations and identify opportunities to create new templates for underserved categories.

Best Practices6452c20

Responding to Clients

• Aim to respond to client messages within the 24-hour WhatsApp messaging window. After 24 hours, only approved template messages can be sent.
• Use template messages for proactive outreach (reminders, confirmations) and free-form text for conversational replies.

Managing the Bot

• Review the Bot AI tab regularly to check escalation patterns. If the bot is frequently escalating similar questions, consider creating a knowledge base entry or a new template to handle those inquiries automatically.
• Voice message transcriptions should be reviewed for accuracy, especially when they result in auto-created tickets.

Template Strategy

• Keep templates focused and concise. WhatsApp may reject overly long or promotional templates.
• Include quick reply buttons to make it easy for clients to respond with a single tap.
• Monitor template usage counts to retire underperforming templates and invest in high-usage ones.

Notification Monitoring

• Check the Employee Notifications tab daily to ensure all critical alerts (escalations, 1-day warnings) are being delivered successfully.
• If delivery failures spike, contact the system administrator to verify the WhatsApp Business API connection status.

Related Chapters6452c20

• Chapter 03: Clients -- Starting conversations from client profiles
• Chapter 06: Tickets -- Tickets created from voice message transcriptions
• Chapter 09: Reports -- Organization-wide analytics including communication metrics
• Chapter 11: Configuration -- WhatsApp API settings and template management

Reports (Reportes y Analitica)6452c20

The Reports page provides comprehensive analytics across three dimensions -- Revenue, Compliance, and Clients. It aggregates data from across the platform into interactive charts and tables, giving your firm a data-driven view of financial performance, regulatory compliance rates, and client portfolio health. All report data is fetched live from the API, ensuring the numbers reflect the current state of your organization.

Access and Permissions6452c20

All roles have access to the Reports page, though the data scope varies:

Page Header Controls6452c20

The top of the Reports page features two groups of controls: the period selector and the export options.

Period Selector

A segmented button group lets you choose the time range for all charts and tables on the page:

Export Options

Three export actions are available to the right of the period selector:

The Programar Reporte (Schedule Report) button is hidden for {role:viewer} users, as read-only roles cannot create scheduled tasks.

Scheduling a Recurring Report

When a report export or schedule action succeeds, a toast notification appears in the top-right corner of the screen showing the file name (e.g., "compliance_febrero_2026.csv") and disappears after 3 seconds.

Revenue Analytics (Analitica de Ingresos)6452c20

The first analytics section focuses on your firm's financial performance. It is headed by a navy icon with a trending-up arrow and the title "Analitica de Ingresos". A small download button in the top-right corner of this section allows you to export just the revenue data.

Cumulative Revenue Area Chart

The left chart in this section displays Ingresos Acumulados (Cumulative Revenue) as a dual-area chart covering 6 months:

• Ingresos acumulados (Cumulative Invoiced) -- A navy-colored area showing the total amount invoiced over time
• Cobrado acumulado (Cumulative Collected) -- A rose-colored area showing the total amount actually collected

The gap between these two areas represents outstanding receivables. If the lines are close together, your collection rate is healthy. A widening gap signals growing unpaid invoices.

Chart features:

• X-axis: Month labels (e.g., "Sep 2025", "Oct 2025", ... "Feb 2026")
• Y-axis: Monetary values in millions (formatted as "1.5M", "2.0M", etc.)
• Tooltip: Hover over any point to see the exact MXN amount
• Legend: Identifies the two data series

Area chart showing cumulative invoiced vs collected revenue over 6 months

Collection by Office (Cobro por Oficina)

The right chart in the revenue section is a stacked bar chart comparing collections across your firm's offices (departments). For a typical firm, this shows:

• Guadalajara -- Collections from the Guadalajara office
• Penasco -- Collections from the Penasco office

Each bar represents one month, with the segments stacked to show each office's contribution to total collections.

Chart features:

• X-axis: Month labels
• Y-axis: MXN amounts formatted as currency
• Tooltip: Hover to see individual office amounts per month
• Legend: Color-coded by office

Top 10 Clients by Revenue

Below the charts, a data table ranks the top 10 revenue-generating clients:

• High collection rate (>90%) indicates a reliable payer
• Low collection rate (<70%) signals collection issues that may require follow-up

Compliance Analytics (Analitica de Cumplimiento)6452c20

The second analytics section focuses on regulatory compliance performance. It is headed by a shield icon and titled "Analitica de Cumplimiento".

Compliance Rate Trend

A line chart tracking the overall compliance rate across the selected period. Each data point represents one month's compliance percentage, calculated as:

Compliance Rate = (Completed + Submitted + Accepted tasks) / Total tasks x 100

This chart helps you identify trends -- whether compliance performance is improving, stable, or declining. A downward trend may indicate staffing issues, increased client load, or systemic delays.

Chart features:

• X-axis: Month labels
• Y-axis: Percentage (0-100%)
• Single data line with data points
• Tooltip: Exact percentage per month

Task Distribution (Donut Chart)

A donut chart breaking down the current period's compliance tasks by status:

Compliance by Accountant

A horizontal bar chart showing each accountant's compliance rate. This chart is derived from compliance tasks grouped by the assigned employee:

• Each bar represents one accountant (shown by first and last name)
• The bar length represents their compliance rate percentage
• Accountants are listed in descending order of performance

This chart is particularly useful for {role:manager} and {role:owner} roles to:

• Identify top-performing accountants
• Spot team members who may need additional support or training
• Balance workloads if one accountant is consistently underperforming

Client Analytics (Analitica de Clientes)6452c20

The third analytics section focuses on your client portfolio composition and growth. It is headed by a users icon and titled "Analitica de Clientes".

Clients by Fiscal Regime

A pie chart showing the distribution of clients across Mexican fiscal regimes:

Chart features:

• Color-coded segments using the CumpleAI design palette (navy, rose, slate tones)
• Tooltip: Hover over any segment to see the exact count and regime name
• Legend: Labels for each regime

Clients by Status

A bar chart categorizing clients by their current account status:

New Clients Per Month

A bar chart showing client acquisition over the past 6 months. Each bar represents the number of new clients onboarded in that month.

This chart helps track growth trends and seasonal patterns. For Mexican accounting firms, new client acquisition often peaks ahead of major filing seasons (annual declarations in March-April).

Bar chart showing monthly new client acquisition over 6 months

Chart Interactions6452c20

All charts on the Reports page share common interactive features:

Tooltips

Hover over any data point, bar, or pie segment to see a tooltip with precise values. Tooltips display monetary amounts formatted as Mexican Pesos (MXN) and percentages where applicable.

Responsive Layout

Charts automatically adapt to your screen size:

Section Export

Each analytics section (Revenue, Compliance, Clients) has a dedicated download button in its header. Clicking this button exports just that section's data as a CSV file. The toast notification confirms the export with the generated file name.

Loading State6452c20

When the Reports page first loads, it fetches data from multiple API endpoints simultaneously (dashboard, compliance tasks, payments, clients, employees, and specialized report endpoints). During this time, a loading spinner is displayed with the text "Cargando datos de reportes..." (Loading report data...).

The page will display charts and tables progressively as data becomes available.

Use Cases by Role6452c20

For Owners and Partners

• Review cumulative revenue vs. collections to monitor cash flow health
• Use the Top 10 clients table to identify your most valuable accounts
• Track new client acquisition trends to evaluate business development efforts
• Schedule weekly PDF reports for board meetings or partner reviews

For Managers

• Compare compliance rates across accountants to identify performance gaps
• Monitor task distribution to ensure no single status category dominates
• Check collection by office to compare departmental performance
• Export CSV data for detailed analysis in spreadsheet tools

For Accountants

• Review your personal compliance rate over time
• Check which of your assigned clients appear in the Top 10 revenue table
• Monitor client status distribution for your portfolio

For Payroll Specialists

• Track compliance rates for payroll-related obligations (IMSS, INFONAVIT)
• Review task distribution to manage monthly payroll deadlines

Related Chapters6452c20

• Chapter 02: Dashboard -- Role-specific KPIs and summary charts
• Chapter 05: Compliance -- Detailed compliance task management
• Chapter 07: Collections -- Payment tracking and collection management
• Chapter 10: Team -- Employee performance metrics

Team (Equipo)6452c20

The Team page is the central hub for managing your firm's employees, monitoring their activity and performance, reviewing login sessions, understanding the role-based permission system, and auditing all actions taken within the platform. It combines people management with operational oversight, giving managers and owners the visibility needed to keep the firm running efficiently.

Access and Permissions6452c20

The Team page is available to management-level roles only:

Page Structure6452c20

The Team page opens with a KPI strip summarizing real-time team status, followed by a tab navigation bar providing access to five distinct views:

KPI Strip6452c20

Four summary cards are displayed at the top of the page:

Team Tab (Equipo)6452c20

The Team tab displays employee cards in a responsive grid layout (1 column on mobile, 2 columns on tablet, 3 columns on desktop). Each card provides a comprehensive snapshot of an employee's status and performance.

Employee Card Anatomy

Each employee card contains the following elements:

Header area:

• Avatar circle -- Displays the employee's initials. Partners/Owners use the accent color (dusty rose); all other roles use the primary navy color.
• Status indicator -- A small colored dot on the avatar showing online status:

• Dark (navy) dot: Online

• Accent (rose) dot: Away

• Muted (gray) dot: Offline
• Employee name -- Full name with truncation for long names
• Traffic light indicator -- A colored dot with label next to the name (described below)
• Role -- The employee's role displayed in the accent color

Contact information:

• Office location (MapPin icon)
• Email address (Mail icon)
• Phone number (Phone icon)

Activity summary:

• Last login timestamp
• Hours worked today and this week

Workload metrics:

• Clients count -- Number of active clients assigned
• Tasks count -- Number of pending compliance tasks
• Tickets count -- Number of open tickets

Compliance progress:

• A labeled progress bar showing the employee's overall compliance rate as a percentage
• The bar color changes based on performance level

Traffic Light Performance Indicators

Each employee card includes a traffic light indicator that provides an at-a-glance assessment of their performance:

An "Atencion" (attention needed) traffic light does not necessarily mean the employee is underperforming -- it could indicate they have been assigned too many clients, are dealing with unresponsive clients, or have inherited a backlog. Use this indicator as a starting point for conversation, not as a judgment.

Employee Card Actions

Each card includes action buttons in the top-right corner:

• View (eye icon) -- Opens a detail modal showing the employee's session history
• Edit (pencil icon) -- Opens an edit form for updating the employee's profile information

Editing an Employee

Activity Tab (Actividad)6452c20

The Activity tab displays a bar chart visualizing each employee's workload across two dimensions:

• Tasks -- Number of compliance tasks assigned to the employee
• Clients -- Number of active clients in their portfolio

The chart shows employees by their short name (first name + last initial) on the X-axis, with dual bars for tasks and clients.

Chart features:

• Height: 300px on desktop, 220px on mobile
• Color coding: Navy for tasks, rose for clients
• Tooltip: Hover to see exact counts
• Legend: Identifies the two data series

This view is essential for workload balancing. If one employee has significantly more tasks or clients than others, it may be time to redistribute assignments.

Bar chart comparing tasks and clients per employee

Interpreting the Activity Chart

• Equal distribution -- Tasks and clients are spread evenly across team members, indicating good workload management
• One employee overloaded -- A single tall bar suggests that employee may need help or client reassignment
• High tasks, low clients -- The employee has complex clients requiring many compliance tasks per client
• Low tasks, high clients -- The employee has many simple clients (possibly RESICO regime) with fewer obligations each

Sessions Tab (Sesiones)6452c20

The Sessions tab provides a detailed view of each employee's login history and time spent in the system. This information is useful for compliance auditing, billing verification, and ensuring adequate system usage.

Session Table

For each employee, you can expand their session history to see a table with the following columns:

Time Tracking Summary

Each employee entry in the Sessions tab also shows aggregate time metrics:

• Hours today -- Time spent in the system today
• Hours this week -- Cumulative time for the current week
• Hours this month -- Cumulative time for the current month

Roles and Permissions Tab (Roles y Permisos)6452c20

The Roles and Permissions tab provides a visual reference for CumpleAI's role-based access control (RBAC) system. This is a read-only reference view -- role definitions are built into the system and cannot be modified from this tab.

Role Definitions

The top section lists all seven system roles with their details:

Permission Matrix

Below the role definitions, a permission matrix table shows the access level for each role across eight resource areas:

This permission matrix is enforced at both the API level and the UI level. Even if a user were to manually navigate to a restricted URL, the API would deny the request.

Audit Log Tab (Registro de Auditoria)6452c20

The Audit Log tab provides a chronological record of all significant actions performed within your organization. This is a critical compliance and governance tool that answers the question: "Who did what, and when?"

Audit Entry Fields

Each audit log entry contains the following information:

Action Types

The following action types are tracked in the audit log:

Filtering the Audit Log

Three filter dropdowns allow you to narrow the audit log:

Filters can be combined. For example, you can filter for all "document.uploaded" actions by "Carlos Herrera" to see every document that employee uploaded.

Expanding Audit Details

Each audit entry can be expanded to show the before/after state comparison:

Audit Log Use Cases

• Security review -- Check for logins from unexpected IP addresses or unusual times
• Change tracking -- Verify who changed a client's fiscal regime or status
• Compliance auditing -- Demonstrate to external auditors that all compliance status changes are recorded with timestamps and user attribution
• Dispute resolution -- Confirm when a payment was registered and by whom
• Training verification -- Ensure new employees are performing expected actions in the system

Inviting New Team Members6452c20

To add a new employee to your organization:

Department Management6452c20

Employees are organized by department (office), such as "Guadalajara" or "Penasco". Departments serve as organizational boundaries for scoped access:

• Managers scoped to a department will only see employees and clients within that department
• Accountants belong to a department but their scope is limited to individually assigned clients

To manage departments (create, rename, or deactivate offices), go to Configuration > General where the organization's office list can be updated.

Hierarchy

The organizational hierarchy within CumpleAI follows a three-tier structure:

Director / Socio (Owner)
  |
  +-- Gerente Contable (Manager)
        |
        +-- Contador (Accountant)
        +-- Especialista Nomina (Payroll)

• Owners and Admins have visibility across all departments
• Managers oversee their assigned department's employees
• Accountants and Payroll specialists focus on their individually assigned client portfolios

Related Chapters6452c20

• Chapter 00: Overview -- Role definitions and the full access matrix
• Chapter 09: Reports -- Compliance by accountant analytics
• Chapter 11: Configuration -- Team management in the Configuration page
• Chapter 12: Admin -- Advanced user management and system administration

Configuration (Configuracion)6452c20

The Configuration page is the central settings hub for your CumpleAI organization. It provides nine distinct sections covering everything from basic organization profile data to advanced automation rules, email templates, security settings, and third-party integrations. A sticky navigation bar at the top of the page allows quick access to any section.

Access and Permissions6452c20

Section Navigation6452c20

At the top of the page, a sticky horizontal navigation bar provides quick-jump links to each of the nine configuration sections. The navigation bar remains visible as you scroll, so you can switch between sections at any time.

The nine sections are:

1. General Settings6452c20

The General section displays your organization's core profile information. This data is read from your organization's record in the system.

Organization Profile Fields

Office locations appear as rounded badge chips (e.g., "Guadalajara", "Penasco"). If your organization has multiple offices, all are shown side by side.

2. WhatsApp Settings6452c20

The WhatsApp section manages your WhatsApp Business API connection. This is where you configure and monitor the technical integration that powers the WhatsApp messaging features described in Chapter 08: WhatsApp.

Connection Status Dashboard

The section displays a set of status cards showing:

API Configuration

Below the status cards, two technical fields are displayed:

Testing the Connection

3. Team (Equipo)6452c20

The Team section within Configuration provides an employee table view -- a more compact alternative to the card-based view on the Team page.

Employee Table

The table displays the following columns:

Invite User Button

At the top of the team section, the Invitar Usuario (Invite User) button opens the employee invitation flow:

4. Billing (Facturacion)6452c20

The Billing section shows your current subscription plan and payment information.

Plan Information

To upgrade your plan, increase your client limit, or update your payment method, contact CumpleAI billing support. Plan changes take effect at the start of the next billing cycle.

Usage Indicators

The billing section also shows current usage against your plan limits:

• Clients Used / Limit -- How many of your allocated client slots are occupied
• Storage Used -- Document storage consumption

5. Integrations (Integraciones)6452c20

The Integrations section displays connected third-party services. Each integration is shown as a card with:

Available Integrations

6. Notifications (Notificaciones)6452c20

The Notifications section lets you control which types of alerts your organization receives. Each notification preference is represented as a toggle switch with a label and description.

Notification Preferences

Toggling Notifications

7. Email Templates (Emails)6452c20

The Email Templates section manages the automated email messages sent by CumpleAI. Six pre-configured templates cover the most common communication scenarios, and each can be customized to match your firm's tone and branding.

Template List

Editing a Template

Template Variables

Email templates support dynamic placeholders that are replaced with actual data at send time:

Email History

Below the template list, an Email History table shows a log of all emails sent by the system:

Email Delivery Statuses

Emails with "Bounced" status indicate a delivery failure. Common causes include invalid email addresses, full mailboxes, or spam filters. Update the client's email address and consider re-sending the notification manually.

8. Automations (Automatizaciones)6452c20

The Automations section manages the 10 automated workflow rules that CumpleAI executes on your behalf. These automations handle routine notifications, reminders, and system checks without manual intervention.

Automation Rules List

Each automation rule is displayed as a card showing:

Available Automations

The following table lists all 10 default automation rules:

Channel Indicators

Each automation shows its communication channel as a colored badge:

Enabling and Disabling Automations

Automation Details

• Event-driven automations fire when a specific condition is met (e.g., a deadline is 7 days away). They check conditions continuously and trigger messages as needed.
• Scheduled automations run at fixed intervals (daily, weekly, monthly) regardless of specific events.
• The onboarding follow-up (#9) is disabled by default and can be activated when you want automated reminders for clients in the onboarding stage.

9. Security (Seguridad)6452c20

The Security section displays your organization's security configuration and authentication settings.

Authentication

Encryption

Backup Configuration

Active Sessions

The security section shows:

• Active Sessions Count -- Number of currently active user sessions across all employees
• Session Timeout -- How long a session remains valid without activity (configurable)

Security Best Practices

• Enable MFA for all Owner and Admin accounts
• Regularly review the Audit Log for unusual login patterns
• Verify that all team members' email addresses are current
• Monitor the active sessions count for unexpected spikes

Related Chapters6452c20

• Chapter 08: WhatsApp -- Using the WhatsApp features configured here
• Chapter 10: Team -- The full Team management page with employee cards and audit log
• Chapter 12: Admin -- Advanced administration including feature flags and system health

Admin Panel (Panel de Administracion)6452c20

The Admin Panel is the operational command center for your CumpleAI organization. While the Configuration page handles settings and preferences, the Admin Panel focuses on real-time system health monitoring, automation execution tracking, incident management, and the client lifecycle pipeline. It is designed for technical administrators and firm owners who need visibility into the platform's operational status.

Access and Permissions6452c20

The Admin Panel has the most restricted access of any page in CumpleAI:

KPI Dashboard6452c20

The Admin Panel opens with a four-card KPI strip providing an at-a-glance view of system status:

• Jobs Today shows the count of automation jobs that have run in the current day
• Incidents (7 days) shows the count of failed jobs in the last week
• System Health is calculated as the success rate: (total jobs - failed jobs) / total jobs x 100

When the API is unavailable, the panel falls back to static default values for demonstration purposes.

Automation Monitor6452c20

The Automation Monitor section provides a detailed view of every automation rule's execution status. Unlike the Configuration page (which shows automation scheduling rules), this view focuses on actual execution history and real-time status.

Automation Table

Each automation entry displays:

Execution Statuses

Each automation displays one of four execution statuses:

Default Automations

The Admin Panel tracks 13 automations covering the full operational pipeline:

Toggling Automations

API Integration

When the CumpleAI API is available, the Automation Monitor fetches real data from the useAdminAutomations() hook. Worker job logs are mapped to the display format, showing actual execution times and durations. When the API is unavailable, the panel displays the default static data to ensure the interface remains functional for demonstration and development purposes.

Incident Tracker6452c20

The Incident Tracker section displays operational incidents that require attention. Incidents are problems or anomalies detected in the system's services.

Incident Fields

Each incident entry contains:

Severity Levels

Incidents are classified into four severity levels:

Example Incidents

The following are typical incidents you might encounter:

Incident Statuses

When the API is available, incidents are derived from failed worker job logs. The system automatically creates incident entries when jobs fail, mapping the job name to the service and extracting error messages from the job's error log.

System Health Dashboard6452c20

The System Health section provides real-time monitoring of all CumpleAI microservices. This is the go-to section when you suspect system issues or want to verify that everything is operating normally.

Service Status Table

Each service is displayed with comprehensive health metrics:

Service Status Indicators

Monitored Services

System Metrics Chart

Below the service table, a system metrics chart displays 24-hour performance data as a multi-line area chart:

• CPU -- Aggregate CPU usage across all services
• Memory -- Aggregate memory usage
• Latency (Latencia) -- Average response latency in milliseconds

The X-axis shows time in 2-hour intervals (00:00 through 22:00). This chart helps identify patterns:

• Morning spike (08:00-10:00): Normal. Users logging in and starting their workday.
• Afternoon peak (14:00-16:00): Expected during heavy compliance task processing.
• Overnight dip (00:00-06:00): Normal. Minimal usage except for scheduled backup jobs.

Area chart showing 24-hour CPU, memory, and latency trends

Interpreting Health Data

Use the following guidelines to assess system health:

If a service shows "Caido" (Down) status, check the Incident Tracker for related incidents. If no incident is listed, the health check may have temporarily failed. Wait for the next check cycle (typically 1-3 minutes) and refresh the page.

Client Lifecycle Pipeline6452c20

The Admin Panel includes a pipeline state machine view showing the distribution of clients across lifecycle stages:

User Management6452c20

From the Admin Panel, Owners and Admins can perform advanced user management operations that go beyond the basic team management available on the Team page:

Adding and Editing Users

Role Changes

When changing a user's role, the following effects take place immediately:

• The user's sidebar navigation updates to reflect their new access level
• API-level permissions are enforced on their next request
• Any role-scoped data filters are updated (e.g., changing from Manager to Accountant restricts visibility to assigned clients only)

Password Reset

Administrators can trigger a password reset for any team member:

Feature Flags6452c20

CumpleAI supports feature flags that can enable or disable specific functionality for your organization. Feature flags are managed at the organization level and affect all users within the organization.

Common feature flags include:

Audit Log Access6452c20

The Admin Panel provides access to the organization-wide audit log, which is also available on the Team page. From the Admin Panel, the audit log includes additional system-level events:

• Automation execution logs (start, complete, fail)
• System health check results
• Feature flag changes
• Billing events (plan changes, payment failures)
• API rate limit events

For detailed information about the audit log's fields, filtering, and expanding entries, see Chapter 10: Team -- Audit Log.

Trial Enforcement6452c20

For organizations on a trial plan, the Admin Panel displays trial-related information:

• Users can still log in and view data
• Create, update, and delete operations are disabled
• A banner prompts the organization to upgrade to a paid plan

User Impersonation6452c20

For support purposes, the Admin Panel includes a user impersonation feature that allows Owners and Admins to view the system as another user would see it.

Best Practices6452c20

Daily Monitoring

• Check the KPI strip each morning for any open incidents
• Review the Automation Monitor for any "Failed" statuses
• Glance at the System Health table to confirm all services are "Operativo"

Weekly Review

• Review the system metrics chart for performance trends
• Check the incident tracker for any recurring patterns
• Verify that the nightly backup automation is consistently completing

Monthly Tasks

• Review the client lifecycle pipeline for bottlenecks
• Audit user roles and deactivate any former employees
• Check billing status and plan usage against limits

Related Chapters6452c20

• Chapter 10: Team -- Employee management, audit log, and RBAC reference
• Chapter 11: Configuration -- Organization settings, automation scheduling rules, and security settings
• Chapter 08: WhatsApp -- WhatsApp messaging features monitored by the Admin Panel

Role Playbooks (Web CRM)6ea1b5e

This chapter provides operational playbooks by role.

Owner Playbook6ea1b5e

Daily sequence

Weekly sequence

Admin Playbook6ea1b5e

Process: Create a new user

Process: First-day user verification

Manager Playbook6ea1b5e

Daily sequence

Weekly sequence

Accountant Playbook6ea1b5e

Daily sequence

End-of-day checklist

• No unreviewed urgent deadlines.
• All client-facing blockers documented.
• Ticket comments updated for handoff.

Payroll Playbook6ea1b5e

Daily sequence

Viewer Playbook6ea1b5e

Daily sequence

Cross-Role Process: First Login for a New Team Member6ea1b5e

Escalation Matrix6ea1b5e