🎙️ Session: 10 15:28 CDT - Notes by Gemini

Meeting Notes Analysis: Technical Workflow Review and Commission Structure Planning

Executive Summary

The meeting on June 10, 2026, focused on a comprehensive review of technical workflows, strategic planning for a new commission structure, and the development of a robust financial data cleanup strategy. Key outcomes include the decision to implement separate ‘Earnings’ and ‘Payouts’ custom objects within HubSpot for precise commission tracking and the establishment of a critical data synchronization rule to resolve HubSpot-to-QuickBooks integration failures by ensuring consistent company naming. Persistent challenges with data synchronization due to incomplete and duplicate company data necessitate a proactive data auditing approach, with automated scripts planned for systemic inconsistency resolution. Action items emphasize immediate data cleanup, clarification of portal triggers, QuickBooks access, and further development of scheduling and reporting tools.

Key Architectural Frameworks & Core Principles

• CLI-Driven Development & “Files as Artifacts”: Leveraging command-line interfaces (specifically Anti-Gravity CLI for HubSpot) to manage workflows, custom objects, and tasks, treating configuration files as artifacts for improved versioning, commenting, and planning within the terminal.
• Separation of Financial Concerns: Implementing distinct Earnings and Payouts custom objects to accurately segregate and track commissionable events (what was earned) from actual payment processing and schedules (when funds are disbursed), akin to financial platforms.
• Data Integrity First & Automation: Prioritizing systemic data integrity through comprehensive auditing to identify redundant properties and duplicate entries, followed by the development of automated scripts (using AGUI) to resolve inconsistencies, thereby reducing manual intervention and ensuring future stability.
• Standardized Data for Integration: Establishing a core principle that critical integration fields (e.g., contact company names) must be standardized and consistently mapped across platforms (HubSpot to QuickBooks) to prevent synchronization failures.
• Phased & Deliberate Implementation: Approaching complex projects (e.g., Conscious Leadership Group account setup) with caution, using CLI tools to manage changes incrementally and avoid disrupting existing setups.

Flight Plan (Action Items)

Kevin Dockman

• Clarify portal triggers for client portal requirements.
• Provide full QuickBooks account access.
• Review the property cleanup spreadsheet.
• Send calendar invites for all unscheduled meetings.
• Create automations to synchronize contact company names with associated primary company names in HubSpot.
• Collect additional client portal data (by tomorrow).
• Check the bank account to verify receipt of outstanding customer payments (Dog Wizard, CLG, reimbursement).

Brenn Almario

• Research and identify duplicate usage between organization and company names within the HubSpot account.
• Validate that contact company names match primary company names in HubSpot following synchronization automation.
• Assign current tasks to oneself and update the owner to Brenn Almario on the shared task board.
• Add the missing owner field to the preview gear settings for improved visibility.
• Prepare the Calendly scheduling template for approval.
• Log in as each coach to generate their individual scheduling links once approval is granted.
• Identify duplicate properties and “trash” data within the HubSpot account, then document them in a project plan for cleanup.
• Research the Conscious Leadership Group HubSpot account to improve data quality, focusing on correct “Company Name” associations for contacts with deals.
• Create a new scheduler link.
• Utilize AI and available tools to audit the account, specifically focusing on identifying excessive custom properties and duplicate entries, to present a proactive cleanup plan to the client.

Key Structural Sections of Discussion

Remote Work Environment and Development Tools

Kevin Dockman and Brenn Almario discussed their remote work setups and development tools. Kevin highlighted the use of the Anti-Gravity tool, specifically its command-line interface (CLI) for HubSpot, to efficiently manage workflows, custom objects, and task lists. This approach allows them to treat files as artifacts, facilitating easier commenting and planning directly within the terminal.

Conscious Leadership Group Project Concerns

Brenn Almario expressed reservations about starting work on the Conscious Leadership Group account due to its perceived large scale and complexity. Kevin Dockman reassured Brenn, emphasizing a careful approach and the intention to use the HubSpot CLI to manage custom objects and task lists without disrupting the existing setup.

Commission Structure Overview

The discussion moved to the Revenue and Commission structure for the Conscious Leadership Group. Kevin Dockman noted the current system lacks a dedicated custom object for various commission types (lead-based, closing-based, work-based), each with specific rules and constraints, underscoring the need for a robust tracking system.

Implementation of Earnings and Payout Objects

Kevin Dockman proposed creating two distinct custom objects: “Earnings” and “Payouts.” Every commissionable event will generate an “Earnings” record, while “Payouts” will be calculated based on actual payments and specific schedules, similar to platforms like Quotopath. This distinction is crucial for separating what was earned from when funds are processed.

Commission Calculation and Performance Bonuses

The pair analyzed the logic for splitting commissions between primary and secondary coaches. Kevin Dockman described a formula for dividing commission among involved coaches and outlined a performance threshold: coaches reaching $150,000 in annual work-based commission become eligible for an additional 5% bonus on all work commissions.

Commission Scheduling Rules

Kevin Dockman detailed operational rules for revenue and commission scheduling. For multi-month deals, the first and last months should equal half the monthly amounts. Payouts are scheduled for the month following expense recognition, contingent on the customer having paid their invoice by the end of the previous month. Kevin decided to reclassify this task as “Unclog” due to the project’s extended timeline beyond June.

HubSpot and QuickBooks Integration Issues

The conversation addressed technical challenges with HubSpot-to-QuickBooks synchronization, which experiences failures due to duplicate contacts and inconsistent company data. Kevin Dockman explained that HubSpot’s sync logic relies on email and company name for mapping, and failures occur when HubSpot contacts lack a proper company name association. Only 11% of contacts having the “Company Name” field filled was identified as a major contributor.

Data Cleanup Responsibilities

Kevin Dockman assigned Brenn Almario the task of researching the Conscious Leadership Group HubSpot account to improve data quality. The objective is to ensure contacts have the correct “Company Name” associated, especially for those with deals, to facilitate successful QuickBooks synchronization. Kevin offered access to their “Wake Up” project setup as a reference.

Task Management and Future Planning

Kevin Dockman instructed Brenn Almario on managing the shared task board, specifying that whoever is working on a task should assign themselves to it. They briefly discussed upcoming work, including Calendly setup for coaching staff and sales dashboards. Kevin indicated they would gather more client portal requirements.

CRM Data Cleanup Strategy

Kevin Dockman instructed Brenn Almario to create a new scheduler link and prioritize cleaning client data. Brenn was advised to use AI and available tools to audit the account, specifically identifying “trash” such as excessive custom properties and duplicate entries, to proactively present a cleanup plan to the client.

Execution of Data Cleanup

Regarding cleanup implementation, Kevin Dockman explained that after a project plan and issue list are established, they would demonstrate how to use AGUI to build a script for automating the necessary fixes, thereby resolving issues without manual intervention.

Meeting Coordination

Brenn Almario and Kevin Dockman discussed scheduling upcoming meetings, noting existing 9 a.m. and 10 a.m. meetings the following day. They agreed to aim for a lunchtime session or a consistent daily check-in time for continued progress.

Payment Status

Brenn Almario inquired about client payments. Kevin Dockman confirmed Dog Wizard still owes for May and mentioned three total outstanding payments to monitor, including funds from CLG and a reimbursement check. Kevin plans to check the bank account to ensure financial obligations are covered before proceeding with any wire transfers.