Four steps. One record per order. 四个步骤。每张订单一条记录。
This is your flow, as agreed. The bot is for internal review only, to catch mistakes before they cost anything. Clients never see it. 以下是双方确认的流程。机器人仅供内部审核使用，在错误造成损失前发现它们。客户不会看到它。
From the conversation and any payment proof (screenshot, PDF, bank receipt), the AI finds the company name and the invoice amount payable, taken exactly from the Xero invoice.AI 从群聊内容和付款凭证（截图、PDF、银行收据）中找出公司名称和应付发票金额，金额以 Xero 发票为准。
A card goes to the internal Teams group. Andy and Leo check it, and correct it directly in Teams if anything is wrong.信息推送到内部 Teams 群。Andy 和 Leo 审核，如有错误直接在 Teams 中修改。
When staff tell the client in the group that the order is done, the bot marks that order complete.员工在群里通知客户订单已完成后，机器人将该订单记录为已完成。
Every Saturday 07:00 Malaysia time, a report of the week goes to Andy and Leo, in Teams and by email.每周六马来西亚时间早上 7 点，本周工作报告发送给 Andy 和 Leo（Teams 和邮件）。
| Question问题 | Your answer您的回复 | What it means in the build对系统的影响 |
|---|---|---|
| Amount payable应付金额 | The exact invoice amount发票的准确金额 | Taken from Xero, not from the chat. Anything different in the chat or on the receipt is flagged.以 Xero 为准，而非群聊内容。群聊或收据中的金额如有不同，会被标记。 |
| Several open orders in a group同一群多张未完成订单 | Possible有可能 | A "done" message is matched by invoice number or amount. If still unclear, the bot asks in Teams instead of guessing."已完成"消息按发票号码或金额对应。仍不清楚时，机器人在 Teams 询问，不会猜测。 |
| Weekly report周报 | Sat → Fri, Teams and email周六至周五，Teams 和邮件 | Covers Saturday 00:00 to Friday 23:59, Malaysia time.统计范围：马来西亚时间周六 00:00 至周五 23:59。 |
| AI got it wrongAI 信息有误 | Correct it in Teams直接在 Teams 修改 | The card opens an edit form. Every correction is kept and counted in the weekly report.卡片内可直接编辑。每次修改都会保留，并计入周报。 |
| Approved已批准 | Connected as a linked device on a dedicated number. The ban risk is accepted; see Channels.以专用号码的"关联设备"方式接入，已接受封号风险，详见"渠道"。 | |
| Which groups接入哪些群 | Registered one by one逐个群登记 | Each group is linked to a client in the portal CRM. Unregistered groups are ignored.每个群对应门户 CRM 中的一位客户。未登记的群一律忽略。 |
From group chat to Saturday report. 从群聊到周六报告。
Every step, in order. The coloured label on each box says where it happens. 按顺序列出每个步骤。每个方框上的颜色标签表示该步骤发生在哪里。
Done at the start, and again only when a new group or client appears.启动时完成；之后只在有新群或新客户时才需要。
The bot says nothing in the group, at any step.机器人在任何步骤都不会在群内发言。
A card goes to Andy and Leo. Only reviewers can act, the first click wins, and every action is saved in the portal before the card updates.卡片发送给 Andy 和 Leo。只有审核人员可操作，先按者为准，每个操作先保存到门户再更新卡片。
The portal is the record. Teams is the view.门户是记录，Teams 只是显示。 Every order, proof, AI reading and review action is stored in the portal, with its own permanent history. The Teams card is drawn from that record, so deleting a card loses nothing.每张订单、凭证、AI 读取结果及审核操作都保存在门户中，并有独立的永久历史记录。Teams 卡片由这些记录生成，即使删除卡片也不会丢失任何数据。
One order, start to finish. 一张订单，从头到尾。
Step through a sample order. On step 3 the Teams buttons work: confirm it, or press Edit and correct it as Andy would. 逐步查看一张示例订单。第 3 步的 Teams 按钮可以点击：直接确认，或点击修改，像 Andy 一样更正信息。
Illustrative only. Names, amounts and card layout are examples; the final Teams card is confirmed during Phase 4.仅为示意。名称、金额及卡片布局均为示例，最终 Teams 卡片在第 4 阶段确认。
Every screen, clickable. Before we build. 每个界面都可点击，开发前先确认。
These screens are part of your portal's prototype, with sample data. Nothing is connected, so click freely. The finished product is built to match them. 以下界面属于贵司门户原型，使用示例数据，未连接任何真实系统，可随意点击。正式系统将按这些界面开发。
Every payment seen in the groups. Open PC-0031, then try Correct, Edit and Not an order.群内出现的每笔付款。打开 PC-0031，试试"正确"、"修改"和"非订单"。
Open screen打开界面The read-only copy of Xero: what is owed, what is overdue, and which invoices have a payment waiting for review.Xero 的只读副本：应收、逾期，以及哪些发票有待审核的付款。
Open screen打开界面Link a new group to its client, see which groups are read, and preview the alert if WhatsApp disconnects.把新群对应到客户、查看已读取的群，并预览 WhatsApp 断线警报。
Open screen打开界面Every card Andy and Leo receive in Teams, with what each button does. Most of them can be clicked.Andy 和 Leo 在 Teams 收到的每种卡片，以及每个按钮的作用，大部分可点击。
Open screen打开界面Open the Billing tab: the client's Xero invoices, its payment orders, linked chat groups and known payers.打开"账单"标签：该客户的 Xero 发票、付款订单、对应的群及已知付款人。
Open screen打开界面Link Xero contacts to CRM clients, and see the WhatsApp, Telegram and Teams connections.将 Xero 联系人对应到 CRM 客户，并查看 WhatsApp、Telegram 与 Teams 连接。
Open screen打开界面Best viewed on a desktop. Who may review payments is set per role, as a new "Payments · Review" permission:建议在电脑上浏览。谁可以审核付款按角色设定，即新增的"付款 · 审核"权限： see the role editor查看角色编辑 ↗
Summarising is half of it. Checking is the rest. 总结只是一半，核对才是关键。
You asked for this to prevent human error. So every card carries these checks, and anything that fails is shown in amber at the top. 您希望借此防止人工错误。因此每张卡片都带有以下核对结果，未通过的项目以橙色显示在最上方。
Short, over, or split across invoices. A small shortfall within your bank-charge tolerance is labelled as likely charges, not hidden.少付、多付或分摊至多张发票。在银行手续费容差内的差额会标注为"可能是手续费"，而非隐藏。
The name on the receipt is compared with the client the group belongs to, including known directors.收据上的付款人与该群对应的客户（包括已知董事）进行比对。
The beneficiary on the receipt must be one of JY Global's own bank accounts.收据上的收款人必须是 JY Global 自己的银行账户之一。
Flags a payment for an invoice that Xero already shows as paid or voided.若该发票在 Xero 中已显示为已付或已作废，会被标记。
The same receipt posted twice, or in two places, is caught by file fingerprint and bank transaction number.同一收据重复发送或在不同地方发送，会通过文件指纹及银行交易号识别。
If the amount quoted to the client in the group differs from the Xero invoice, it is flagged before anyone pays the wrong figure.若群内告知客户的金额与 Xero 发票不符，会在客户付错之前被标记。
The AI proposes. A person decides.AI 提出建议，由人作决定。 Nothing is recorded as paid or complete in the portal until Andy or Leo confirms it, and the bot never changes anything in Xero.在 Andy 或 Leo 确认前，门户不会把任何订单记录为已付或已完成，机器人也不会修改 Xero 中的任何数据。
Two ways in. One inbox. 两个入口，同一个收件箱。
Telegram and WhatsApp connect very differently. Everything after the connection is the same for both. Telegram 与 WhatsApp 的接入方式完全不同，但接入后的处理流程完全相同。
- Telegram's own Bot API. A group admin adds the bot, and it reads every message and file.使用 Telegram 官方 Bot API。群管理员把机器人拉进群，即可读取所有消息和文件。
- No fees and no risk of the bot being banned.免费，且无封号风险。
- It sees only messages sent after it joins. Files up to 20 MB, which covers receipts.只能看到加入之后的消息。单个文件上限 20 MB，足够处理收据。
- A dedicated WhatsApp number joins your existing groups as a "linked device", the way WhatsApp Web does. Any group, any size.一个专用 WhatsApp 号码以"关联设备"方式（与 WhatsApp Web 相同）加入现有群，不限群组和人数。
- WhatsApp's terms do not allow this, so the number can be banned without warning. You have accepted this; we will ask for it in writing.WhatsApp 条款不允许此方式，因此该号码可能被无预警封禁。贵司已接受此风险，我们会请贵司书面确认。
- If it disconnects or is banned, Teams is alerted within minutes, so receipts never go missing unnoticed. The Telegram and Teams flows keep working.若断线或被封，几分钟内会在 Teams 发出警报，不会悄无声息地漏掉收据。Telegram 与 Teams 流程不受影响。
- Use a spare phone kept charged and online. Never a staff member's personal number. Meta's official group API allows only 8 people per group and needs a verified badge, which is why we do not use it.请使用一部长期充电在线的备用手机，切勿使用员工私人号码。Meta 官方群组 API 每群仅限 8 人且需认证徽章，因此不采用。
An owner registers each group in the portal and links it to a client. Adding the bot to any other group stores nothing.由管理员在门户逐个登记群并对应客户。机器人被拉进其他群时不会储存任何内容。
The bot never sends, reacts or marks messages read. Staff post a short notice that the group is monitored for payment records.机器人从不发言、不回应、不标记已读。由员工在群内发一则简短通知，说明该群的付款记录会被监测。
A bank receipt dropped into the Teams group goes through the same checks and matching.把银行收据直接上传到 Teams 群，同样会进行核对与匹配。
Invoices stay in Xero. A copy works in the portal. 发票留在 Xero，副本在门户中使用。
The portal keeps a read-only copy of your invoices, contacts and payments, updated within minutes of any change in Xero. Each Xero contact is linked once to its CRM client. That one link does three jobs. 门户保存一份只读副本（发票、联系人、付款），Xero 有任何变动时几分钟内同步。每个 Xero 联系人只需与 CRM 客户对应一次，这一个对应关系有三个用途。
A group's receipts are matched against that client's open invoices only, which makes matching far more reliable.群内收据只与该客户的未付发票匹配，准确度大幅提高。
Each client record shows its invoices, amount due, overdue items and payments. This fills the Billing panel that is "Coming soon" today.每个客户页面显示发票、应收金额、逾期项目及付款记录，即现有"即将推出"的账单面板。
Ask "What does ABC Holdings owe us, and what is overdue?" It answers only about clients the person asking is allowed to see.可以问"ABC Holdings 欠我们多少，哪些已逾期？" 助手只会回答提问者有权查看的客户。
| How we connect接入方式 | Why原因 | |
|---|---|---|
| Connection连接 | Xero's standard API. An owner clicks "Connect Xero" onceXero 标准 API，管理员点击一次"连接 Xero" | Predictable, and involves no AI. Xero's AI connector (MCP) would expose the whole ledger to every user, so we do not use it here.稳定可预期，不需要 AI 参与。Xero 的 AI 连接器（MCP）会把整本账开放给所有用户，因此不采用。 |
| Access权限 | Read-only只读 | Xero stays the source of truth. The portal never edits your books.Xero 始终是唯一准确来源，门户不会修改您的账目。 |
| Cost费用 | No Xero API fee expected预计无 Xero API 费用 | Xero's 2026 developer pricing exempts integrations built for a single client.Xero 2026 年开发者收费规则豁免为单一客户定制的集成。 |
| Recording payments登记付款 | OPTIONAL · LATER可选 · 后续 | Only if your bookkeeper agrees. Otherwise the same money could be recorded twice, once by us and once from the bank feed.需会计同意。否则同一笔款项可能被重复登记（系统一次、银行流水一次）。 |
Four inputs. One portal. Two outputs. 四个来源，一个门户，两个输出。
Everything runs inside the AI portal you already use, on its server in Singapore. The bot adds connections at the edges. The checking, the records and the permissions are the portal's own. 所有功能都在贵司现有的 AI 门户内运行，服务器位于新加坡。机器人只是在外围新增连接，核对、记录与权限均沿用门户本身。
A dedicated number, joined as a linked device. Reads only.专用号码以关联设备方式加入，只读。
RISK ACCEPTED已接受风险Telegram's official bot, added by a group admin. Reads only.Telegram 官方机器人，由群管理员加入，只读。
OFFICIAL官方A bank receipt dropped into the internal Teams group.上传到内部 Teams 群的银行收据。
OFFICIAL官方Invoices, contacts and payments. Synced within minutes of a change. Read-only.发票、联系人与付款，变动后几分钟内同步，只读。
OFFICIAL API官方 APIIs this a payment, an order being discussed, or an order being closed?是付款、订单讨论，还是订单完成？
Amount, payer, beneficiary, reference and bank transaction number from the proof.从凭证中读取金额、付款人、收款人、附言及银行交易号。
Against that client's open invoices in the Xero copy.与 Xero 副本中该客户的未付发票匹配。
The six checks: amount, payer, account, Xero status, duplicate, chat vs invoice.六项核对：金额、付款人、账户、Xero 状态、重复、群聊与发票。
AI calls go from the server only, never from a browser or phone. Data sent through the API is not used for training.AI 只由服务器调用，从不经浏览器或手机。经 API 发送的数据不会用于训练。
One per order: detected → reviewed → paid → complete, with the proofs attached.每张订单一条：识别 → 审核 → 已付款 → 已完成，附带凭证。
Invoices and payments linked to each CRM client, shown on the Billing tab.发票与付款对应到每位 CRM 客户，并显示在账单页。
Who confirmed or corrected what, and when. The AI's original values are kept.谁在何时确认或修改了什么，AI 的原始数值会保留。
Andy and Leo confirm or correct each card. The portal checks they have the review permission, records it, and updates the card.Andy 和 Leo 确认或修改每张卡片。门户核实其审核权限、记录操作并更新卡片。
Saturday 07:00 Malaysia time, to the Teams group and by email.马来西亚时间周六 07:00，发送至 Teams 群及电子邮箱。
Invoices & payments (an Invoices tab and a Payment review tab), each client's Billing tab, and invoice questions to the AI assistant.发票与付款（"发票"与"付款审核"两个标签）、客户账单页，以及向 AI 助手查询发票。
Hosted in Singapore. Connection secrets (WhatsApp session, Xero, Teams) encrypted at rest. Health checks alert Teams if a channel goes quiet.托管于新加坡。连接凭据（WhatsApp 会话、Xero、Teams）加密存储。若某个渠道停止接收，健康检查会在 Teams 发出警报。
Saturday, 07:00. The week in one card. 周六早上 7 点，一张卡片看完整周。
- The numbers: orders detected, reviewed, paid and completed.数据：识别、审核、已付款及已完成的订单数量。
- Still open, oldest first, with how many days each has waited.未完成订单，按等待天数由长到短排列。
- Totals by company and by currency.按公司及币种统计的总额。
- Exceptions: unmatched receipts, short payments, duplicates, invoices already paid.异常：无法匹配的收据、少付、重复凭证、已付发票。
- AI corrections: how often Andy or Leo had to correct the AI, so its accuracy is visible every week.AI 更正次数：Andy 或 Leo 修改 AI 结果的次数，每周都能看到 AI 的准确度。
- Posted in the Teams group, and emailed with a spreadsheet attached.发送至 Teams 群，并以电子邮件发送（附 Excel 表格）。
Built on the portal's existing rules. 沿用门户现有的安全规则。
Payment proofs and payment or completion messages are kept. Ordinary chat is not stored. Retention period to be agreed.只保存付款凭证及与付款或完成相关的消息，一般聊天不会储存。保存期限待定。
Receipts go through the same scan as every other upload to the portal.收据与门户其他上传文件一样经过病毒扫描。
All AI calls go from the portal's server in Singapore. Data sent to the AI provider through its API is not used for training, as Xero's terms also require.所有 AI 调用均从门户位于新加坡的服务器发出。经 API 发送给 AI 服务商的数据不会用于模型训练，符合 Xero 条款要求。
Each Teams user is linked to their portal account. Only people with the review permission can confirm or correct.每个 Teams 用户对应其门户账号，只有具备审核权限的人员才能确认或修改。
Who confirmed, who corrected what, and when, is recorded in the portal's audit log.谁确认、谁修改了什么、何时修改，全部记录在门户审计日志中。
The WhatsApp session and the Xero connection are stored encrypted. Either one can be revoked from the phone or from Xero at any time.WhatsApp 会话与 Xero 连接凭据均加密保存，可随时从手机或 Xero 撤销。
Official channels first. WhatsApp plugs in last. 先上官方渠道，WhatsApp 最后接入。
The whole system goes live on Telegram and Teams, which carry no ban risk. WhatsApp then becomes one more input, and if the number is ever banned, nothing else stops. 整个系统先在无封号风险的 Telegram 与 Teams 上线。WhatsApp 之后作为新增入口接入，即使号码被封，其他部分也不受影响。
Read-only sync, linking contacts to CRM clients, the Invoices tab and each client's Billing tab, and invoice questions in the assistant.只读同步、联系人与 CRM 客户对应、"发票"标签与客户账单页，以及 AI 助手的发票查询。
The shared inbox, and the screen where each group is registered and linked to a client.统一收件箱，以及逐个登记群并对应客户的页面。
Tested on your real past receipts before go-live, so you see its accuracy first.上线前以贵司真实的历史收据测试，先让您看到准确度。
Cards with Confirm and Edit, correcting in Teams, "done" detection, Teams uploads, and the Saturday report.带确认和修改按钮的卡片、在 Teams 中更正、识别"已完成"、Teams 上传，以及周六报告。
The dedicated number joins your groups, with disconnect and ban alerts.专用号码加入客户群，并设有断线与封号警报。
Eight things to start. 开始前需要的八项。
Xero: the admin who approves the connection, and whether you invoice in more than one currency.负责授权连接的管理员，以及是否使用多币种开票。
Microsoft 365: your admin, to approve installing the bot in Teams; and the internal Teams group with Andy and Leo.管理员批准在 Teams 安装机器人；以及 Andy 和 Leo 所在的内部 Teams 群。
WhatsApp: a dedicated number on a spare phone, and a signed note accepting the ban risk.一部备用手机及专用号码，以及签署的封号风险确认书。
Telegram: a group admin in each group to add the bot.每个群需有一位管理员把机器人加入群。
Groups:群名单： the first groups to register, and which client each belongs to.首批登记的群及其对应客户。
Sample receipts:样本收据： 20–30 past payment proofs with their invoices, to measure accuracy in Phase 3.20–30 份历史付款凭证及对应发票，用于第 3 阶段测试准确度。
Rules:规则： how much of a shortfall counts as bank charges, how a short payment should be recorded, and how long receipts are kept. Staff are also asked to include the invoice number when telling a client an order is done, e.g. "✅ 已完成 INV-0142".多少差额可视为银行手续费、少付如何记录，以及收据保存期限。另请员工在通知客户订单完成时附上发票号码，例如"✅ 已完成 INV-0142"。
