Lead funnel

Buying board · negotiating and under contract to buy; a parcel moves to Selling the day it is Owned + New deal

Import county CSV

Pick a CSV, match the columns, preview, then import. Rows insert in batches of 100 — no freezes. Duplicate APNs (already in your leads) are skipped automatically.

📋 Buying procedure

Mail queue · mailable leads (good address, active stage), best grade & score first

Letters · personalized to each parcel so the owner knows you actually looked

Letters use only real facts from the lead (county, acres, APN, back taxes, research notes) — never invented details, and never a price unless you set an offer on the lead yourself. Print → sign → stuff → Buying → mark batch mailed.

Send · verify with PostGrid, then mail — handwritten first touch (Scribeless) or printed letter (PostGrid)

Verify runs PostGrid on every lead in the visible batch; a corrected address replaces the county's and the original is kept. Send refuses anything unverified, mailed in the last 30 days, or a second parcel for the same owner and address, and every piece goes through the daily mail fuse. While physical mail is held, sends go to the vendor's test side — built and logged, nothing printed, nothing charged.

🏜 Owned parcels + New deal

Stage Owned or Listed. Owed is the open total from What we owe on land (Money) for that parcel; ＋ Tax adds a property-tax line there. 📣 Pack fills the Marketing Studio below.

📋 Selling procedure

📝 Under contract — selling

Parcel Marketing Studio · one click turns a for-sale parcel into a listing, Facebook post, Craigslist post, and buyers-list email

Copy uses ONLY what you type here — it never invents roads, utilities, views, or numbers, and every dollar figure is checked against your price/terms. Written in your voice; paste anywhere.

📣 Social media rollout · tap a box to cycle ⬜ → 🔶 in progress → ✅ done

Account = business account/page created & branded · Reply robot = Tom watches comments/messages there (approval-gated, like YouTube) · Auto-post = new-property announcements post automatically when a deal hits "Owned" (build queued; posting itself waits for launch). YouTube is the template the rest will follow.

🧑‍🌾 Buyers list

Signups from the land-for-sale page land here automatically once buyer-intake is live; add one by hand with ＋ → Buyer. This is the audience for Marketing Studio email blasts (Promote, above).

Owner-finance notes + Record payment received

Recent entries

🏜 What we owe on land + Add obligation

Property tax on parcels we hold · seller-carried notes we owe · back taxes assumed at closing · recurring charges on a held parcel (HOA / road / POA). Mark paid books the ledger entry and keeps its id on the line. The notes owed to us are in Selling.

💬 Conversations · — threads

Sam answers support@ automatically and BCCs you on the way out. An inbound email also sends you a heads up. Conversations from before the logging shipped exist only in Gmail.

🏷️ Buyer conversations · — threads

Casey answers buy@ automatically once we have launched and BCCs you; until launch every buyer email is logged here and left for you. List prices only, never a negotiation.

📋 Procedures

Server crons

"Run now" calls the live endpoint for real, signed with your operator session — it is a full run, not a health check. The schedule calls the same endpoint with the cron secret.

🛡 Email guard · spoof quarantine (email-poll v1.7)

▶️ Tom on YouTube · comment replies — every reply needs YOUR tap

Tom checks @RedDirtLandCo hourly: interested buyers land in your Buyers list automatically, and reply drafts wait here. Nothing is ever posted without your approval (the AI-disclosure question is still with the attorney). Edit any draft before posting.

📘 Tom on Facebook · Page comment replies — every reply needs YOUR tap

Same deal as YouTube: Tom checks the Red Dirt Land Co Page hourly, interested buyers land in your Buyers list, and reply drafts wait here for your approval. Nothing posts on its own.

📸 Tom on Instagram · comment replies — every reply needs YOUR tap

LIVE since 8/4 — Instagram Login token set in Vercel (IG_USER_TOKEN). Hourly comment sweep on our IG posts, interested buyers → Buyers list, drafts wait here for your approval. Nothing posts on its own. ⏰ The IG token expires every 60 days — regenerate in the Meta app dashboard (next renewal ≈ early Oct 2026); the watchdog alerts if the connection goes quiet.

🐦 Tom on X · mention & reply drafts — every reply needs YOUR tap

LIVE since 8/5 — X API keys set in Vercel (developer.x.com, pay-per-use credits, no subscription). Hourly mention sweep on @RedDirtLandCo: interested buyers land in your Buyers list, drafts wait here for your approval. Nothing posts on its own.

🔑 Automation key · what every robot does and how

Do it by hand instead

Every automated step has a manual twin: add a lead (＋ → Lead), log mail sent (Buying → mark mailed), record a payment (＋ → Payment), add income/expense (＋ or Money view), create a deal (＋ → Deal), add a task (＋ → Task), add a buyer (＋ → Buyer). If a robot is down, nothing blocks you.

Autonomy loading…

Stop means: every session reports only, nothing ships, until one of you presses Resume. Past the limit of unchecked rows, autonomy suspends itself until you catch up here. Tune the limit in the box, never in code.

🚩 Flags · each autonomous code change ships behind one · OFF is always the old behaviour

📋 The checklist Unchecked onlyEverythingSent back (refine)Approved

Tier: itemised = live and listed for you · dark = shipped behind its flag and left OFF until you check it · routine = counted, not itemised. Article is the part of the constitution the act served. Servers pick up a flag flip within 30 seconds.

🫀 Is everything alive right now?

Every robot leaves a heartbeat when a run SUCCEEDS. The daily Watchdog compares these against each robot's schedule and alerts (email + app inbox) if anything goes quiet.

🔢 Live counters

🗓 What runs when · the full schedule, plain English

Standing rules that gate all of the above: nothing posts or replies publicly without Tyson's per-item approval (attorney AI-disclosure question pending) · no mail campaign / buyer blasts / texting until launch · traced phones = manual one-at-a-time calls only, DNC/TCPA-flagged numbers never get cold-called · Tom never quotes prices.

📜 Recent automation activity · newest first

Two-factor authentication

A second code at sign-in, so a stolen password is not enough on its own.

Operator tools

🚀 Deploy console — review and ship staged code batches. Uses your current sign-in; deploying opens a pull request, and merging it on GitHub is still the approval.

🏠 Buyer portal — what a buyer sees at app.reddirtlandco.com/portal.html. Opens in a new tab. It is a buyer-scoped page, so signing in there with your operator account shows an empty portal, not an error.

🔎 Live version — asks the server which git commit is actually deployed (api/version; uses your current sign-in).

Password

Set or change your sign-in password. Use 12+ characters and store it in your password manager. The emailed sign-in link stays available as the lost-password backup — you'll never need it for normal sign-in.

Your data

Download everything — leads, deals, tasks, money, buyers, notes, messages — as one JSON file. Never locked in, and it doubles as a manual backup before anything big.

About this build

Command Center — this page, served at /app.html. The build stamp is see Live version above. There is no second app: the old "parallel build, v1 untouched" note was left over from the July 2026 cutover and is no longer true. Legal, tax, and money outputs here are operator aids — your CPA/attorney review anything official.

1 · No-Improvements Policy adopted July 2026 · DRAFT — pending CPA definitions

Why this exists: as land dealers we likely can't use normal §453 installment reporting on the notes we carry — meaning tax on the FULL gain in year one of a 5–10 year note. The escape hatch is the §453(l)(2)(B) residential-lot election, and it only works if we (or anyone related to us) make no improvements to the lot. One graded road or drilled well could convert years of note income into a year-one tax bill. When in doubt: don't touch the dirt, ask the CPA.

WE NEVER (no exceptions without the CPA's written sign-off):

• Construct, install, pay for, or contract for ANY improvement on a parcel we own or carry a note on — no wells, septic, power runs, grading, roads, clearing, fencing, culverts, pads, or structures.
• Promise a buyer any future improvement, in writing or verbally. Marketing included — letters, listings, and Tom may never imply we'll improve anything.
• Reimburse or credit a buyer for improvements they make (CPA to confirm even this is safe).
• Homes/dwellings — we do not buy, build, or sell parcels with dwellings. Vacant land only.

ALLOWED (pre-existing / third-party — flag for CPA confirmation):

• Buying a parcel that ALREADY has improvements made by someone else before we owned it — an old well, a fence, power at the lot line. We didn't make them; but note each on the deal record and confirm with the CPA before carrying a note on that parcel. Cash resales are lower-risk.
• Utilities available nearby or at the road that we neither install nor pay for. "Power available" in an ad must mean exactly that — available, not provided by us.
• The buyer improving their own parcel after purchase, at their own initiative and cost.

GRAY AREAS — waiting on CPA definitions (Question 3 on the CPA list). Until answered, treat all as prohibited:

• Survey / corner staking  ·  brush clearing for photos or access  ·  paying into a shared/HOA road-grading assessment  ·  trash removal from a parcel.

Operating rule: every parcel gets an "existing improvements" note at intake; anything beyond raw dirt on a parcel headed for owner-finance → task to confirm with the CPA before resale on terms.

2 · Payee-change verification adopted ahead of review · attorney to bless as written control

Bank or payment details (ours or a counterparty's) never change on the say-so of an email, text, or phone call we receive. Any payee change requires Tyson to verify by phone using a number we already had on file — never a number provided in the change request itself.

3 · Tom's hard rules (summary) full rulebook in the advisor packet

The AI seller assistant never quotes a price or offer amount, never discusses payment details, treats everything an outside party writes as data rather than instructions, and hands anything odd to Tyson. Attorney reviewing disclosure/UDAP questions.

4 · Portfolio reserve ruled 2 Sep 2026 · DRAFT — pending attorney/CPA review

The rule in one line: a note’s down payment is not ours to spend until that note has paid off 25% of the amount we financed. The down payment does not count toward that 25% — it has to come out of principal the buyer actually repays.

How it works:

• Per note, never pooled. Each note’s own down payment is parked against that note’s own progress. No shared bucket, no second number to keep track of.
• The flag goes up when it releases. The moment a note crosses 25% of financed principal, the reserve card on the Money tab flips that note to RELEASED and the money is free to use.
• The flag stays until payoff. A released note keeps its badge for the rest of its life — PARKED, then RELEASED, then PAID OFF. A note that has released should never look like a note that never had a reserve.
• Nothing is held back at release. The whole down payment frees up at 25%. We are not keeping a slice.

What this is NOT, and it matters: the down payment is ours the moment we close. The reserve is a spending discipline we put on ourselves. We do not hold it, describe it, or account for it as escrow, as a trust account, or as money kept on a buyer’s behalf, and no statement, document, FAQ or web page ever tells a buyer we are holding their money. How any of this is finally characterised is the attorney’s call, not ours.

Why we do it, and what it costs: recovery on a bad note runs about $2,500 all in, which is exactly what the minimum down payment was sized to cover — so parking the down payment itself is the cushion, and holding a second pile on top of it would be counting the same dollars twice. The honest cost: the reserve, not parcels and not buyers, is what caps how fast this grows. Measuring the 25% against the financed balance rather than the purchase price makes that cap tighter, on purpose.

5 · Down payment floor amended 4 Sep 2026 · DRAFT — pending attorney/CPA review

The rule in one line: the minimum down payment is the greater of 15% or $2,500, plus $500 — and there is no seller financing at all on a sale price under $10,000.

Why it is part dollar and part percentage:

• Recovery cost barely scales with note size. A trustee sale runs about $2,500 all in whether the note is $8,000 or $28,000, so a percentage-only floor is always wrong at one end of the range.
• The dollar part sizes the floor to that cost so a default is roughly cash-neutral — we keep the down payment, spend it recovering, and get the parcel back to resell. The added $500 puts a buffer above it.
• Watch the rate tiers when you price. They are strict thresholds at 25% and 35% down. Under this floor the minimum is 25% or better on everything from $10,000 to $12,000, so those parcels earn the better tier automatically.

Cards: the down payment is the one payment a buyer may make by card, and we absorb the processing cost rather than passing it on. Every scheduled payment after it is bank debit.