Meeting-Notes-2025-12-11

Reffi App Meeting - December 11, 2025

Attendees: Ronald Berry III, Alex De Gracia Duration: ~25 minutes Format: Video call

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🎯 Meeting Objectives

1. Review infrastructure setup (DNS, platform access)
2. Discuss backend progress and integrations
3. Clarify payment flow and Stripe implementation
4. Plan testing and UAT strategy
5. Confirm timeline and launch approach

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✅ Completed Items

Infrastructure Setup

• DNS Configuration: Ron completed Resend DNS setup for reffi.io domain

  • MX records added
  • DMARC configured
  • Domain verified and active

• Platform Access:

  • Alex upgraded n8n via Render
  • Render access granted to Alex
  • No errors in current automation

Backend Development Progress

• Integrations Complete:

  • Resend API integrated (ready for testing)
  • Stripe API integrated (test mode active)
  • 105 security/code improvements resolved
  • No visual/frontend changes (all backend work)

• Code Cleanup:

  • Local Supabase migrations removed (already remote)
  • TypeScript errors resolved
  • Security issues fixed

Collaboration Protocol Established

• Ron’s Focus: Frontend improvements via Lovable
• Alex’s Focus: Backend, security, integrations
• Handoff Rule: Database changes beyond simple field additions require Alex review
• Version Control: GitHub commits visible in Lovable version history

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💰 Payment Flow - Detailed Specification

Key Clarification

Complete payment model defined during this meeting. See Payment Flow Specification for full details.

Core Principles

1. Variable Pricing: Referees set their own rates (like Upwork)

   • Different rates per sport, league, or individual game
   • Profile shows baseline rate
   • Can adjust rate when applying to specific games

2. Upfront Payment: Teams/Leagues pay when accepting application

   • Example: Referee applies for $35/game
   • League accepts → $35 captured immediately
   • Funds held in escrow

3. Escrow Period: Funds held until job completion confirmed

   • Game occurs
   • League confirms completion
   • Funds released to referee

4. Platform Fee: 10% deducted when active

   • Example: $35game\to$3.50 fee, $31.50 to referee
   • Timing Decision Pending: Launch day or 6 months later?

Payment Approval Flow (Two Methods)

Method A: Automated Email (Recommended)

1. Game date/time passes
2. Wait X hours (e.g., 4-24 hours)
3. Automated email sent to league
4. League clicks “Approve Payment” in email
5. Webhook fires → Edge Function triggered
6. Funds released from escrow

Method B: In-App Manual Approval

1. League logs into dashboard
2. Views completed games awaiting approval
3. Clicks “Approve Payment” button
4. Funds released from escrow

Implementation Decision

Build both methods for maximum flexibility

Multi-Game Scenarios

• If referee signs up for 3 games at $35 each:
  • 3 separate charges of $35
  • Each held in escrow independently
  • Individual approval per game completion

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🧪 Testing Strategy

Phase 1: Production Stripe Migration

Blocker Identified: Identity verification fails in Stripe test mode

Solution: Switch to production Stripe

• Get production API keys
• Test with micro-transactions ($1)
• Validate real payment flow

Action: Ron will provide production keys when ready

Phase 2: Ron’s Offline Testing

Task: Ron tests Stripe account setup as referee

• Create account
• Connect Stripe
• Verify identity (should work in production mode)
• Report any issues

Phase 3: UAT Environment

Alex Building:

• Feedback popup on each page
• Direct submission to email/Slack
• Avoid issues like NeuroPathwayConnect (edge cases not caught)

Ron’s Beta Testers:

• Local referees and leagues
• Real-world usage testing
• Free beta period (6 months)

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📅 Timeline & Launch Strategy

Current Phase (Dec 11 - End of Year)

Focus: Frontend refinement Owner: Ron (via Lovable) Status: On track

Target Launch: Early January 2026

Launch Approach:

• Free Beta: No platform fee for 6 months
• Goal: Collect feedback, test in production
• Messaging: “Beta version, provide your feedback”
• Quality Bar: Tested and functional, not necessarily perfect

Post-Beta (6+ Months)

• Activate Monetization: 10% platform fee
• Notify Users: 30 days in advance
• Collect 6 months of feedback: Product improvements before charging

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🔧 Technical Implementation Needs

Immediate (Next 2 Weeks)

1. Email Testing

   • Test all transactional emails with live domain
   • Verify deliverability

2. Stripe Production Setup

   • Update API keys
   • Test referee account creation
   • Process $1 test transactions

3. Escrow Implementation

   • Dynamic product creation per game
   • Payment capture on application acceptance
   • Hold funds in escrow
   • Build approval webhook handlers (email + in-app)
   • Release funds with platform fee deduction

4. Database Updates

   • Create payments table
   • Track: amount, platform_fee, referee_payout, status
   • Approval tracking: method, approver, timestamps

Before Launch

1. Edge Cases

   • Referee no-show (dispute handling)
   • Auto-release timeframe (e.g., 7 days)
   • Partial completion scenarios
   • League cancellation refund logic

2. Security

   • Webhook signature verification
   • Authorization checks (only hiring league can approve)
   • Audit logging for all payment state changes

3. Testing

   • End-to-end payment flows
   • Email approval click → webhook → release
   • Multi-game scenarios
   • Platform fee calculation validation

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💬 Other Discussion Topics

Socium Automation Update

• Status: Running smoothly
• Last Run: Previous month (successful)
• Next Run: Week of Dec 16 (Thursday matching meeting)
• Client: Steven (Ron: “super chill, easy guy”)
• New Feature: Testing HubSpot beta - line items can now associate to commission objects

NeuroPathwayConnect Situation

• Alex experiencing challenges with client relationship
• Ron’s advice: Handle as appropriate, won’t get involved in inter-business relationships
• Ron’s philosophy: Doesn’t interfere with other people’s client relationships
• Client will find alternative dev if needed

Payment Processing

• Invoice: Payment scheduled for Monday (Ron’s funds cleared)
• Relationship: Partnership continues strong
• Appreciation: Both parties value the collaboration

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📝 Action Items

Ron’s Tasks

• Test Stripe account setup offline (referee flow)
• Continue frontend improvements via Lovable
• Provide production Stripe API keys when ready
• Recruit local beta testers
• Flag any database changes beyond simple fields

Alex’s Tasks

• Test email system with live reffi.io domain
• Implement escrow payment flow
• Build email approval webhook handler
• Build in-app approval functionality
• Create UAT environment with feedback popups
• Update to production Stripe (when keys provided)
• Create payments database table
• Implement platform fee logic (configurable)

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🎯 Success Criteria for Next Meeting

1. ✅ Email system tested and working
2. ✅ Production Stripe active with successful test transactions
3. ✅ Escrow payment flow implemented
4. ✅ Ron’s offline Stripe testing complete
5. ✅ UAT environment ready for beta testers

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Full Transcript

Complete conversation transcript available in meeting recording. Key technical specifications extracted and documented in:

• Payment Flow Specification
• Current Status
• Action Items