> For the complete documentation index, see [llms.txt](https://t420.gitbook.io/t420/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://t420.gitbook.io/t420/data_flow.md).

# FleetOS Data Flow — Production Reference

## Service Request Lifecycle

```
Fleet creates Work Order
  ↓
  QueryService.createServiceRequest()
    → INSERT INTO service_requests (status='pending')
    → EventLogService.log('service_request_created')
    → NotificationService.notifyOrganisation(supplier_company_id)
      → Find contact: contactHint → lastActiveContact → company default
      → Generate magic link (7-day expiry, rfq-scoped)
      → Send via Email (Resend) OR WhatsApp (Twilio)
  ↓
Supplier sees request in dashboard
  ↓
  useFleetOSDashboard.loadData()
    → QueryService.getCompanyServiceRequests({ companyRole: 'supplier' })
    → SELECT * FROM service_requests WHERE supplier_company_id = ?
  ↓
Supplier accepts (acknowledges)
  ↓
  QueryService.acknowledgeRequest()
    → UPDATE service_requests SET status='acknowledged', quoted_amount, technician_name, ...
    → EventLogService.log('request_acknowledged')
    → NotificationService.notifyOrganisation(fleet_company_id) — notify fleet
  ↓
Supplier accepts (formal)
  ↓
  QueryService.acceptRequest()
    → UPDATE service_requests SET status='accepted', accepted_at
    → EventLogService.log('request_accepted')
    → Notify fleet with quote details
  ↓
Supplier starts work
  ↓
  QueryService.startRequest()
    → UPDATE service_requests SET status='in_progress', started_at
    → EventLogService.log('request_started')
    → Notify fleet
  ↓
Supplier completes work
  ↓
  QueryService.completeRequest()
    → UPDATE service_requests SET status='completed', completed_at, final_cost, completion_photo_url
    → EventLogService.log('request_completed')
    → Notify fleet with final cost
```

## Notification Routing

```
NotificationService.notifyOrganisation(orgId)
  ↓
  Step 1: Find recipient
    → If contactHint provided (phone/email) → use directly
    → Else: QueryService.getLastActiveCompanyContact(orgId)
      → SELECT * FROM contacts WHERE company_id = ? ORDER BY last_seen_at DESC
    → Else: SELECT default_notification_channel FROM companies WHERE company_id = ?
    → Else: FAIL (no routing target)
  ↓
  Step 2: Generate magic link
    → MagicLinkService.encodeToken({ companyId, targetPath, rfqId, exp })
    → URL: https://fleetos.us/auth/magic?token=PAYLOAD.SIG
  ↓
  Step 3: Send notification
    → If email: fetch(SUPABASE_URL/functions/v1/send-email)
      → Resend API: POST https://api.resend.com/emails
    → If phone: fetch(SUPABASE_URL/functions/v1/send-whatsapp)
      → Twilio API: POST https://api.twilio.com/.../Messages.json
```

## Database Tables

### service\_requests

| Column                 | Type        | Description                                                           |
| ---------------------- | ----------- | --------------------------------------------------------------------- |
| request\_id            | UUID PK     | Auto-generated                                                        |
| fleet\_company\_id     | UUID FK     | Company that created the request                                      |
| supplier\_company\_id  | UUID FK     | Company assigned to handle it                                         |
| status                 | VARCHAR     | pending → acknowledged → accepted → in\_progress → completed/declined |
| fleet\_name            | VARCHAR     | Fleet company display name                                            |
| vehicle\_identifier    | VARCHAR     | e.g., "Truck #42"                                                     |
| location               | VARCHAR     | Service location                                                      |
| description            | TEXT        | What's needed                                                         |
| urgency                | VARCHAR     | URGENT / TODAY / SCHEDULED                                            |
| tracking\_token        | VARCHAR     | UUID for /track/:token magic link                                     |
| quoted\_amount         | DECIMAL     | Supplier's quote                                                      |
| final\_cost            | DECIMAL     | Actual cost at completion                                             |
| currency               | VARCHAR     | USD (default)                                                         |
| technician\_name       | VARCHAR     | Assigned technician                                                   |
| completion\_photo\_url | TEXT        | Proof of completion                                                   |
| created\_at            | TIMESTAMPTZ | Request creation                                                      |
| acknowledged\_at       | TIMESTAMPTZ | Supplier first saw it                                                 |
| accepted\_at           | TIMESTAMPTZ | Supplier formally accepted                                            |
| started\_at            | TIMESTAMPTZ | Work began                                                            |
| completed\_at          | TIMESTAMPTZ | Work finished                                                         |

### contacts

| Column           | Type        | Description                           |
| ---------------- | ----------- | ------------------------------------- |
| contact\_id      | UUID PK     | Auto-generated                        |
| company\_id      | UUID FK     | Which company this contact belongs to |
| contact\_value   | VARCHAR     | Email or phone (E.164)                |
| contact\_type    | VARCHAR     | email / phone / whatsapp              |
| display\_name    | VARCHAR     | Human name                            |
| last\_active\_at | TIMESTAMPTZ | Last interaction                      |

### companies

| Column                         | Type    | Description                                     |
| ------------------------------ | ------- | ----------------------------------------------- |
| company\_id                    | UUID PK | Auto-generated                                  |
| domain                         | VARCHAR | Email domain (or slugified name for free email) |
| company\_name                  | VARCHAR | Display name                                    |
| default\_notification\_channel | VARCHAR | email / whatsapp                                |
| default\_notification\_target  | VARCHAR | Fallback contact value                          |

### event\_log

| Column              | Type        | Description                                            |
| ------------------- | ----------- | ------------------------------------------------------ |
| event\_type         | VARCHAR     | service\_request\_created, request\_acknowledged, etc. |
| company\_id         | UUID FK     | Who performed the action                               |
| contact\_id         | UUID FK     | Which contact acted                                    |
| target\_request\_id | UUID FK     | Which request was affected                             |
| metadata            | JSONB       | Action-specific data                                   |
| created\_at         | TIMESTAMPTZ | When it happened                                       |

## Magic Link Structure

```
Token = Base64(JSON payload) + "." + DJBX33A signature

Payload:
{
  companyId: UUID,          // Scope: which company
  companyName: string,      // Display name
  targetPath: string,       // e.g., /supplier/requests/{rfqId}
  accessType: string,       // rfq_scoped | org_daily_access
  rfqId: UUID,              // Optional: specific request
  exp: number               // Expiration timestamp (7 days default)
}
```

## Who Sees What

| Event                | Fleet Sees                          | Supplier Sees                   | Notification Sent To      |
| -------------------- | ----------------------------------- | ------------------------------- | ------------------------- |
| Work order created   | In their dashboard immediately      | In their dashboard on next load | Supplier (email/WhatsApp) |
| Request acknowledged | Status updates on refresh           | Status changes to "Accepted"    | Fleet (email/WhatsApp)    |
| Request accepted     | Status + quote visible              | Status confirmed                | Fleet (email/WhatsApp)    |
| Work started         | Status = "In Progress"              | Can track progress              | Fleet (email/WhatsApp)    |
| Work completed       | Status = "Completed" + photo        | Final cost visible              | Fleet (email/WhatsApp)    |
| Request declined     | Status = "Declined" (visible, grey) | Status = "Declined"             | Fleet (email/WhatsApp)    |


---

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