Internal Operations
Authentication, user roles, and security. Everything you need to know before you touch anything else.
The LZ Portal uses two login methods. Both require a @devitesse.com or @lilzoomers.com email address. No outside accounts can access the portal.
@devitesse.com Google account@devitesse.com email + team password| Name | Role | |
|---|---|---|
| Monique Sar | monique@devitesse.com | Admin |
| Gerson Guinanas | gerson@devitesse.com | Admin |
| Alliah Chang | alliah@devitesse.com | Member |
| Joshua Galo | joshua@devitesse.com | Member |
| Janille Artesano | janille@devitesse.com | Member |
| LZ Team | hello@lilzoomers.com | Member |
| LZ Team | team@lilzoomers.com | Member |
| Action | Admin | Member |
|---|---|---|
| Create orders, units, inspections | Yes | Yes |
| View all data | Yes | Yes |
| Send invoices to customers | Yes | No |
| Delete units, inspections, builds | Yes | No |
| Delete photos | Yes | No |
| Create/edit dealer records | Yes | No |
| Approve agreements | Yes | No |
| Adjust inventory stock | Yes | No |
| Delete dealers | Yes | No |
Locks after 5 failed login attempts. 15-minute cooldown before retry.
All actions are logged: logins, changes, deletions, notifications.
Session expires after 8 hours of inactivity. Re-login required.
All data in transit is encrypted via HTTPS. No exceptions.
The portal home page shows all available modules organized into three sections. Here's how everything connects.
Create and send branded PDF invoices. AI parses WhatsApp sales messages into structured order data.
View all orders, mark as paid. Paid orders auto-create VINs in the registry.
Track carriers, shipping status, and deliveries with real-time counts.
Full lifecycle tracking per unit from creation through warranty.
Dealer network with globe map, contract management, and order history.
Generate distribution agreements, application packets, and MAP policies.
Kanban board: Backlog, In Production, Completed. Auto-advances on QC progress.
Stock levels, reorder alerts, and backlog needs for all 24 BOM parts.
Incoming parts QC + 7-stage assembly QC with photo documentation.
Create and send branded PDF invoices to customers. AI parses WhatsApp sales messages into structured order data automatically.
Navigate from the portal home page.
Paste the customer's sales message into the AI box. Claude parses customer name, model, add-ons, and pricing automatically.
Check the parsed fields. Fix anything the AI got wrong.
If the customer sent a reference photo, upload it here.
Choose 50% deposit or full payment.
Click "Preview Invoice" to see the exact PDF the customer will receive.
Invoice PDF + ACH instructions emailed to customer. ClickUp task auto-created.
All invoices follow the format LZ[COUNTRY][####] where the country code maps to the customer's location. Examples: LZUS0001, LZSP0131, LZEC0079.
| Model | Price |
|---|---|
| NINE64 | $6,000 |
| NINE64 DUO | $6,000 |
| AE8SIX | $6,000 |
| FCRX7 | $6,000 |
| FFORTY | $8,000 |
| R34GTR | $8,000 |
| Add-On | Retail | Dealer |
|---|---|---|
| Custom Paint | $800 | $500 |
| Racing Decal | $500 | $250 |
| Custom Forged Wheels | $1,500 | $1,300 |
| Custom Widebody | $1,500 | $1,200 |
| Custom Aero | $2,000 | $1,800 |
| Performance Upgrade | $1,500 | $1,300 |
View all past orders. Mark orders as paid to auto-create VINs and kick off the production pipeline.
When you check the "Paid" checkbox on any order, the system triggers an automatic chain:
NSFQS138[watt][trim][8-digit sequence], links VINs to the dealer if applicable, and sets status to "Sold — Awaiting Build"View all units in the shipping pipeline. Track what's ready, what's moving, and what's delivered.
Track every unit from creation through QC, sale, shipping, delivery, and warranty. The single source of truth for every kart.
Every unit has a full detail page showing everything about that kart:
VIN, status badge, workflow stepper, and action buttons.
Build date, assembly lead, motor serial, battery serial, trim, color, invoice #, link to Assembly QC.
Customer name/email, order number, sale date, dealer link.
Carrier, tracking #, ship date, delivery confirmed.
Upload up to 20 photos per unit for inspection documentation.
Warranty/service history, contact log, and all communications.
Manage your dealer network with a rotating globe map, order history, and document management.
Each dealer record shows the full picture:
From the dealers list page.
Pay special attention to territory and contract dates.
The contract start date = when the dealer's first cart is delivered, not when they sign.
Point to their shared folder with signed agreements.
Generate distribution agreements, application packets, and MAP policies as branded PDFs.
6 pages. Territory-locked, 20-unit initial order, 40/year minimum, 2-year term.
2 pages. 1-unit minimum, standard terms.
4 pages. Wholesale application + CC auth + certificate of resale.
1 page. Minimum advertised price policy for all models and add-ons.
Kanban-style dashboard showing what's waiting to be built, what's in production, and what's done.
Units with status "Sold — Awaiting Build"
Units being assembled with progress bar
Units that passed QC this month
Track stock levels for all 24 BOM parts. Auto-updates from QC inspections and production builds.
qty_accepted is automatically added to stock on hand.
1x each part auto-deducted from stock on hand.
Admin adds/removes stock with a reason note. Logged to audit trail.
Alert fires when any part drops below 25% of its reorder quantity. The dashboard shows Out of Stock and Low Stock alert cards. The "Backlog Needs" section shows exactly which parts you're short for waiting orders.
| Field | Description |
|---|---|
| Name | Part name (e.g., QS138 Motor) |
| Category | Chassis, Electrical, Body, etc. |
| Qty Per Unit | How many of this part go into one kart |
| Stock on Hand | Current available inventory |
| Allocated | Reserved for in-production units |
| Reorder Point | Threshold that triggers low-stock alert |
| Reorder Qty | Standard quantity to order from supplier |
| Unit Cost | Per-unit cost from supplier |
| Supplier | Primary supplier name |
| Source Country | Country of origin for the part |
| Lead Time | Days from order to delivery |
Two sub-modules: Incoming Parts QC (IQC) for parts shipments and 7-Stage Assembly QC for builds.
Log every parts shipment that arrives. Record: part name, supplier, PO #, qty ordered/received/accepted/rejected. Pass/fail result with photos and notes.
Welds, mounting points, hardware torque specs.
Coilovers, brake lines, e-brake, hub assemblies.
QS138 motor, Fardriver controller, chain/belt tension.
Battery, harness, fuses, lights, switches, grounding.
Panels, dashboard, seats, carpet, steering wheel fitment.
Coverage quality, clear coat, badges, decals placement.
Full drive test, brake test, torque check on all fasteners, VIN plate verification. This is the last gate before the unit moves to "Ready to Ship."
Each stage has a detailed checklist with pass/fail/N/A per item, per-item photo uploads, inspector notes, and full audit history.
Per-VIN parts traceability. Answers "what version of which part is in this kart, which lot/batch did it come from, and what's been swapped since assembly?" Built for warranty triage, recall scoping, and field-service swap tracking.
When a kart comes back — for warranty, repair, or service — we need to know which version of which parts are inside it, with which lot/batch, and what’s been replaced since the build. The BOM has versioning baked in (V1/V2/V2.5), but until the Parts Ledger, nothing was tied to a specific VIN at lot resolution.
Every batch of parts received from a supplier. Version, lot ID, supplier, qty, QC result, current location (Denver or distributor name).
At assembly, the oldest current-version Denver lot for each part is auto-picked, decremented, and stamped on the unit_parts row. Permanent record per VIN.
Every part replacement (in-house or distributor-reported) logged with event_source. Manifest auto-updates so reverse lookups stay accurate.
Append-only audit of part-version bumps (V2 → V3). Executive-only action.
Parts Ledger → + Receive Parts. Pick the part, enter version (defaults to current), lot ID, supplier, qty, QC result. Lot becomes available for assembly once QC passes.
Lots tab → Transfer button on any Denver lot. Enter the distributor name. Lot stays in the ledger; only its location updates. Distributors stay off-portal — they call/email when they consume from the lot.
No new step. The existing Assembly QC flow now also picks the oldest current-version Denver lot for each part, decrements qty_remaining, and stamps lot+version on the unit_parts row. Backward-compatible: if no lot exists yet, falls through to the legacy no-lot manifest.
Parts Ledger → Log a Swap. Type the VIN, click Load Manifest, pick the part being removed, pick the replacement part + lot, save. Use this for in-house swaps and for distributor-reported swaps after they call/email HQ.
Parts Ledger → Reverse Lookup. Pick part + version + lot. Returns every VIN currently running that combination — in seconds. Use this when a defective batch surfaces and you need to scope the affected karts for a recall or proactive service notice.
Example: "All VINs running Shell V2 lot ABC" → instant list of affected units, regardless of where they are physically (Denver, distributor, customer).
Automatic and manual emails sent to customers at key milestones. All sent from team@lilzoomers.com.
Every unit detail page has a "Send Update" button. You can write a custom message or use the template for the current status. All sends are logged to the audit trail.
Audit trail, data backups, and retention policies.
Every action is logged: logins, data changes, deletions, notifications sent, and access denied events. Admins can view recent audit entries via the API.
The /api/export endpoint exports all portal data (orders, units, dealers, inspections, builds, inventory) as JSON. This endpoint is protected by an API key.
Every page in the LZ Portal and its direct URL.
| Page | URL |
|---|---|
| Portal Home | portal.lilzoomers.com |
| New Invoice | portal.lilzoomers.com/new-order.html |
| Order History | portal.lilzoomers.com/orders.html |
| Shipment Tracker | portal.lilzoomers.com/shipments.html |
| VIN Registry | portal.lilzoomers.com/registry.html |
| Unit Detail | portal.lilzoomers.com/unit.html?id={id} |
| Dealers | portal.lilzoomers.com/dealers.html |
| Dealer Detail | portal.lilzoomers.com/dealer.html?id={id} |
| Agreements | portal.lilzoomers.com/agreements.html |
| Production Queue | portal.lilzoomers.com/production.html |
| Inventory | portal.lilzoomers.com/inventory.html |
| Parts Ledger | portal.lilzoomers.com/parts-ledger.html |
| Receive Parts (Lot) | portal.lilzoomers.com/parts-receive.html |
| Log a Swap | portal.lilzoomers.com/parts-swap.html |
| Reverse Lookup | portal.lilzoomers.com/parts-lookup.html |
| QC Dashboard | portal.lilzoomers.com/qc-dashboard.html |
| Assembly New Check | portal.lilzoomers.com/assembly-new.html |
| Settings | portal.lilzoomers.com/settings.html |