Automated Car Parts Ordering System
Version: 5.0 (Definitive) | Date: June 14, 2025
Project Charter
Project Vision
To create a streamlined and efficient system that automates the process of quoting and ordering car spare parts, reducing manual effort and improving response times for clients.
Mission Statement
To integrate Meta (WhatsApp), VIN decoding, and Logistics APIs into a single, cohesive web application. The system will manage client requests via WhatsApp, automate vendor communication, and provide a comprehensive dashboard for employee management, ultimately leading to faster sales cycles and increased customer satisfaction.
Key Stakeholders
- Project Sponsor: Kenan Joumar
- Project Manager: George Zetoun
- Development Team: Backend & UI/UX
Measurable Project Objectives
Reduce Response Time
Time from request to quote
< 1 hour
Increase Efficiency
Requests handled per day
+200%
Decrease Errors
In part ID & quoting
< 2%
Improve Satisfaction
CSAT Score
> 8/10
Scope & Team
In-Scope
- Backend & Frontend: Full system and dashboard development.
- API Integrations: Meta, VIN, AI, Logistics, Payment.
- Core Features: Database setup, automated messaging, and a programmable Q&A bot.
Out-of-Scope
- Client-Facing Portal: Clients will only interact via WhatsApp.
- Vendor Systems: No vendor-side inventory management.
- Advanced Systems: We will integrate, not build, a payment gateway or full CRM.
High-Level Timeline & Budget
Project Phases
Planning & Design
1-2 Weeks
Backend & API Integration
3-4 Weeks
Frontend (Dashboard) Development
3-4 Weeks
Testing & UAT
1-2 Weeks
Deployment & Go-Live
1 Week
Budget Overview
| Category | Notes |
|---|---|
| Personnel (TBD) | Developer salaries/fees. |
| Software & Services (TBD) | API subscriptions, server hosting. |
| Contingency (+15%) | For unforeseen risks. |
End-to-End Workflow
1. Client Interaction
Client initiates request via WhatsApp.
Programmable Q&A Bot interacts, extracts VIN & Part Request.
2. System Processing
Check Local DB for VIN, or call external VIN Decoder API.
Send Part Request to Vendors via Meta API.
Collect quotes, identify best option, and calculate final price.
3. Employee Approval
Display processed request and price on Dashboard.
Employee Approves or Rejects the final price.
4. Client Confirmation & Payment
Client confirms price, system queries logistics API.
Generate and send payment link to client.
5. Manual Fulfillment
Notify employee on dashboard upon payment.
Employee manually sends items to the client.
System Requirements
| ID | Requirement | Description |
|---|---|---|
| Module 1: Client Interaction Bot | ||
| REQ-001 | Receive Incoming WhatsApp Messages | The system must be able to receive and parse all incoming messages from the designated WhatsApp business number via the Meta API webhook. |
| REQ-002 | VIN Detection | The system must scan incoming messages for a 17-digit alphanumeric string that matches the standard VIN format. This includes OCR capability for images. |
| REQ-003 | Local DB VIN Lookup | Upon detecting a VIN, the system must first query the local database to see if the vehicle data already exists. |
| REQ-004 | External VIN API Call | If a VIN is not found in the local database, the system must make an API call to the VIN Decoder API. |
| REQ-005 | Save VIN Data | Upon a successful response from the VIN Decoder API, the system must save the retrieved vehicle data to the local database. |
| REQ-006 | Acknowledge Client | The system will send a confirmation message to the client acknowledging receipt of their request. |
| REQ-007 | Automated Q&A | The system will interact with clients via a programmable Q&A bot on WhatsApp, configurable from the employee dashboard. |
| Module 2: Employee Backend Dashboard | ||
| REQ-008 | Secure User Authentication | Employees must have a unique username and password to access the dashboard. |
| REQ-009 | Conversation List View | The dashboard must display a list of all active client conversations. |
| REQ-010 | Real-time Message Updates | New messages must appear in the dashboard in near real-time without a manual refresh. |
| REQ-011 | Conversation Detail View | Clicking a conversation must open a detailed view showing the full chat history. |
| REQ-012 | Display VIN Data | Within the detail view, any decoded vehicle data must be prominently displayed. |
User-Centric Design
User Personas
Khalid the Busy Professional
Client Persona
A manager who relies on his car, values speed and convenience, and is a power-user of WhatsApp. Wants a "fire-and-forget" solution for car parts.
Goals & Motivations
- Get parts and quotes quickly.
- Avoid hassle of calls/websites.
- Trust in fair price and correct parts.
Frustrations
- Using complicated websites or new apps.
- Wasting time clarifying details.
- Uncertainty about pricing.
Fatima Al-Mansoori
Employee Persona
The operational heart of the parts department. Overwhelmed by manual tasks, she wants to be fast, accurate, and organized.
Goals & Motivations
- Provide fast, accurate quotes.
- Feel organized with all info in one place.
- Reduce mental load and stress.
Pain Points
- "I can't keep track of which vendor said what."
- "It takes forever to type out the same message."
- "I feel unprofessional telling clients I'll call back."
Ravi from Star Auto
Vendor Persona
Ravi runs a busy parts shop. He's great at finding parts but communicates in his own way, often using voice notes and responding when he has a moment.
Strengths
- Excellent knowledge of a wide range of parts.
- Often has competitive pricing.
- Willing to find rare or difficult-to-source items.
Communication Style
- Prefers voice notes over text for quotes.
- Responses can be delayed during busy periods.
- Might require clarification to ensure the part number is exact.
User Journey Map (Fatima)
| Phase | Fatima's Actions | Fatima's Thoughts | Emotional State |
|---|---|---|---|
| 1. Triage | Sees a new request appear in the queue. | "Okay, a new one. Let's see what they need." | Neutral, focused. |
| 2. Review | Scans the "Detail View." | "The car info is already here, great." | Relieved, efficient. |
| 3. Analysis | Focuses on the "Vendor Quotes" section. | "The system did the math for me. Easy." | Confident, empowered. |
| 4. Decision | Clicks the "Approve & Send Quote" button. | "Perfect. One click and the client has their quote." | Satisfied, productive. |
| 5. Completion | Sees a "Success!" confirmation. | "Done. That took 30 seconds. What's next?" | Calm, in control. |
Dashboard Design Blueprint
Detailed Wireframe
REQUEST QUEUE (3 New)
[SELECTED]
VIN: XXXXX...
Client: Khalid (+971...)
[ATTENTION]
VIN: ZZZZZ...
Status: No Vendor Response
DETAIL VIEW [#12045]
-- VEHICLE DATA --
Make: Toyota...
-- VENDOR QUOTES --
★ Example Parts Co.
Price: $55.00
-- ACTIONS --
[ Reject ] [ Approve ]
Style Guide
| Element | Specification |
|---|---|
| Primary Font | Inter |
| Background | Light Gray (bg-gray-100) |
| Card/Panel | White (bg-white) |
| Primary Text | Dark Gray (text-gray-800) |
| Accent | Bright Blue (border-blue-500) |
| Success | Green (bg-green-600) |
| Corner Radius | 8px (rounded-lg) |
Business & Operational Considerations
Vendor Working Hours
A primary business challenge is the mismatch between client expectations of 24/7 service and vendor operational realities. Many vendors operate on a morning shift schedule.
- Night-time Requests: Client requests received during the night will not receive vendor responses until the next morning.
- Impact on Automation: This creates a necessary delay in the automated workflow, impacting the "instant quote" goal for off-hours requests.
- Mitigation: The system's Q&A bot must be programmed to manage client expectations, informing them of business hours for vendor responses (e.g., "Our vendors are currently offline. We will process your request and send a quote first thing in the morning.").
Weekend Availability (Fridays)
Most local vendors are closed on Fridays, which is a common business day for many clients. This will cause a significant delay for requests submitted on a Thursday evening or Friday.
- Service Dead-zone: There will be a 24-36 hour period where no vendor responses can be gathered.
- Client Frustration: This can lead to client frustration and a perception of the service being ineffective if not communicated clearly.
- Mitigation: Similar to working hours, the bot must inform clients of weekend vendor closures and set the expectation that their request will be handled on the next business day (e.g., Saturday morning).
Risk Management
| ID | Risk Description | Score | Mitigation Strategy |
|---|---|---|---|
| R-12 | Vendor sends a quote or information as a voice message. | 16 | Onboard vendors with clear instructions that all quotes must be in text format. Flag non-text messages for manual handling. |
| R-03 | Vendors do not respond to WhatsApp queries. | 16 | Track vendor response rates; implement alerts for requests with no responses. |
| R-11 | Client sends request as a voice message. | 15 | Bot should reply stating it only processes text/images and ask client to re-send. Log for future "speech-to-text" feature. |
| R-01 | Meta API service disruption or policy changes. | 15 | Develop a fallback notification system (e.g., email); stay informed on API updates. |
| R-10 | AI misunderstands context with multiple requests or complex vendor replies. | 12 | Use advanced AI models and implement confidence scores. Flag low-confidence interpretations for manual review. |
| R-09 | Vendor supplies incorrect parts that do not match the order. | 12 | Double-check part numbers on quotes. Build a vendor rating system and establish a clear return policy. |
| R-07 | Project costs exceed budget due to unforeseen API fees or development time. | 12 | Get detailed pricing from all API providers upfront; build a 15% contingency into the budget. |
| R-05 | Project scope creep from new feature requests. | 12 | Adhere strictly to the PRD; implement a formal change request process. |
| R-04 | The system incorrectly parses VINs (especially from images) or part requests. | 12 | Use a robust AI/OCR model; flag low-confidence results for manual review. |
| R-06 | The chosen developer is unable to complete the project. | 10 | Vet developers carefully; use a standard tech stack; ensure code is well-documented. |
| R-02 | VIN Decoder API provides inaccurate data. | 10 | Implement a secondary validation step for high-value orders; choose a reputable API provider. |
| R-08 | End-users (employees) are resistant to adopting the new dashboard. | 9 | Involve employees in the design and testing phases; provide clear training. |
Risk Distribution
Technical Modules & Architecture
Ingestion & Parsing
Connects to Meta API, listens for messages, and parses them.
Database & Data Model
Defines schema for requests, VIN data, vendors, quotes, etc.
Orchestration Service
The "Brain" that manages the entire workflow logic.
Vendor Communication
Sends and receives messages to/from vendors.
Dashboard API
Secure endpoints for the frontend to communicate with backend.
External API Integrations
Isolated code for external services (VIN, Logistics).
Deployment & Go-Live
Deployment Plan
A detailed checklist for launching the application, including server setup, database migration, final system checks, and DNS configuration.
User Training
A simple guide and a short video will be created to demonstrate how employees can effectively use the new dashboard for daily operations.