Digital Ordering & Systems Engagement

You are taking ownership of your full IT estate from your previous developer — servers, cloud account, domains, and all the passwords. Before anything new is built, Prisma secures and documents what you already own. This scope is deliberately kept lean and essentials-first: it covers exactly what must be fixed before any build starts, nothing more.

We reviewed the handover package. In its current state, the access it contains is not safe to leave as-is — credentials are weak, reused, and were shared insecurely. Tightening this is the foundation everything else stands on.

What the handover contains

For transparency, this is the access that was passed over. Identifiers are masked here because this page is shared, and no passwords appear anywhere in this document:

What we'd fix on day one

Two items don't wait for the full sweep — they're exposed right now, so we'd close them first:

• Your database is reachable from the public internet. The sql.yoongmei.net portal currently accepts connections from anyone, not only your own servers — we lock it down to your systems alone.
• Your cloud-account recovery isn't fully in your control. The account that owns every server can today be recovered through access that isn't solely yours — we rebuild it so only you hold the keys.

Itemized deliverables

A fully managed AI assistant on a dedicated WhatsApp number (1 free number included; up to 10 supported for branches/departments), answering customers 24/7 in 3 primary languages (English, Bahasa Malaysia, 中文 — Tamil/Vietnamese understood too). This is not a generic chatbot template: it is a production-grade AI engine already serving live businesses, customised to Yoongmei's services, rates, and coverage areas.

Setup — itemized inclusions

What it handles — and when it brings in your team

• Service & coverage questions — which routes, ports and truck types you serve; FTL vs LTL; cross-border to Singapore.
• Quotation requests — runs the guided 8-step collection and hands your team a complete, structured enquiry.
• Shipment-status enquiries — once Scope B is live, a customer can ask "where's my order?" and get a real answer.
• Company basics — operating hours, contact, billing details, common FAQs.
• Brings in your team for — price negotiation, complaints, and anything it isn't confident about: it escalates with the full conversation attached, and never guesses.

What a customer conversation looks like

Ongoing managed service

A monthly subscription covers everything needed to keep the assistant running and improving: a generous AI usage allowance (~5,000–10,000 conversations/month), managed hosting with 99.9% uptime, daily backups, knowledge-base updates whenever your information changes, proactive monitoring + priority support, and every upcoming feature included — voice in/out, OCR of delivery orders, Google Calendar & Gmail integration, scheduled messages, broadcast campaigns, weekly WhatsApp performance reports, customer contact database. The subscription begins only when the assistant is live with real customers.

Phased rollout (risk-free)

• Phase 1 — Assisted: AI suggests, your team approves every reply. Zero risk of wrong answers reaching customers.
• Phase 2 — Semi-autonomous: routine FAQs answered automatically; quotations, pricing and complaints still routed to staff.
• Phase 3 — Full autonomous: AI handles the volume, your team handles the exceptions.

Why it beats hiring

The core of the engagement: a login-free ordering experience for your customers that writes structured orders straight into your Planning System — eliminating both manual re-keys and the missed-order problem.

What your customers get

Place an order via WhatsApp or a one-tap link — no account, no password. Pickup, drop-off, container type, cargo and date captured as structured fields, not a free-text blob. Automatic status updates (received → dispatched → delivered).

Two ways to order — one system behind it

Your customers don't all work the same way, so ordering meets them where they are. Both channels capture the same structured fields, run the same validation, and land in the same staff review queue — you maintain one system, not two.

What your staff get

Orders arrive already structured and validated in the Planning System. Your intake team moves from copy-typing to a quick review-and-approve screen. No second re-keying.

Built for what's next

Architected multi-tenant from day one, so the same platform can onboard a second fleet operator when you're ready to grow toward the 3000trucks vision — without a rebuild.

How an order will travel after Scope B

The order form, done right

Instead of one free-text box, every order starts with a service-type selector — FTL (whole lorry) or LTL/groupage (loose cartons) — and the form adapts: FTL asks for truck type and full-load details; LTL asks for carton count, dimensions, weight and consolidation handling. Every order captures structured fields: pickup point, drop-off point, container/truck type, cargo type, weight, and required date. The system validates each field as the customer fills it — an order cannot arrive incomplete. Repeat customers are recognised by phone number, so their company details pre-fill without any account or password.

What your staff see

A review console lists every incoming order with its structured fields already in the Planning System. Staff approve clean orders in one click, edit the rare exception, and flag spam — instead of untangling paragraphs and typing each order twice. Nothing is dispatched without staff approval: automation does the typing, your people keep the judgment.

Itemized modules (Phase B2 build)

Phased delivery

The whole idea, in one picture

What we found inside your Planning System

It isn't a thin order tool — it's a full Transport Management System ("YMTT ADMIN") that already runs your freight back-office end to end:

• Enquiries → Delivery Orders → Logsheets → Invoices — the whole job lifecycle is already modelled in your system.
• Customers records, plus a Customers ⇄ AutoCount sync that already mirrors customers into your accounting.
• Drivers, Outsource Drivers and YM Lorries — your own fleet and subcontracted capacity, already tracked.
• A separate TESTING environment running alongside the live system.

Why that's good news for the integration

The one piece that's genuinely new — and why it's everything

Your system doesn't yet expose a connection point ("API") for outside software to talk to it. So the core engineering task — and the single most important part of the whole engagement — is to build a small, documented set of connections directly into your existing system. Without these, the ordering layer cannot perform; with them, an order flows end-to-end with no re-keying. There are exactly four, and we already know what each must do:

These are defined, scoped tasks — designed and signed off with you in Phase B1 — not mysteries we discover mid-build. We mapped them first, not last, precisely because everything else depends on them.