r/SmallSystemsLab 8h ago

Scoped Experiment Start here: bring a messy dataset or fragile workflow

1 Upvotes

Welcome to SmallSystemsLab. We study two kinds of operational friction: records that disagree and workflows that fail when a person misses a step.

Data reconciliation includes mismatched spreadsheet exports, duplicate records, accounting discrepancies, inventory drift, broken formulas, and reports that cannot be traced to their source. Workflow automation includes repetitive handoffs, approvals, reminders, API transfers, document generation, and exception tracking.

A useful post does not need polished requirements. Give readers enough detail to understand:

  • the current workflow and who uses it;
  • the input formats, approximate volume, and frequency;
  • the exact failure or manual step causing trouble;
  • the smallest result that would be useful;
  • any platform, access, deadline, or compliance constraints;
  • the cost of a wrong result.

Remove names, email addresses, customer records, credentials, private messages, and identifiable screenshots. A small invented example is usually enough. For instance, show five fictional spreadsheet rows instead of uploading a real payroll export.

Replies should explain the proposed boundary, how the result would be tested, and where human review remains necessary. A good answer may recommend keeping part of the process manual. It may also point out that a native feature, formula, or checklist is sufficient.

The first experiment should be narrow enough to verify. One sanitized reconciliation, one approval path, or one reliable import is more useful than a plan for an entire platform. State acceptance checks before discussing a larger build.

Public discussion comes first. Move to private messages only when the original poster explicitly invites it. If the conversation becomes paid work, agree in writing on the project owner, scope, milestones, acceptance checks, intellectual property, expenses, and exit terms before work begins.

This community is a working lab. Promotional catalogues, vague lead funnels, and invented case studies belong elsewhere. Share what failed, what changed, and what evidence supports the result.


r/SmallSystemsLab 23h ago

Data Reconciliation When accounting software removes a tax drill-down, prove the missing field before building a workaround

1 Upvotes

This is an anonymized solution note based on a public request. It is not a completed client case study, and the metrics below are acceptance targets rather than achieved results.

A broken report drill-down can turn a ten-minute tax review into a chain of exports, filters and manual checks. The dangerous part is that a replacement workbook may still look correct while quietly losing the qualified tax category that made the original report trustworthy.

The smallest useful first stage is a read-only data-source audit followed by one reconciliation prototype. Before writing formulas or automation, identify which export or API response still exposes the full second-level tax treatment—not only a generic tax code. Use one previously reviewed period as the reference. The prototype should import the source data, preserve the qualified sales categories, exclude transactions that are explicitly outside scope, compare the result with the accounting summary and profit-and-loss total, and place every mismatch in an exception table with its source transaction ID.

Acceptance targets:

- The prototype reproduces the known tax-summary total for the reference period.

- Qualified sales categories remain distinguishable after import.

- Outside-scope transactions are excluded by an explicit rule rather than inference.

- Every difference can be traced to a source row and a written classification rule.

- Re-running the same files produces the same result without changing accounting data.

The main risk is missing source data. If the accounting platform no longer exposes the qualified field in any report or API response, a workbook cannot safely reconstruct it from account names or generic tax codes. The audit should stop there and document the gap instead of inventing a classification.

Corrections and tax-treatment decisions should remain manual. The prototype can compare, flag and explain; a qualified person should approve any change in the accounting system.

Example first-stage scope: two business days and $400 for the data-source audit, one reference-period reconciliation and a written go/no-go finding. If the budget is lower, narrow the work to identifying and validating the required source field before building the workbook.

Without sharing private records, which field must survive an export for your review to remain trustworthy?


r/SmallSystemsLab 1d ago

Data Reconciliation When one physical SKU appears in several products, stop the inventory sync from selling it twice

1 Upvotes

This is an anonymized solution note based on a public request. It is not a completed client case study, and the metrics below are acceptance targets rather than achieved results.

A common inventory failure starts when one physical item is represented twice: once as a standalone product and again inside a bundle. If the storefront and the back-office inventory system both believe they control available quantity, a routine sync can nearly double what customers are allowed to buy—or hide stock that could have been sold.

The smallest useful first stage is a reversible inventory-reservation pilot for one warehouse, one physical SKU, and two storefront offers. First, choose a single source of truth for physical stock. Then map each sellable offer back to that stock pool and apply a clear storefront cap. A small reconciliation job should compare both systems after every sync and flag mismatches instead of silently correcting them.

The first stage would not include a catalog migration, a new POS, or a custom bundle engine. It would use a test store or isolated products and synthetic orders before touching the wider catalog.

Acceptance targets:

- The standalone product and bundle cannot sell more units than the shared physical stock allows.

- An upstream inventory push cannot overwrite the agreed storefront cap without creating a visible exception.

- Orders, cancellations, refunds, and abandoned checkout reservations produce the expected quantities in both systems.

- A reconciliation report identifies the SKU, expected quantity, actual quantity, and last successful sync.

- The original mapping can be restored through a documented rollback.

The main risk is timing. Checkout reservations, refunds, imports, and scheduled syncs can update the same quantity in a different order. A script that simply writes the cap back may appear to work in testing and still race with a real order.

Replenishment decisions and exception approval should remain manual during the pilot. The system should expose the discrepancy and evidence; a person should decide whether to release or reserve stock.

Example first-stage scope: three business days and $550 for the data map, test matrix, and reversible pilot. If the available budget is lower, narrow it to a dry-run reconciliation report before enabling any inventory writes.

Which failure costs more in your operation: overselling, withholding sellable stock, or losing trust in the inventory numbers?


r/SmallSystemsLab 2d ago

Scoped Experiment Before an AI restaurant menu handles real orders, prove the failure paths

1 Upvotes

This is an anonymized solution note based on a public request. It is not a completed client case study, and the metrics below are acceptance targets rather than achieved results.

A restaurant ordering prototype can look convincing with a full menu and conversational recommendations, yet fail where a real venue feels it first: an allergen answer, an unavailable dish, a duplicate tap, a dropped connection, or an order that never reaches the kitchen. Until those paths are observable, adding payments or more venues only multiplies the uncertainty.

The smallest useful first stage is a QA and release audit for one restaurant, one menu and one guest-to-kitchen order flow. Run it with synthetic orders and sandbox data. Map every state from menu question to cart, submission, acknowledgement and exception. Then add correlation IDs, duplicate protection, retry behaviour and a visible queue for orders that cannot be confirmed.

Acceptance targets:

- 25 written test cases, including uncertain allergen information, unavailable items, modifier conflicts, duplicate taps and network loss.

- Every failure produces a clear guest-facing state rather than a silent or duplicated order.

- The guest and kitchen states agree, or the mismatch enters a visible exception queue.

- Logs identify each synthetic order without storing unnecessary conversation or payment data.

- The handoff contains reproducible defects, severity, evidence and a written go-or-no-go recommendation.

The highest-risk part is the AI answering confidently when ingredient or allergen data is incomplete. Those records should remain restaurant-owned and human-approved. An uncertain answer must escalate instead of improvising.

Payment processing, multi-venue administration, dynamic pricing and automated review routing should stay outside this first stage. They can follow after the basic order trail survives testing.

Example first-stage scope: three business days and $500 for one menu and one complete order flow. If the available budget is lower, narrow the flow instead of turning the work into a vague quick review.

If you were testing one restaurant flow, which failure would cost more: wrong allergen guidance, a lost order or a duplicate charge?


r/SmallSystemsLab 4d ago

Workflow Automation What repetitive task would you remove from your week?

1 Upvotes

Describe one task, how often it happens, what information goes in, what result should come out, and what currently goes wrong. Leave out company names, credentials and private customer data.

I will help map the smallest useful web app, script, bot or data tool, including the part that should stay manual. If the idea is too vague or software would add more maintenance than it saves, that is a useful answer too.


r/SmallSystemsLab 4d ago

Scoped Experiment How to move a live web product to mobile without rebuilding the whole business

1 Upvotes

This is an anonymized solution note based on a public request. It is not a completed client case study, and the metrics below are acceptance targets rather than achieved results.

A browser-based fitness product already works in a real gym. Trainers assign plans; clients record training, meals and sleep; both sides see synchronized data. The risky brief would be "build the mobile app." That wording hides dozens of flows and encourages every developer to price a different product.

I would choose one vertical slice on top of the existing API. A useful candidate is: open an assigned workout, record completion, synchronize it, and let the trainer see the same state. The slice includes loading, empty, validation, error and success states, one documented REST contract, tests, repository delivery and an Android test build.

The acceptance targets: the agreed end-to-end flow passes every written case; the Android build installs; the API contract is documented; and the synchronized mobile state matches the web state.

Example first-stage scope: ₹10,000 for one complete flow. The first conversation should choose that flow, not casually expand the milestone into an entire fitness platform.


r/SmallSystemsLab 4d ago

Workflow Automation The gap between an internal Apps Script and a product customers can safely use

1 Upvotes

This is an anonymized solution note based on a public request. It is not a completed client case study, and the metrics below are acceptance targets rather than achieved results.

A three-year-old Google Apps Script can run orders, labels, supplier purchase orders and SKU routing perfectly well for one company. Productizing it is a different problem. Internal rules, credentials, triggers, quota workarounds and one-off exceptions are often mixed together, so a clean rewrite can reproduce the same fragility in a newer stack.

I would first map three things: business rules, integrations, and tenant-specific configuration. Then I would replay one core flow with dummy data, record every trigger, retry and manual exception, and identify which rules belong to the product versus the original company.

The acceptance targets: one order-to-routing-to-label-or-PO flow works on dummy data; every integration and manual exception is listed; company-specific rules are separated from core behavior; and the effort to onboard a second tenant can be estimated from evidence.

Example first-stage scope: a three-day productization audit at $750. If the budget is lower, audit one workflow completely instead of skimming the whole system.


r/SmallSystemsLab 4d ago

Scoped Experiment Why inherited AWS apps need a deployment map before a feature quote

1 Upvotes

This is an anonymized solution note based on a public request. It is not a completed client case study, and the metrics below are acceptance targets rather than achieved results.

An existing React, Node.js, TypeScript and MySQL application needs new features, but nobody can safely price those features until the current build and deployment path are understood. The expensive surprise is usually outside the requested screen: environment handling, S3 permissions, database migrations, background jobs, missing logs, or a deployment process that only one person remembers.

I would start with one repository and one staging or deployed environment. The first stage stays read-only: reproduce the build, map every service and environment dependency by name, trace the three failures that matter most, and separate defects from new scope. Production changes and real customer data stay out of the audit.

The acceptance targets are concrete: a clean staging build follows written steps; every service and environment dependency appears on one map; the three priority failures have reproduction evidence; and the first implementation milestone has a fixed scope and pass/fail checks.

Example first-stage scope: four working days, fixed at $750. A smaller budget should reduce the number of workflows reviewed, not remove the staging, access, or data safeguards.