PortalProcess mapping
From one call to a living map.
Portal maps how your company really works: every process, who does each step, in which system and how long it takes. It starts from a single call, your people keep it true in their own words, and it tells you what to change first.
01Day one · before anyone signs in
One call becomes a draft.
Tell Portal what the company does: a few lines, or the transcript of the intro call. Claude designs your areas, named the way your people say them, and picks the processes that apply from the map of a working meat trader: our own.
What the company does
Intro call · transcript · 38,412 characters
Owner We buy pork carcasses from four plants, bone them here and sell cuts to buyers in Italy and France.
Owner The cold store is ours, about forty pallets in on a normal day.
Sales lead Orders come by phone and WhatsApp. I put them in Excel, then Accounts invoices from the CMR.
Owner Transport we book ourselves. Certificates go through the vet’s office.
… 41 more minutes
Its areas · from our own desk’s processes
- Buying from plants
- Quality claims
- Cutting plan
- Labels and weights
- Booking in
- Stock counts
- Dispatch
- Offers and price lists
- Order to invoice
- Booking transport
- Shipping documents
- Export certificates
- Invoicing the buyer
- Credit cover
- Chasing payment
Marketplace listingsMarket price reports
I divided the work the way the plant runs it: buying, the boning room and the cold store, then sales, transport and finance. The marketplace processes are left out, since you sell to buyers you know.
15 processes in 6 areas9 of our desk’s ideas came alongThe call becomes the first note
What Portal reads
- A sentenceTyped in the note window, on any page.
- A call or a meetingThe transcript pasted in, up to 100,000 characters.
- SpokenDictated into the note window, where the browser can listen.
- From your own ClaudePassed on as a note through the connector.
It reads what people tell it. The more they say, the truer the map.
Claude does
Designs the areas, files each process where it belongs, leaves out what you do not do, and says how it divided the work.
People decide
Nothing yet. The draft is a starting point: the call becomes the first note, and the processes are adapted from it.
02Week one · everyone adds a note
People correct it in their own words.
Anyone can say how their part really runs, on any page. Claude asks the little it needs, four questions at most, then passes the note on. In the background the map changes, and the note says what it changed.
Cold store clerkCold store · 07:40
Every pallet that comes in, I check the temperature log, write the number on the sheet and type it into Excel at the end of the day.
Question 1 of 4 at mostHow many pallets come in on a normal day?
Forty. Sixty on Mondays.
Question 2 of 4 at mostAnd how long for one pallet, the checking and the typing together?
Two minutes at the dock, one more for the typing.
Question 3 of 4 at mostWhat goes wrong with it, if anything?
Numbers get swapped. We only find out at the stock count.
Thanks. I took it as: each pallet is checked at the dock and typed into Excel later, about three minutes, and numbers get swapped. It goes to Booking in; Notes will show what it changed.
This chat is yours. Others see what you said and what it changed, never the conversation.
Your words, lifted out
Passed on to the map
Changed the mapBecame an idea
- Reading “Booking in”
- Changing “Check the pallet” in “Booking in”
- Adding a step to “Booking in”: “Type pallets into Excel”
- Recording an idea: Scan pallets at the dock
- Updating Cold store clerk on the org chart
Read in the background. The window can be closed; it keeps working.
Claude does
Asks short follow-up questions, sums the note up, and changes steps, times, the org chart and the ideas from it.
People decide
What is true. A note that got it wrong gets a follow-up, “That’s not what I meant”, and a lead can undo any change.
03Weeks two to four · the map fills in
The map becomes the shared truth.
Who does what, in which system, and how much of the work tools already do. People, Systems and every process read from the same map, and every figure on them is a claim anyone can correct.
invoice
Accounts clerkdoes Issue the invoice · Order to invoice
Finance leaddoes Check the invoice · Invoicing the buyer
Cold store leadReports to the operations manager · 2 report to them
- Steps
- Check the pallet · Booking in
Count the freezer · Stock counts only them - Systems
- Excel, temperature logger
- Hands work to
- Accounts · Invoice the storage
- Also
- Covers dispatch on Saturdays
Tools do 12% of its work; people at least 610 h a year12%
- Tools
- Tools, a guess
- People with tools
- People by hand
- Not timed yet
On its three dates
Turns green with Scan pallets at the dock. The work stays the same; only who does it changes.
- Check the pallet2 min of 3 min by handas people said
- Type pallets into Excel1 minby hand
- Print the pallet labeltools do itHow long by hand?
- Tell the buyer it arrivedno time yetI know this
Every figure is a claim. Click one and say what it really is.
- Excel11 steps
- Temperature logger4 steps
- BOSS9 steps
- Phone and WhatsApp14 steps
Logger API keyTemperature logger · lives in the IT vaultExpires in 12 days
No owner
If it lapses, these steps stop
- Check the pallet · Booking in
- Log the freezer · Stock counts
Facts about a key, never the key. A note that holds one is refused.
Claude does
Guesses what it cannot know yet, such as how long a step would take by hand, and always says it is a guess.
People decide
The real number. A figure nobody gave says “I know this”; a person’s answer replaces any guess.
04Month one · the prioritisation session
Then decide what to build next.
Every idea comes from a note and is ranked by the people’s hours a year it gives back and how much it hurts. In the session with us, the backlog goes up as a chart. Management also sees the build cost and payback.
Do scanning pallets at the dock next: about 420 hours a year back for about eight developer-days, and it takes a step off the one person who does it today.
Bigger hurts moreDashed: effort is Claude’s guess
Ask the Roadmap
What if we only had €10k this year?
At €200 a developer-day that is about 50 days. Scanning pallets, carrier quotes and certificates fit: about 29 days and 840 h a year together. The cutting plan would wait.
1 Scan pallets2 Carrier quotes4 Certificates
Selected
Scan pallets at the dock
- Turns green a year
- 420 h
- Pain
- 3 of 3
- Effort
- 8 developer-days
TouchesCheck the pallet · Booking in
Where does this stand? Say it in a note
- 1Scan pallets at the dock420 h
- 2Carrier quotes in one place300 h
- 3Cutting plan from the morning count180 h
- 4Certificates filled from the order120 h
- 5Credit cover in one place90 h
- 6Reminders in the buyer’s language60 h
+ 6 more in the backlog
- Ideafrom a note
- On the plandates agreed
- Being built“We started on it”
- Shipped“Live since Monday”
- Measured610 → 210 h a year, expected 190
Claude does
Writes the brief, guesses the effort nobody gave, and answers what-if questions. It never reorders the ranking.
People decide
The order of the plan, agreed with our team, and when an idea is live. It moves along only when someone says so in a note.
05Every day after · from your own Claude
Ask your map where you already work.
Portal is a connector for Claude. Ask in your own words: where the time goes, what is next on the Roadmap, what your last note changed. Pass on a note without opening the portal.
Where does the time go in the cold store?
where_time_goes · Company · Lleida
Mostly in Booking in: Check the pallet is about 610 h a year of people’s time, mostly by hand. Then Stock counts, about 340 h. Scanning pallets at the dock is first on your Roadmap.
Add a note: on Mondays it is sixty pallets, not forty.
add_note · Booking in
Passed on. Notes will show what it changed on Booking in.
Does the portal have a question for me?
my_question
It asks: In “Stock counts”, how long does “Count the freezer” take, hands-on, each time?
- One connection is one person.It reaches every company you can open, with your access in each. It sees what you see.
- Signed in with Portal’s own sign-in.For Claude Code or a script, a token you make and revoke yourself.
- Left out on purpose.No editing the map or the plan from a chat. What you say goes in as a note, like on the pages.
16 tools, in five groups
- The mapprocesses, steps, areas, how a process ran before, where time goes
- People and systemsthe org chart, the systems, the keys
- Roadmapthe ideas, ranked, with how long each takes
- Notesadd a note, read what one changed, undo it
- Questionsthe portal’s question for you, and your answer
Claude does
Reads the same map, notes and ideas you see, and answers you itself.
People decide
What goes in. Every change still comes from a note, and only someone who may undo it can.
Everyone writes. Each sees their part.
Most people only add a note now and then. Money stays with management, and a person’s chat with Claude stays theirs, so people keep writing honest notes.
Everyone who does the workAdds notes, answers a question now and then, sees People. Sees their own notes.
- Area leads
Correct their areas’ processes, undo a change there, read everyone’s notes: what was said, never the chat.
- Management
Everything in the company, including money: build cost, payback, each person’s hours a year, who signs in.
- Our team
Sets the company up, plans the build with you, and builds what is on the plan.
The map names your systems. Our tools build on it.
Portal reads what people tell it, from the note window or from Claude, and maps the systems each step runs in, whatever they are: Excel, the phone, your ERP. Once an idea is on the plan, our engineers build it, often with one of our tools.
Steps that run in BOSS show it as their system. Ideas for orders, papers and stock are often built there.
LedgveroCredit & paymentsCredit checks and payment chasing are steps on the map. Ideas for them are often built with Ledgvero.
Margin AITrader’s appA trader’s calls and follow-ups are steps like any other. Ideas for them often land in Margin AI.
00Before day one
Start with the call.
Thirty minutes on how your company works. With your say-so, what you tell us becomes your company’s first note, and the first draft of your map.