Tool Stack Map
Rosa DelgadoReviewed 2026-06-093 min read
Purpose: One page that says what every tool in the Summit stack is for, who owns it, and how much the Hermes agent is allowed to touch it. When someone asks "where does that live?" or "who do I ask about X system?", the answer is here. Rosa keeps this current; any tool added or dropped gets reflected here within a week.
The stack at a glance
| Tool | What it's for | Who owns it | Agent access level |
|---|---|---|---|
| GoHighLevel (GHL) | CRM, sales pipeline, SMS/email to leads and customers, forms, call tracking | Rosa Delgado (hygiene), Marcus Webb (pipeline use) | Read all; draft messages and notes; never send externally or change stages |
| Google Workspace | Email, calendars, Drive file storage, internal docs | Rosa Delgado | Read shared drives; draft emails and docs; no sending, no sharing changes |
| CompanyCam | Job-site photos, before/after documentation, photo reports | Pete Sandoval | Read-only (summarize and reference photos in briefs) |
| QuickBooks Online | Invoicing, payments, accounting | Dave Kowalski (Rosa does day-to-day entry) | No access. Financial data stays out of agent scope |
| Google Ads | Paid search lead generation (run by the outside agency) | Jenna Fields (agency relationship) | No direct access; works from exported summaries only |
| Meta Ads | Paid social lead generation (run by the outside agency) | Jenna Fields (agency relationship) | No direct access; works from exported summaries only |
| Google Business Profile | Reviews, local visibility, posts, Q&A | Jenna Fields | Draft posts and review responses; never publish |
| The answering service | After-hours and emergency line coverage, 24/7 | Rosa Delgado (script and handoff rules) | Read call summaries logged into GHL; no direct interaction |
Rules that keep this map honest
- One owner per tool. The owner is who you ask for access, training, and "is this broken or is it me?" questions. Shared ownership is no ownership.
- No shadow tools. If someone starts using a new app for real work (a scheduling app, a notes app holding customer info), it either gets adopted here or shut down. Dave decides.
- GHL is the system of record for anything customer-facing. If a lead conversation happened by personal text and never made it into GHL, it did not happen as far as the company is concerned.
- CompanyCam is the system of record for job-site condition. Every crew photo goes there, not to camera rolls.
- QuickBooks stays walled off. Sales and ops read invoice status through Rosa, not by logging into QuickBooks. Only Dave and Rosa have accounts.
Where the systems hand off to each other
- Lead comes in (ads, GBP, referral, answering service) → lands in GHL as a New Lead.
- Estimate scheduled in GHL → appointment goes on the Google Calendar shared estimate calendar (see Calendar and Scheduling).
- Job sold → Pete's production folder opens in Drive, crew photo project opens in CompanyCam.
- Job invoiced → Rosa raises the invoice in QuickBooks; the GHL opportunity is marked Won.
- After-hours call → the answering service triages and logs a summary that Rosa enters into GHL next morning (emergencies get dispatched immediately per the emergency process).
Known friction (be honest with new hires)
- Agency-run ad accounts mean Summit sees performance in monthly exports, not live. Attribution cleanup is on the roadmap (see Automation Opportunities).
- CompanyCam photos do not auto-link to GHL opportunities. Pete's crews name projects by street address so Rosa can match them manually.
- Warranty paperwork lives in three different Drive folders depending on service line. Consolidation is a known gap.
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