Overview

This workflow ensures we collect all 7 critical artifacts from custom app build clients before any development begins. Without these artifacts, we end up improvising and scope creeps every session. This prevents building prototypes without proper documentation, like what happened with Stephané/SymTEAM.

Before You Start

Signed client agreement and deposit received
GitHub repo created for the project
Access to client's email and communication channels
Calendar access to schedule discovery calls
Recording software for discovery calls
Google Drive folder for project assets

Steps

Send initial intake request to client asking for the 7 artifacts: existing prompts/workflows, PRD, sample real data, visual references, current workflow description, success criteria, and external integration requirements
Review what the client sends back and identify gaps in the 7 required items
If items 1, 2, 5, and 6 are missing, schedule a 60-minute structured discovery call rather than starting the build
Run the discovery call following the time structure: 0-10min restate problem, 10-25min walk through current process (record this), 25-40min co-write PRD outline on screen, 40-50min define "done" for v1, 50-55min identify required system integrations, 55-60min wrap with next steps
Within 24 hours of discovery call, formalize the PRD draft from the session notes
Send PRD draft to client and request outstanding items: sample data, visual references, and existing prompts if not yet provided
Create project folder structure in GitHub repo with references/ folder for visual assets
Organize client-provided visual references, brand assets, and competitor screenshots into the references/ folder
Create project roadmap Google Sheet with Roadmap, Feedback, User Testing, and Glossary tabs
Send tech stack confirmation email to client: "We'll be on Supabase + Next.js + Anthropic + Resend + Vercel. Hosting goes on our Vercel team account; you'll have admin access."
Upload discovery call recording and transcript to Google Drive project folder
Verify all 7 artifacts are collected before proceeding to development phase

Quality Check

Hard requirements met: items 1 (existing prompts), 2 (PRD), 5 (workflow description), and 6 (success criteria) are documented
PRD is in writing (Markdown/Google Doc/PDF) - no verbal descriptions accepted
Sample data is sanitized but representative of actual client data structure
Visual references are organized in project references/ folder
Discovery call recording and transcript saved to Google Drive
Client has received all 5 deliverables: locked PRD, visual package, tech stack confirmation, roadmap sheet, and discovery recording

Common Issues

Client sends incomplete artifacts: Don't accept "I'll send it later" - pause the build and schedule discovery call to extract missing items
Pressure to start building early: If client is slow on items 1/2/5/6, spend time on visual references and stub UI mockups instead of building
Missing sample data: Can build with synthetic seed data, but flag this as a risk for schema mismatches
Vague success criteria: Push for bulleted checklist format - "the simpler the better"
TBD integrations: Flag unknown vendor decisions early rather than assuming during development

Custom App Client Intake