Poutama Next Stage

Work to date

From scoping to three working apps

Scoping and prototypes ran from late August to mid-September. In November we built the first working version on Glide OS, connected live to Poutama's data.

Aug 2026
Discovery
How Poutama works today and where the time goes.
Aug to Sep
CRM and board prototypes
Screens for the client record and a live board view, in Poutama's colours.
Sep 2026
Live data link
A read connection to Chris's system: businesses, grants, contacts and activity.
Nov 2026
Three working apps
Built on Glide OS. Changes from 13 November sit in a preview until we agree them.

For advisors

Poutama Advisors

Applications and AI completeness check
Scoring and decision messages
Claims and payment runs
Business record with grant history and documents

For the board

Poutama Board

Live figures from Poutama's data
Pipeline and decisions above the CE limit
The rules in force

For clients

Poutama Client Portal

Clients see their own application
Answer questions, upload documents and receipts
Six-month impact check-in

Cost to date$9,000 + GSTTwo scoping invoices, both paid. The November apps are not included in this figure.

What we heard on 13 November

Faster, simpler, and focused on growth

Three eligibility rules

Māori-owned, $80k+ turnover, 12+ months trading. Insolvency is a hard stop, redirected to an accountant.

Growth over ratios

A simple financial health scorecard plus a business plan score, merged into one result. Over 80% approves automatically.

A shorter application

Mandatory details including iwi, a finance check and a growth check. Heta has drafted the process.

Impact the board can see

An automatic six-month follow-up on jobs and revenue, at programme and business level.

Proven winners

Growth tracked over 2 to 3 years flags businesses for the planned $50k to $250k loans program.

Advocacy and reciprocity

A year-end report for partners and government, stories shared with consent, and spend with other Māori businesses.

One client record

RBP, Grants and Events on each client, and 38 years of Dropbox files brought into one place.

Live reporting

Maaria's spreadsheets replaced, and the board pack at the push of a button, viewable live in the meeting.

Less reliance on one person

Key systems sit with Chris with no service agreement. Heta wants that risk fully mitigated.

"I just want our data in one place."Heta, 13 November

Time back

Savings we already know about

What changes for the team, from what you've told us. We'll put hours against each one with Maaria as the work lands.

Decision time

TodayAbout 45 days, some applications over 100

Target10 days

Businesses that don't qualify

TodayFind out after a full application

NewThree rules checked first, insolvent businesses redirected

Strong applications

TodayEvery one waits for an advisor

NewOver 80% approved automatically, advisors can adjust

The application form

TodayQuestions repeat the business plan, answers copied across

NewDetails, a finance check and a growth check

Board reporting

TodayMaaria's spreadsheets, updated by hand

NewLive figures, the board pack at a button

Contact logs

TodayEmails copied and pasted into the system

NewEmail synced to the client record

Impact follow-up

TodayThe six-month survey has lapsed

NewAn automatic check-in six months after payment

Missing documents

TodayGaps found by hand in admin review

NewAI flags what's missing before anyone picks it up

Client details

TodayStaff re-key what clients send

NewClients update their own details in the portal

Next stage

Five areas, some already built

Green is in the preview now. Red is still to build.

AreaBuilt in the previewStill to build

Client interface

What a business sees

Client sign-in
Own application
Document and receipt uploads

Details, finance check, growth check
Insolvency redirect
Client scorecard
poutama.co.nz address

Assessment

How a decision is made

Three eligibility rules
Growth-led scoring
Insolvency hard stop
AI completeness check

AI financial health scorecard
Business plan score
80% auto-approve, advisor override
A+ style grade
Repeat applicant history

Reporting

What the board sees

Live board figures
Pipeline
Decisions above the CE limit

Board pack at a button
Turnaround before and after
By region, employees, industry
Maaria's spreadsheets retired

Impact

Did the grant work

Six-month check-in
Impact totals for the board

Automatic follow-up email
Year on year growth
Reciprocity and Māori spend
Year-end advocacy report
Stories with consent

Infrastructure

Who holds the data

Live link to Chris's system

One client record in Attio
Data migration
Dropbox structure
Security and AI policy

The financial scorecard needs input from Poutama's accountant on items such as shareholder current accounts and drawings.

Moving to Attio

Poutama's data, in a system Poutama owns

Today a business passes through the website, then everything is keyed into Chris's system. We propose Attio as the anchor for every client record.

How data arrives today

WebsiteQualification checkNot connected to any database

Chris's systemOnline applicationAnswers and uploads

AdminTriageChecked by hand, sent back if incomplete

AdvisorsRecords and logsBusiness, grant, payments, contact notes

ElsewhereDropbox, Xero, SurveyMonkeyDocuments, money, impact

Data	Records	In the API?
Businesses	4,837	Yes
People (contacts)	5,025	Yes
Grants and investments, with payments	3,496	Yes
Contact logs	27,681	Yes
Applications (answers and uploads)	1,978	Not confirmed
RBP data, recommendations, resources	1,339 / 10 / 5	Not confirmed
Staff time entries	6,773	Not confirmed
MBR businesses and questions (COVID era)	299 each	Not confirmed
Follow-ups	192	Not confirmed
Documents in Dropbox	38 years	No

Anything not reachable through the API comes across as an export from Chris.

Attio

Businesses, people, grants, RBP, events and impact check-ins on one record, with email history alongside.

Glide OS apps

Application, assessment, claims and board reporting, reading from and writing to Attio.

Read-only archive

MBR data, old time entries and report templates, unless you want them live.

Dropbox

Linked per client from Attio first. A full re-file is separate work.

Ten actions, 42 to 78 hours

Data mapped, imported and connected to the apps and board reporting before Christmas. Email sync and training in January, with cutover on 5 February.

#	Action	Who	Hours
1	Map every field and agree the export with Chris	Incredible, Chris	6 to 10
2	Design Attio: objects, fields, pipelines, permissions	Incredible, Heta, Maaria	2 to 4
3	Export and transform the data	Incredible, Chris	4 to 6
4	Trial import, reconciled against board reports	Incredible, Maaria	8 to 12
5	Link application documents, index Dropbox per client	Incredible	3 to 12
6	Connect the Glide OS apps to Attio both ways	Incredible	1 to 4
7	Point board reporting at the new data	Incredible	4 to 6
8	Email sync and the six-month impact email	Incredible, Poutama	4 to 8
9	Train staff, final load, cut over; Chris's system read-only	Incredible, Chris, team	6 to 8
10	Cyber security and AI policy, plus staff training	Incredible, Heta	4 to 8

Proposed timeline, by week

Nov 16

Nov 23

Nov 30

Dec 7

Dec 14

Dec 21

Dec 28

Jan 4

Jan 11

Jan 18

Jan 25

Feb 1

1Map data with Chris

2Design Attio

3Export and transform

4Trial import, reconcile

5Link documents

6Connect apps to Attio

7Board reporting

10Security and AI policy

8Email sync, impact email

9Train staff

Cut over to Attio, 5 Feb

Summer break

Assumes a summer break from 19 December to 10 January, and about 5 to 9 hours of our time a week.

Investment

$9,000 + GST a month

35 hours of build time, a weekly session with Heta and Maaria, and update calls as work lands.

To date · scoping

$9,000 + GST

Two invoices, both paid.

Next month · 35 h