Interoffice Mail Routing

The problem this kills

A signed contract leaves the front desk at the downtown office, headed for Legal three buildings over. Three days later, Legal says it never arrived. Was it picked up? Did it make the afternoon run? Is it sitting in a tray at the warehouse? Did someone sign for it? Nobody knows, because "interoffice mail" is a manila envelope, a Sharpie, and a prayer.

In most multi-site operations, internal mail and small deliveries move on courier runs between locations with no record at all. An item might pass through three mail-stops on its way to a desk, and if it falls off the chain at any one of them, there's no way to tell where. People re-send originals, chase things by phone, and lose track of who's holding what. When something sensitive goes missing, there's no proof it was ever handed off.

This tool replaces the void with a clear chain of custody: every item logged, every hop confirmed by the person who received it, and a flag the moment something sits too long at one stop.

What you'll build

A small internal web app, just for your team, that:

• Logs an internal item - what it is, who sent it, and its destination mail-stop (a specific site + department, or even a desk).
• Reads your sites, departments, and mail-stops plus your courier run schedule and works out the route - the sequence of hops the item takes to get there.
• Tracks the current location and hop of every item, so you always know where it is right now.
• Lets the receiving location confirm receipt at each hop, building a real chain of custody.
• Requires a final delivery confirmation from the recipient (or a mailroom admin) before an item is closed as Delivered.
• Flags items stalled too long at one stop, so nothing quietly rots in a tray.
• Shows a live in-transit board and a delivered log, plus a per-run manifest of everything moving on each courier run.
• Dedupes on item ID so the same envelope can't be logged or processed twice.
• Exports the mail log and the run manifests as CSV.

What's inside the Implementation Plan

The plan is a single markdown file you paste into Claude Code (a free AI coding agent). It walks the agent through building the whole tool, step by step, each step ending with a ready-to-paste prompt.

The most important part: the plan opens by interviewing you about your business. Before it writes a single line, the agent asks how internal mail moves today, what your sites and mail-stops are actually called, your real courier run schedule, the codes and naming you use, your typical and peak volumes, and your messiest edge cases (an item that misses a run, a recipient who's left, a mail-stop that closes). It reads a short tailored spec back to you, you confirm it, and only then does it build - so you get a tool shaped to your mailroom, not a generic template you have to bend to fit.

Inside you'll find:

• The discovery interview and how the agent turns your answers into the data model.
• The full build: database, login, item logging with duplicate guards, the routing engine that maps items onto your runs, the hop-by-hop receipt screens, the stall flagging, and the manifests.
• The hard human confirmation gate so nothing is marked Delivered without a real person signing for it.
• Verification steps so you can prove it works, and the CSV-export fallback so it's fully usable even before you connect it to anything.

The governance it includes (this is the point)

This isn't a toy. The plan builds in the controls a facilities team actually needs:

• Login so only your mailroom and facilities team can see or touch anything.
• Row-level security so each organization only ever sees its own mail and runs.
• A complete audit trail - every log, hop receipt, reroute, stall flag, and final delivery is recorded with who and when.
• A hard human-in-the-loop gate - an item is closed as Delivered only when a real person confirms receipt; the app never auto-delivers.
• Duplicate guards so the same item ID can't be logged or routed twice.

Who it's for

Mailroom staff, multi-site facilities teams, and department admins who are tired of internal mail disappearing between buildings - and who want a real, auditable chain of custody without hiring a developer or buying a heavyweight logistics platform. You don't need to write code. You need your mail-stop list, your run schedule, and an afternoon.

You've got this - paste the first prompt and let the agent interview you.