Business Operations

Business Operations — Recombinate

This is the non-product IT / operations stack for the company operating the home-care business under the Recombinate umbrella. It covers the tools staff use to run the business — productivity, identity, HR, finance, sales, and support — and complements the product/engineering stack documented elsewhere in Foundation. Product infrastructure (Neon, GCP, WellSky, the agent-driven onboarding funnel) is where PHI is architected to live; this layer is where the company runs.

The workforce plane (Microsoft 365 — Teams, SharePoint, OneDrive, Exchange) will contain PHI in practice (Excel/Word files with patient info), so it is treated as a governed plane under a Microsoft BAA, with Purview labeling/DLP + Intune device control + Entra Conditional Access — the control is policy about where PHI lives and who accesses it, not pretending PHI stays out. By contrast, Notion is NOT HIPAA-covered (no BAA) — no PHI of any kind in Notion. PHI at rest lives only in Neon / GCS / Vertex / WellSky (+ the governed M365 plane).

Productivity, Communication & Identity

Function	Role	Vendor	Product
Office suite / email / calendar	Office / clinical staff (primary); field / ops (secondary)	Microsoft (primary)	Microsoft 365 Business Premium (primary — office/clinical staff); Google Workspace (field / ops)
Enterprise productivity AI	All staff	Microsoft / Google	⚠️ Bake-off — M365 Copilot vs Gemini for Workspace (undecided)
Team chat	All staff	Microsoft	Microsoft Teams (bundled with M365)
Project management (business)	All staff / Ops	Notion	Notion — business task + milestone tracking for business objectives (distinct from Linear, which drives product/eng)
Workforce identity / SSO / MFA	IT / All	Microsoft	Microsoft Entra ID (P1 → P2 as you grow)
Device management (MDM)	IT	Rippling → Microsoft	Rippling device management initially (inherited, Pro plan) → Microsoft Intune later
Endpoint security / EDR	IT / Security	Microsoft	Microsoft Defender for Business
Data governance / DLP / labels	IT / Compliance	Microsoft	Microsoft Purview
Password / secrets manager (people)	All staff	1Password	1Password

Microsoft 365 Business Premium is the primary suite for office / clinical staff — it bundles Office + Entra ID P1 + Intune + Defender for Business + Purview, giving one identity / security / governance plane. Google Workspace is the secondary suite for field / ops staff. Entra ID P1 ≈ $6/user, no minimum. Defender for Business (bundled in Business Premium) was chosen on price; CrowdStrike Falcon is slated for post-$5M EBITDA.

People, Finance & Legal

Function	Role	Vendor	Product
HR / payroll / benefits	HR / Ops	Rippling	Rippling Core HR + Payroll
Finance / accounting	Finance	Sage	Sage Intacct
Corporate cards / expense	Finance	Ramp	Ramp
E-signature	Legal / Ops	Dropbox	Dropbox Sign (Standard, annual + BAA)
Compliance / GRC (HIPAA program)	Compliance / Security	⏸ Deferred	Vanta / Drata — deferred to Q1 2027 (pre-go-live)
Legal / contracts / entity mgmt	Legal	Outside counsel	No dedicated tooling yet
Business insurance	Ops / Finance	Specialist broker	Home-care broker — professional liability + general liability + workers' comp + non-owned auto + abuse/molestation; cyber + D&O via the broker or a digital broker (Vouch/Embroker)

Sage Intacct was chosen for multi-entity accounting — the plan assumes aggressive M&A and keeps acquired entities separate. The Vanta / Drata GRC tool is deferred, but the underlying HIPAA controls still apply now regardless of tooling. Insurance goes through a home-care-experienced broker, not a tech-only digital broker: professional liability, workers' comp, and non-owned auto are home-care-specific needs a generalist broker will miss.

Corporate Development / M&A

The plan assumes an active acquisition motion (~a dozen deals over ~5 years), so corp-dev tooling is first-class rather than ad hoc.

Function	Role	Vendor	Product
Virtual data room (diligence / fundraising)	M&A / Legal	Peony	Peony Data Rooms (flat per-admin subscription); a SharePoint-folder convention is retained for small tuck-ins
Deal pipeline / target tracking	M&A / Exec	Notion	Notion target database; revisit 4Degrees or Affinity at >25 active targets or the first corp-dev hire

Peony was chosen for flat per-admin pricing — data-room vendors that bill per page/user penalize an aggressive deal cadence. The deal pipeline lives in Notion for now (cheap, flexible); a dedicated relationship-intelligence CRM (4Degrees / Affinity) is deferred until target volume or a corp-dev hire justifies it. No PHI in either — deal and target data are corporate, not patient, data (and Notion carries no BAA regardless).

Sales, Marketing & Support

Function	Role	Vendor	Product
Sales data / enrichment	Sales / Partnerships	Clay	Clay (Growth) — referral-source development
Cold outreach / deliverability	Sales / Partnerships	ReachInbox	ReachInbox (Growth) — channel/referral outreach
CRM / prospect funnel	Product / GTM	Built-in + WellSky	Product-native funnel (HomeCareHQ) + WellSky referral mgmt + BigQuery analytics — no traditional CRM
Product analytics	Product / Growth	PostHog	PostHog Cloud (Boost+, BAA) — product analytics + feature flags + experiments + session replay + error tracking + LLM observability & evals
Customer support / helpdesk	Support / CX	WellSky + built-in	WellSky Family Room + product agent + shared inbox — dedicated helpdesk (Front) deferred until volume warrants
Transactional email (product)	Engineering	AWS	AWS SES (free self-serve BAA; us-west-2, co-located with Neon) — no PHI in email bodies
Patient comms — SMS / voice	Ops / Clinical	Telnyx	Telnyx (shared with the product voice stack)
Fax (referrals / clinical)	Clinical / Ops	WellSky	WellSky referral / e-fax intake (AI-summarized); SRFax fallback if it's a heavy add-on

There is no traditional CRM. The CRM is built into the product — the acquired HomeCareHQ funnel — because prospects describe care needs (PHI) during onboarding. That puts the funnel inside the HIPAA boundary, and the agent-driven onboarding is the core differentiator, so a bolt-on CRM would be both redundant and a PHI leak. SES was chosen for lowest cost plus a free self-serve AWS BAA, co-located with Neon (us-west-2). Fax is largely covered by WellSky's referral / e-fax intake.

Open item — marketing / lifecycle email vendor is not locked. Prospect and patient-family lifecycle email (nurture, onboarding drips, re-engagement) is an open bake-off: Customer.io vs Iterable vs Loops, gated on BAA availability (these can touch prospect data that becomes PHI-adjacent). Distinct from transactional email (AWS SES, locked). Resolve before the GTM ramp.