Fix security gaps and improve code quality across API and Lambdas (#23)

Security: add system identity claims to InternalApiKeyMiddleware so
Lambda-to-API calls resolve a proper user, inject ICurrentUserService
into GeneratedPdfsController to replace Guid.Empty, and consolidate
CurrentUserService into a single ResolveAsync lookup chain.

Quality: replace four COUNT queries in ProposalService.GetStatsAsync
with a single grouped query, convert all Lambda print() to structured
logging, and add retry helpers for Lambda-to-API HTTP calls.

api/src/ProposalSystem.Api/Controllers/GeneratedPdfsController.cs

@@ -1,6 +1,7 @@
 using Microsoft.AspNetCore.Authorization;
 using Microsoft.AspNetCore.Mvc;
 using Microsoft.EntityFrameworkCore;
+using ProposalSystem.Application.Interfaces;
 using ProposalSystem.Domain.Entities;
 using ProposalSystem.Infrastructure.Data;
 
@@ -12,10 +13,12 @@ namespace ProposalSystem.Api.Controllers;
 public class GeneratedPdfsController : ControllerBase
 {
     private readonly ProposalDbContext _db;
+    private readonly ICurrentUserService _currentUser;
 
-    public GeneratedPdfsController(ProposalDbContext db)
+    public GeneratedPdfsController(ProposalDbContext db, ICurrentUserService currentUser)
     {
         _db = db;
+        _currentUser = currentUser;
     }
 
     [HttpPost]
@@ -24,6 +27,8 @@ public class GeneratedPdfsController : ControllerBase
         var proposal = await _db.Proposals.FindAsync(new object[] { request.ProposalId }, ct);
         if (proposal == null) return NotFound();
 
+        await _currentUser.ResolveAsync();
+
         var pdf = new GeneratedPdf
         {
             Id = Guid.NewGuid(),
@@ -31,7 +36,7 @@ public class GeneratedPdfsController : ControllerBase
             Revision = proposal.CurrentRevision,
             S3Key = request.S3Key,
             GeneratedAt = DateTime.UtcNow,
-            GeneratedById = Guid.Empty,
+            GeneratedById = _currentUser.UserId,
         };
 
         _db.GeneratedPdfs.Add(pdf);

api/src/ProposalSystem.Api/Middleware/InternalApiKeyMiddleware.cs

@@ -28,6 +28,10 @@ public class InternalApiKeyMiddleware
                 var claims = new[]
                 {
                     new Claim(ClaimTypes.NameIdentifier, "system"),
+                    new Claim("sub", "system-lambda-caller"),
+                    new Claim(ClaimTypes.Email, "system@proposal-system.internal"),
+                    new Claim("email", "system@proposal-system.internal"),
+                    new Claim("name", "System"),
                     new Claim(ClaimTypes.Role, "admins"),
                     new Claim("cognito:groups", "admins"),
                 };

api/src/ProposalSystem.Api/Services/CurrentUserService.cs

@@ -18,9 +18,9 @@ public class CurrentUserService : ICurrentUserService
         _db = db;
     }
 
-    public Guid UserId => GetUser().Id;
+    public Guid UserId => GetOrThrow().Id;
-    public string Email => GetUser().Email;
+    public string Email => GetOrThrow().Email;
-    public UserRole Role => GetUser().Role;
+    public UserRole Role => GetOrThrow().Role;
 
     public string? IpAddress =>
         _httpContext.HttpContext?.Connection.RemoteIpAddress?.ToString();
@@ -32,122 +32,64 @@ public class CurrentUserService : ICurrentUserService
         var principal = _httpContext.HttpContext?.User
             ?? throw new UnauthorizedAccessException("No authenticated user");
 
-        var userId = principal.FindFirstValue(ClaimTypes.NameIdentifier);
         var sub = principal.FindFirstValue("sub");
+        var email = principal.FindFirstValue(ClaimTypes.Email)
+            ?? principal.FindFirstValue("email")
+            ?? "unknown@seahaven.com";
+        var name = principal.FindFirstValue("name")
+            ?? email.Split('@')[0];
+        var groups = principal.FindAll("cognito:groups")
+            .Select(c => c.Value).ToList();
+        var role = groups.Contains("sysadmins") ? UserRole.SysAdmin
+            : groups.Contains("admins") ? UserRole.Admin
+            : UserRole.Dispatcher;
 
+        var userId = principal.FindFirstValue(ClaimTypes.NameIdentifier);
         if (userId != null && Guid.TryParse(userId, out var parsedId))
-        {
             _cachedUser = await _db.Users.FirstOrDefaultAsync(u => u.Id == parsedId);
-        }
 
         if (_cachedUser == null && sub != null)
-        {
             _cachedUser = await _db.Users.FirstOrDefaultAsync(u => u.CognitoSub == sub);
-        }
 
         if (_cachedUser == null)
-        {
-            var email = principal.FindFirstValue(ClaimTypes.Email)
-                ?? principal.FindFirstValue("email")
-                ?? "unknown@seahaven.com";
-
             _cachedUser = await _db.Users.FirstOrDefaultAsync(u => u.Email == email);
-        }
 
-        if (_cachedUser == null)
+        if (_cachedUser != null)
         {
-            var email = principal.FindFirstValue(ClaimTypes.Email)
+            var changed = false;
-                ?? principal.FindFirstValue("email")
+            if (_cachedUser.Email != email) { _cachedUser.Email = email; changed = true; }
-                ?? "unknown@seahaven.com";
+            if (_cachedUser.DisplayName != name) { _cachedUser.DisplayName = name; changed = true; }
-
+            if (changed)
-            var name = principal.FindFirstValue("name")
-                ?? email.Split('@')[0];
-
-            var groups = principal.FindAll("cognito:groups")
-                .Select(c => c.Value).ToList();
-
-            var role = groups.Contains("sysadmins") ? UserRole.SysAdmin
-                : groups.Contains("admins") ? UserRole.Admin
-                : UserRole.Dispatcher;
-
-            _cachedUser = new User
             {
-                Id = Guid.NewGuid(),
+                _cachedUser.UpdatedAt = DateTime.UtcNow;
-                CognitoSub = sub ?? $"auto-{Guid.NewGuid():N}",
+                await _db.SaveChangesAsync();
-                Email = email,
+            }
-                DisplayName = name,
+            return;
-                Role = role,
-                IsActive = true,
-                CreatedAt = DateTime.UtcNow,
-                UpdatedAt = DateTime.UtcNow,
-            };
-
-            _db.Users.Add(_cachedUser);
-            await _db.SaveChangesAsync();
         }
+
+        _cachedUser = new User
+        {
+            Id = Guid.NewGuid(),
+            CognitoSub = sub ?? $"auto-{Guid.NewGuid():N}",
+            Email = email,
+            DisplayName = name,
+            Role = role,
+            IsActive = true,
+            CreatedAt = DateTime.UtcNow,
+            UpdatedAt = DateTime.UtcNow,
+        };
+
+        _db.Users.Add(_cachedUser);
+        await _db.SaveChangesAsync();
     }
 
-    private User GetUser()
+    private User GetOrThrow()
     {
         if (_cachedUser != null) return _cachedUser;
 
-        var principal = _httpContext.HttpContext?.User
+        ResolveAsync().GetAwaiter().GetResult();
-            ?? throw new UnauthorizedAccessException("No authenticated user");
 
-        var userId = principal.FindFirstValue(ClaimTypes.NameIdentifier);
+        return _cachedUser
-        var sub = principal.FindFirstValue("sub");
+            ?? throw new UnauthorizedAccessException("Could not resolve current user");
-
-        if (userId != null && Guid.TryParse(userId, out var parsedId))
-        {
-            _cachedUser = _db.Users.FirstOrDefault(u => u.Id == parsedId);
-        }
-
-        if (_cachedUser == null && sub != null)
-        {
-            _cachedUser = _db.Users.FirstOrDefault(u => u.CognitoSub == sub);
-        }
-
-        if (_cachedUser == null)
-        {
-            var email = principal.FindFirstValue(ClaimTypes.Email)
-                ?? principal.FindFirstValue("email")
-                ?? "unknown@seahaven.com";
-
-            _cachedUser = _db.Users.FirstOrDefault(u => u.Email == email);
-        }
-
-        if (_cachedUser == null)
-        {
-            var email = principal.FindFirstValue(ClaimTypes.Email)
-                ?? principal.FindFirstValue("email")
-                ?? "unknown@seahaven.com";
-
-            var name = principal.FindFirstValue("name")
-                ?? email.Split('@')[0];
-
-            var groups = principal.FindAll("cognito:groups")
-                .Select(c => c.Value).ToList();
-
-            var role = groups.Contains("sysadmins") ? UserRole.SysAdmin
-                : groups.Contains("admins") ? UserRole.Admin
-                : UserRole.Dispatcher;
-
-            _cachedUser = new User
-            {
-                Id = Guid.NewGuid(),
-                CognitoSub = sub ?? $"auto-{Guid.NewGuid():N}",
-                Email = email,
-                DisplayName = name,
-                Role = role,
-                IsActive = true,
-                CreatedAt = DateTime.UtcNow,
-                UpdatedAt = DateTime.UtcNow,
-            };
-
-            _db.Users.Add(_cachedUser);
-            _db.SaveChanges();
-        }
-
-        return _cachedUser;
     }
 }

api/src/ProposalSystem.Infrastructure/Services/ProposalService.cs

@@ -303,14 +303,22 @@ public class ProposalService : IProposalService
     public async Task<ProposalStatsResponse> GetStatsAsync(CancellationToken ct = default)
     {
         var userId = _currentUser.UserId;
-        var baseQuery = _db.Proposals.Where(p => p.SubmittedById == userId);
 
-        var total = await baseQuery.CountAsync(ct);
+        var counts = await _db.Proposals
-        var inReview = await baseQuery.CountAsync(p => p.Status == ProposalStatus.InReview, ct);
+            .Where(p => p.SubmittedById == userId)
-        var approved = await baseQuery.CountAsync(p => p.Status == ProposalStatus.Approved, ct);
+            .GroupBy(_ => 1)
-        var sent = await baseQuery.CountAsync(p => p.Status == ProposalStatus.Sent, ct);
+            .Select(g => new
+            {
+                Total = g.Count(),
+                InReview = g.Count(p => p.Status == ProposalStatus.InReview),
+                Approved = g.Count(p => p.Status == ProposalStatus.Approved),
+                Sent = g.Count(p => p.Status == ProposalStatus.Sent),
+            })
+            .FirstOrDefaultAsync(ct);
 
-        return new ProposalStatsResponse(total, inReview, approved, sent);
+        return counts == null
+            ? new ProposalStatsResponse(0, 0, 0, 0)
+            : new ProposalStatsResponse(counts.Total, counts.InReview, counts.Approved, counts.Sent);
     }
 
     private static ProposalResponse MapToResponse(Proposal p) => new(

lambdas/library-ingest/app.py

@@ -6,12 +6,17 @@ then triggers a KB sync.
 """
 
 import json
+import logging
 import os
+import time
 from datetime import datetime
 
 import boto3
 import httpx
 
+logger = logging.getLogger(__name__)
+logger.setLevel(os.environ.get("LOG_LEVEL", "INFO"))
+
 LIBRARY_BUCKET = os.environ.get("LIBRARY_BUCKET", "")
 KNOWLEDGE_BASE_ID = os.environ.get("KNOWLEDGE_BASE_ID", "")
 DATA_SOURCE_ID = os.environ.get("DATA_SOURCE_ID", "")
@@ -48,7 +53,7 @@ def handler(event, context):
 def process_ingestion(proposal_id: str):
     proposal = fetch_proposal(proposal_id)
     if not proposal:
-        print(f"Proposal {proposal_id} not found")
+        logger.warning("Proposal %s not found", proposal_id)
         return
 
     line_items = fetch_line_items(proposal_id)
@@ -71,7 +76,7 @@ def fetch_proposal(proposal_id: str) -> dict | None:
         if resp.status_code == 200:
             return resp.json()
     except Exception as e:
-        print(f"Error fetching proposal: {e}")
+        logger.error("Error fetching proposal: %s", e)
     return None
 
 
@@ -85,7 +90,7 @@ def fetch_line_items(proposal_id: str) -> list[dict]:
         if resp.status_code == 200:
             return resp.json()
     except Exception as e:
-        print(f"Error fetching line items: {e}")
+        logger.error("Error fetching line items: %s", e)
     return []
 
 
@@ -144,7 +149,7 @@ def format_proposal_document(proposal: dict, line_items: list[dict]) -> str:
 
 def upload_to_library(proposal: dict, document: str) -> str | None:
     if not LIBRARY_BUCKET:
-        print("No library bucket configured")
+        logger.warning("No library bucket configured")
         return None
 
     proposal_number = proposal["proposalNumber"]
@@ -165,16 +170,16 @@ def upload_to_library(proposal: dict, document: str) -> str | None:
                 "date-submitted": proposal.get("submittedAt", ""),
             },
         )
-        print(f"Uploaded {s3_key} to library bucket")
+        logger.info("Uploaded %s to library bucket", s3_key)
         return s3_key
     except Exception as e:
-        print(f"Error uploading to library: {e}")
+        logger.error("Error uploading to library: %s", e)
         return None
 
 
 def trigger_kb_sync():
     if not KNOWLEDGE_BASE_ID or not DATA_SOURCE_ID:
-        print("KB or data source ID not configured, skipping sync")
+        logger.info("KB or data source ID not configured, skipping sync")
         return
 
     try:
@@ -183,9 +188,9 @@ def trigger_kb_sync():
             dataSourceId=DATA_SOURCE_ID,
         )
         job_id = response.get("ingestionJob", {}).get("ingestionJobId", "")
-        print(f"Started KB ingestion job: {job_id}")
+        logger.info("Started KB ingestion job: %s", job_id)
     except Exception as e:
-        print(f"Error triggering KB sync: {e}")
+        logger.error("Error triggering KB sync: %s", e)
 
 
 def _api_headers() -> dict:
@@ -194,3 +199,27 @@ def _api_headers() -> dict:
     if api_key:
         headers["X-Internal-Api-Key"] = api_key
     return headers
+
+
+def _api_request(method: str, url: str, retries: int = 3, **kwargs) -> httpx.Response:
+    kwargs.setdefault("headers", _api_headers())
+    kwargs.setdefault("timeout", 10)
+    for attempt in range(retries):
+        try:
+            resp = httpx.request(method, url, **kwargs)
+            if resp.status_code < 500:
+                return resp
+            logger.warning(
+                "API returned %s on attempt %d for %s",
+                resp.status_code,
+                attempt + 1,
+                url,
+            )
+        except httpx.TransportError as e:
+            logger.warning(
+                "Transport error on attempt %d for %s: %s", attempt + 1, url, e
+            )
+            if attempt == retries - 1:
+                raise
+        time.sleep(min(2**attempt, 4))
+    return resp  # type: ignore[possibly-undefined]

lambdas/pdf-extract/app.py

@@ -4,15 +4,20 @@ Parses vendor proposal PDFs and extracts structured line item data.
 Falls back to Claude multimodal for scanned/image-based PDFs.
 """
 
+import base64
 import json
+import logging
 import os
 import tempfile
-import base64
+import time
 
 import boto3
 import httpx
 import pdfplumber
 
+logger = logging.getLogger(__name__)
+logger.setLevel(os.environ.get("LOG_LEVEL", "INFO"))
+
 UPLOADS_BUCKET = os.environ.get("UPLOADS_BUCKET", "")
 API_BASE_URL = os.environ.get("API_BASE_URL", "")
 MODEL_ID = os.environ.get("MODEL_ID", "us.anthropic.claude-sonnet-4-5-20250929-v1:0")
@@ -45,7 +50,7 @@ def handler(event, context):
         vendor_proposal_id = payload.get("vendorProposalId", "")
 
         if not s3_key:
-            print(f"No s3Key in payload for proposal {proposal_id}")
+            logger.warning("No s3Key in payload for proposal %s", proposal_id)
             continue
 
         process_pdf(proposal_id, s3_key, vendor_proposal_id)
@@ -69,7 +74,7 @@ def process_pdf(proposal_id: str, s3_key: str, vendor_proposal_id: str):
         save_extraction(vendor_proposal_id, extracted)
 
     except Exception as e:
-        print(f"Error processing PDF: {e}")
+        logger.error("Error processing PDF: %s", e)
         update_processing_status(vendor_proposal_id, "Failed")
     finally:
         if pdf_path:
@@ -124,7 +129,7 @@ def extract_with_pdfplumber(pdf_path: str) -> dict:
                         break
 
     except Exception as e:
-        print(f"pdfplumber extraction failed: {e}")
+        logger.error("pdfplumber extraction failed: %s", e)
 
     return result
 
@@ -279,7 +284,7 @@ Respond ONLY with the JSON object, no additional text.""",
         }
 
     except Exception as e:
-        print(f"Claude multimodal extraction failed: {e}")
+        logger.error("Claude multimodal extraction failed: %s", e)
         return {
             "vendorName": "",
             "lineItems": [],
@@ -307,9 +312,11 @@ def save_extraction(vendor_proposal_id: str, extracted: dict):
             timeout=10,
         )
         if resp.status_code not in (200, 204):
-            print(f"Failed to save extraction: {resp.status_code} {resp.text}")
+            logger.error(
+                "Failed to save extraction: %s %s", resp.status_code, resp.text
+            )
     except Exception as e:
-        print(f"Error saving extraction: {e}")
+        logger.error("Error saving extraction: %s", e)
 
 
 def update_processing_status(vendor_proposal_id: str, status: str):
@@ -323,7 +330,7 @@ def update_processing_status(vendor_proposal_id: str, status: str):
             timeout=10,
         )
     except Exception as e:
-        print(f"Error updating status: {e}")
+        logger.error("Error updating status: %s", e)
 
 
 def _api_headers() -> dict:
@@ -332,3 +339,27 @@ def _api_headers() -> dict:
     if api_key:
         headers["X-Internal-Api-Key"] = api_key
     return headers
+
+
+def _api_request(method: str, url: str, retries: int = 3, **kwargs) -> httpx.Response:
+    kwargs.setdefault("headers", _api_headers())
+    kwargs.setdefault("timeout", 10)
+    for attempt in range(retries):
+        try:
+            resp = httpx.request(method, url, **kwargs)
+            if resp.status_code < 500:
+                return resp
+            logger.warning(
+                "API returned %s on attempt %d for %s",
+                resp.status_code,
+                attempt + 1,
+                url,
+            )
+        except httpx.TransportError as e:
+            logger.warning(
+                "Transport error on attempt %d for %s: %s", attempt + 1, url, e
+            )
+            if attempt == retries - 1:
+                raise
+        time.sleep(min(2**attempt, 4))
+    return resp  # type: ignore[possibly-undefined]

lambdas/pdf-generate/app.py

@@ -5,7 +5,9 @@ Triggered via SQS when an admin requests PDF generation.
 """
 
 import json
+import logging
 import os
+import time
 from datetime import datetime
 from io import BytesIO
 
@@ -24,6 +26,9 @@ from reportlab.platypus import (
     TableStyle,
 )
 
+logger = logging.getLogger(__name__)
+logger.setLevel(os.environ.get("LOG_LEVEL", "INFO"))
+
 GENERATED_BUCKET = os.environ.get("GENERATED_BUCKET", "")
 API_BASE_URL = os.environ.get("API_BASE_URL", "")
 INTERNAL_API_KEY_SECRET_ARN = os.environ.get("INTERNAL_API_KEY_SECRET_ARN", "")
@@ -72,7 +77,7 @@ def handler(event, context):
 def generate_pdf(proposal_id: str):
     proposal = fetch_proposal(proposal_id)
     if not proposal:
-        print(f"Proposal {proposal_id} not found")
+        logger.warning("Proposal %s not found", proposal_id)
         return
 
     line_items = fetch_line_items(proposal_id)
@@ -87,7 +92,7 @@ def generate_pdf(proposal_id: str):
 
     register_pdf(proposal_id, s3_key)
 
-    print(f"Generated PDF: {s3_key} ({len(pdf_bytes)} bytes)")
+    logger.info("Generated PDF: %s (%d bytes)", s3_key, len(pdf_bytes))
 
 
 def fetch_proposal(proposal_id: str) -> dict | None:
@@ -100,7 +105,7 @@ def fetch_proposal(proposal_id: str) -> dict | None:
         if resp.status_code == 200:
             return resp.json()
     except Exception as e:
-        print(f"Error fetching proposal: {e}")
+        logger.error("Error fetching proposal: %s", e)
     return None
 
 
@@ -114,7 +119,7 @@ def fetch_line_items(proposal_id: str) -> list[dict]:
         if resp.status_code == 200:
             return resp.json()
     except Exception as e:
-        print(f"Error fetching line items: {e}")
+        logger.error("Error fetching line items: %s", e)
     return []
 
 
@@ -514,7 +519,7 @@ def upload_pdf(s3_key: str, pdf_bytes: bytes):
             ContentType="application/pdf",
         )
     except Exception as e:
-        print(f"Error uploading PDF: {e}")
+        logger.error("Error uploading PDF: %s", e)
         raise
 
 
@@ -527,9 +532,9 @@ def register_pdf(proposal_id: str, s3_key: str):
             timeout=10,
         )
         if resp.status_code not in (200, 201):
-            print(f"Failed to register PDF: {resp.status_code} {resp.text}")
+            logger.error("Failed to register PDF: %s %s", resp.status_code, resp.text)
     except Exception as e:
-        print(f"Error registering PDF: {e}")
+        logger.error("Error registering PDF: %s", e)
 
 
 def _api_headers() -> dict:
@@ -538,3 +543,27 @@ def _api_headers() -> dict:
     if api_key:
         headers["X-Internal-Api-Key"] = api_key
     return headers
+
+
+def _api_request(method: str, url: str, retries: int = 3, **kwargs) -> httpx.Response:
+    kwargs.setdefault("headers", _api_headers())
+    kwargs.setdefault("timeout", 10)
+    for attempt in range(retries):
+        try:
+            resp = httpx.request(method, url, **kwargs)
+            if resp.status_code < 500:
+                return resp
+            logger.warning(
+                "API returned %s on attempt %d for %s",
+                resp.status_code,
+                attempt + 1,
+                url,
+            )
+        except httpx.TransportError as e:
+            logger.warning(
+                "Transport error on attempt %d for %s: %s", attempt + 1, url, e
+            )
+            if attempt == retries - 1:
+                raise
+        time.sleep(min(2**attempt, 4))
+    return resp  # type: ignore[possibly-undefined]

lambdas/suggestions/app.py

@@ -5,11 +5,16 @@ to generate line item suggestions for new proposals.
 """
 
 import json
+import logging
 import os
+import time
 
 import boto3
 import httpx
 
+logger = logging.getLogger(__name__)
+logger.setLevel(os.environ.get("LOG_LEVEL", "INFO"))
+
 KNOWLEDGE_BASE_ID = os.environ.get("KNOWLEDGE_BASE_ID", "")
 MODEL_ID = os.environ.get("MODEL_ID", "us.anthropic.claude-sonnet-4-5-20250929-v1:0")
 API_BASE_URL = os.environ.get("API_BASE_URL", "")
@@ -46,7 +51,7 @@ def handler(event, context):
 def process_suggestion(proposal_id: str, trigger: str):
     proposal = fetch_proposal(proposal_id)
     if not proposal:
-        print(f"Proposal {proposal_id} not found")
+        logger.warning("Proposal %s not found", proposal_id)
         return
 
     scope = proposal.get("refinedScope") or proposal.get("scopeOfWork", "")
@@ -76,7 +81,7 @@ def fetch_line_items(proposal_id: str) -> list[dict]:
         if resp.status_code == 200:
             return resp.json()
     except Exception as e:
-        print(f"Error fetching line items: {e}")
+        logger.error("Error fetching line items: %s", e)
     return []
 
 
@@ -90,13 +95,13 @@ def fetch_proposal(proposal_id: str) -> dict | None:
         if resp.status_code == 200:
             return resp.json()
     except Exception as e:
-        print(f"Error fetching proposal: {e}")
+        logger.error("Error fetching proposal: %s", e)
     return None
 
 
 def retrieve_similar(scope: str, category: str) -> list[dict]:
     if not KNOWLEDGE_BASE_ID:
-        print("No Knowledge Base configured, skipping retrieval")
+        logger.info("No Knowledge Base configured, skipping retrieval")
         return []
 
     try:
@@ -142,7 +147,7 @@ def retrieve_similar(scope: str, category: str) -> list[dict]:
         return results
 
     except Exception as e:
-        print(f"Error retrieving from KB: {e}")
+        logger.error("Error retrieving from KB: %s", e)
         return []
 
 
@@ -210,7 +215,7 @@ Respond ONLY with the JSON array, no additional text."""
         return line_items if isinstance(line_items, list) else []
 
     except Exception as e:
-        print(f"Error generating line items: {e}")
+        logger.error("Error generating line items: %s", e)
         return []
 
 
@@ -266,9 +271,11 @@ def post_line_items(proposal_id: str, items: list[dict], existing_items: list[di
             timeout=15,
         )
         if resp.status_code not in (200, 201):
-            print(f"Failed to post line items: {resp.status_code} {resp.text}")
+            logger.error(
+                "Failed to post line items: %s %s", resp.status_code, resp.text
+            )
     except Exception as e:
-        print(f"Error posting line items: {e}")
+        logger.error("Error posting line items: %s", e)
 
 
 def store_similar_references(proposal_id: str, similar_proposals: list[dict]):
@@ -292,7 +299,7 @@ def store_similar_references(proposal_id: str, similar_proposals: list[dict]):
                 timeout=10,
             )
         except Exception as e:
-            print(f"Error storing similar reference: {e}")
+            logger.error("Error storing similar reference: %s", e)
 
 
 def update_status_to_in_review(proposal_id: str):
@@ -304,7 +311,7 @@ def update_status_to_in_review(proposal_id: str):
             timeout=10,
         )
     except Exception as e:
-        print(f"Error updating status: {e}")
+        logger.error("Error updating status: %s", e)
 
 
 def _api_headers() -> dict:
@@ -313,3 +320,27 @@ def _api_headers() -> dict:
     if api_key:
         headers["X-Internal-Api-Key"] = api_key
     return headers
+
+
+def _api_request(method: str, url: str, retries: int = 3, **kwargs) -> httpx.Response:
+    kwargs.setdefault("headers", _api_headers())
+    kwargs.setdefault("timeout", 10)
+    for attempt in range(retries):
+        try:
+            resp = httpx.request(method, url, **kwargs)
+            if resp.status_code < 500:
+                return resp
+            logger.warning(
+                "API returned %s on attempt %d for %s",
+                resp.status_code,
+                attempt + 1,
+                url,
+            )
+        except httpx.TransportError as e:
+            logger.warning(
+                "Transport error on attempt %d for %s: %s", attempt + 1, url, e
+            )
+            if attempt == retries - 1:
+                raise
+        time.sleep(min(2**attempt, 4))
+    return resp  # type: ignore[possibly-undefined]