Owner: Shahzaib Abbas (Marketing Manager)
Contributors: Umar Farooq (meeting verification) · Andrew Herbert (review authority)
Entity: REMAP.ai + PrivateAI (both)
Status: v0.9 · In Progress · Pending Andrew Herbert review
Version: 0.9 | Last updated: 2026-06-23
What this workflow does: Identifies and contacts potential clients via cold email and LinkedIn, nurtures them through automated sequences, and hands off qualified leads to Andrew for a discovery meeting.
What triggers it: Marketing Manager initiates a new outbound campaign — either on a scheduled basis (weekly/monthly) or when pipeline is below target.
What it produces: A qualified lead who has expressed genuine interest, has been sent Andrew's booking link, and has a confirmed meeting on his calendar — verified by Umar.
Why it matters: This is the primary top-of-funnel engine for RemapAI and PrivateAI. Without a consistent outbound process generating 10–15 replies and 1–2 meetings per week, the sales pipeline stalls.
| Role | Department | Responsibility | Andrew? |
|---|---|---|---|
| Shahzaib (Marketing Manager) | D1 Marketing | Prospect research, campaign setup, sequence management, lead qualification, meeting link handoff | No |
| Umar | D2 Sales | Manual verification that meeting has been booked after link is shared | No |
| Andrew Herbert | Executive | Meeting link owner — attends all booked discovery meetings | Yes |
Step 1 — Prospect Research: Cold Email
🤖 Step 2 — Cold Email Sequence Launch
🤖 Step 3 — Prospect Research: LinkedIn
🤖 Step 4 — LinkedIn Sequence Launch
Step 5 — Monitor Replies & Qualify Leads
Step 6 — Share Andrew's Meeting Link
Step 7 — Meeting Verification
Step 8 — Exception Handling (Campaign Not Performing)
| Tool | How it's used | Agent-ready |
|---|---|---|
| Apollo.io | Find and export ICP-matched prospects for cold email | Yes — API |
| Instantly.ai | Run automated cold email sequences, track opens/replies | Yes — API |
| Manual search for ICP-matched prospects | Partial | |
| Dripify | Automated LinkedIn connection + follow-up sequences | Yes — API |
| Google Calendar | Umar checks Andrew's calendar for confirmed bookings | Yes — API + MCP |
| Google Sheets | Lead tracker log (MKT-01a-DOC-03) | Yes — API + MCP |
| CRM | Lead management — TBD pending OPS-O02 | TBD |
| Decision | Condition | Options | Owner |
|---|---|---|---|
| Lead qualification | ICP match + positive intent? | A: Share meeting link / B: Disqualify / C: Unsubscribe | Shahzaib |
| Campaign performance | Reply rate tracking after 5–7 days? | A: Continue / B: Diagnose and re-test | Shahzaib |
| Kill or revise campaign | Performance improved after second test? | A: Continue revised / B: Kill and document | Shahzaib |
| Scenario | How to handle | Escalation |
|---|---|---|
| Zero replies across both channels for 7+ days | Pause sequences. Check deliverability. Make one change and re-test. | Flag to Andrew if second test also fails |
| Prospect books meeting but Andrew has a conflict | Umar reschedules immediately with apology | Andrew to block unavailable times in booking tool |
| Angry or legal threat reply | Unsubscribe immediately. Do not reply without checking with Andrew. Log incident. | Escalate to Andrew immediately |
| High volume of replies in short window | Prioritise qualification — respond within 2 hours | No escalation unless Andrew's calendar overloads |
| Lead books meeting then cancels | Umar to follow up once with reschedule offer | Shahzaib decides whether to re-enter into a different sequence |
| Metric | Type | Target |
|---|---|---|
| Replies per week (combined channels) | Leading | 10–15 replies/week |
| Meetings booked per week | Leading | 1–2 meetings/week |
| Lead-to-reply rate | Leading | TBD — establish baseline in first 30 days |
| Meeting show rate | Lagging | TBD — establish baseline |
| Qualified leads passed to Sales (MQL count) | Lagging | TBD — tied to pipeline target |
| Step | Current state | Suggested automation | Tool | Effort |
|---|---|---|---|---|
| Step 2 — Cold email sequences | Already automated | Add n8n trigger to auto-log replies into CRM/lead tracker | n8n + Instantly API | Low |
| Step 4 — LinkedIn sequences | Already automated | Add n8n trigger to auto-log LinkedIn replies into lead tracker | n8n + Dripify API | Low |
| Step 7 — Meeting verification | Fully manual | n8n watches Andrew's calendar → Discord/Slack notification when meeting booked | n8n + Google Calendar API | Medium |
| Step 5 — Lead qualification | Manual review | AI triage agent to pre-score replies and flag high-intent ones | n8n + Claude API | Medium |
Upstream (feeds this workflow):
Downstream (this workflow feeds):
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