Owner: Umar Farooq (Sales Support) — primary day-to-day pipeline owner
Contributors: Shahzaib Abbas (Marketing/Sales Manager) · Andrew Herbert (CEO — weekly
review, escalation authority, all client sessions) · BA (D4) · Habiba (Accounts)
Entity: REMAP.ai (sources) · PrivateAI (delivers)
Status: v0.9 · In Progress · Pending Andrew Herbert review
Upstream: Marketing (D1) — Gate G1 · SAL-02 Partner & Referral Management
Downstream: Scoping & BA (D4) — Gate G2
Sales governs the full pipeline from first qualified lead through to signed agreement and
payment. Umar owns the day-to-day pipeline. Andrew is the sole delivery resource for all
client sessions. The team's job is to convert a qualified lead into a closed deal as fast
as possible — without Andrew becoming the bottleneck on every step.
⚠️ Andrew bottleneck — standing business priority. Andrew conducts all discovery
sessions, all proposal calls, and holds final close authority. Reducing this dependency
is the primary scaling constraint in this department.
SAL-01a (Lead Capture & Qualification) ← Gate G1 from Marketing
↓ qualified lead at Pre-Discovery stage
SAL-01b (Discovery Call)
↓ strong fit confirmed → "prepare proposal"
SAL-01c (Solution Ideation & Pricing)
↓ Andrew-approved Quad Slide or Client Summary
SAL-01d (Solution Strategy Presentation)
↓ client approval confirmed
SAL-01e (Proposal, Contract & Close)
↓ signed agreement + full payment received
Gate G2 → Scoping & BA (D4)
| ID | Name | Owner | Trigger | Output |
|---|---|---|---|---|
| SAL-01 | Sales Master | Umar | Any new lead enters pipeline | Closed won or formally closed-lost/hold |
| SAL-01a | Lead Capture & Qualification | Umar | Lead arrives via any channel | Qualified lead at Pre-Discovery — briefed to Andrew |
| SAL-01b | Discovery Call | Umar + Andrew | Qualified lead with booked demo | Confirmed next step — proposal or disqualified |
| SAL-01c | Solution Ideation & Pricing | Umar + BA | "Prepare proposal" direction from Andrew | Andrew-approved Quad Slide or Client Summary |
| SAL-01d | Solution Strategy Presentation | Umar + Andrew | Approved proposal + call scheduled | Client approval or amendment cycle |
| SAL-01e | Proposal, Contract & Close | Umar + Habiba | Client approval confirmed | Signed agreement + payment → Gate G2 |
| SAL-02 | Partner & Referral Management | Umar + Andrew | Referral received or partner identified | Referral lead in Twenty with source attribution → SAL-01a |
| Item | Detail |
|---|---|
| Entry rule | Signed Documeso agreement AND full payment received (both required) |
| Who triggers it | Umar — manually moves ClickUp card from Pitch → Scoping on both confirmed |
| Output artifact | Sales Handoff Pack (SAL-01e-DOC-03) — 10-point briefing doc |
| Internal meeting | BA + PM + Dev Lead + Delivery — booked within 3 days of payment |
| SLA | Handoff meeting within 3 business days of payment confirmed |
| Feeds | Scoping & BA (D4) — Post-payment scoping track |
| Stage | Sub-workflow | Notes |
|---|---|---|
| Pre-Discovery | SAL-01a | Lead captured, researched, Andrew briefed |
| Discovery Call | SAL-01b | Session completed, Otter transcript filed |
| Initial Proposal | SAL-01c | Proposal in preparation or approved |
| Proposal Meeting | SAL-01d | Proposal presented, awaiting client response |
| Feedback | SAL-01d | Amendment cycle if needed |
| Agreement & Invoicing | SAL-01e | Documeso + Xero/Stripe sent |
| Pre-Meeting (Scoping) | SAL-01e | Card moved to Scoping post-payment |
| Kick Off | SAL-01e | CS-01 triggered — PM takes ownership |
| Unresponsive | SAL-01/b | 10–13 touchpoints / 3 months — no response |
| Hold | SAL-01/b/e | Client requested future contact — due date set |
| Completed/Lost | SAL-01a/b | Formally disqualified — reason documented |
| Workflow | When Andrew is involved |
|---|---|
| SAL-01a | Primary lead source — personal network, EO, webinars, WhatsApp |
| SAL-01b | Sole delivery resource for all discovery sessions (30–45 min) |
| SAL-01c | Reviews and approves every proposal before client presentation (~90% as-is) |
| SAL-01d | Sole presenter on all proposal calls |
| SAL-01e | Final close authority · Personal WhatsApp outreach for ghosting clients |
| Weekly review | Attends weekly pipeline review with Umar and Shahzaib |
| Tool | How it's used |
|---|---|
| ClickUp | All pipeline card management, stage tracking, Hold/Unresponsive, subtasks |
| Gmail (delegated) | Umar monitors Andrew's inbox; sends emails on Andrew's behalf |
| Google Calendar (delegated) | Umar monitors Andrew's calendar for new bookings |
| Calendly | Andrew's booking link shared with warm leads |
| Otter.ai | Auto-records and transcribes every discovery and proposal call |
| Claude Sales Assistant | Per-client chat — drafts all client emails, fed with transcripts and Slack context |
| Canva | Quad Slide preparation for standard agent deals |
| Google Docs | Client Summary proposals for custom/complex deals · Sales Handoff Pack |
| Discord | Per-client thread — primary internal comms channel; solution ideation; Andrew approval gate |
| Slack | Per-client channel — Andrew posts post-call direction (~80–90% of calls) |
| Documeso | E-signature platform — agreement sent to client at close |
| Xero | Invoice raised at close; payment confirmation |
| Stripe | Payment processing link sent with invoice |
| n8n | Planned automations — payment trigger, Calendly card creation, no-show cadence |
| # | Gap | Impact | Owner |
|---|---|---|---|
| 1 | Band D pricing incomplete — monthly fee, connectors, base hours all TBD | Cannot quote Band D deals without Andrew override | Andrew + BA |
| 2 | Sales Handoff Pack (SAL-01e-DOC-03) contents to be confirmed by Andrew | Risk of inconsistent handoffs | Andrew + Umar |
| 3 | Payment terms conflict — SAL-01 master says 25% deposit OR 100% upfront; SAL-01e says full amount only | Creates confusion at close | Andrew to decide canonical rule |
| 4 | Calendly → ClickUp auto-card creation not built | Umar manually creates every card | Pending OPS-O02 |
| 5 | No automated Xero → ClickUp payment trigger | Umar manually monitors Xero daily | Pending OPS-O02 |
| 6 | All KPI targets TBD — no baselines established yet | Scorecard cannot go live | Umar to track for 90 days |
| 7 | SAL-02 Partner & Referral Management — recommended draft pending Umar + Andrew review | v0.1 draft live — needs owner validation before v0.9 | Umar + Andrew |