Owner: Umar Farooq (Sales Support) — primary day-to-day pipeline owner
Contributors: Shahzaib Abbas (Marketing/Sales Manager) · Andrew Herbert (CEO) ·
BA (D4) · PM (D4) · Dev Lead (D4) · Legal Lead (D6)
Entity: REMAP.ai (sources) · PrivateAI (delivers)
Status: v0.9 · In Progress · Pending Andrew Herbert review
Version: 0.9 | Last updated: 2026-04-28
What this workflow does: SAL-01 is the master Sales workflow governing the full pipeline
from first contact through to signed agreement and payment. It defines every stage, role,
tool, and decision rule across the entire sales cycle for all REMAP.ai and PrivateAI
products and services.
What triggers it: Any new lead entering the pipeline — whether from Andrew's network,
LinkedIn outreach (Shahzaib-owned), a referral, or a webinar attendee expressing interest.
The pipeline is always live; this workflow governs its ongoing operation.
What it produces: A closed opportunity — either a signed agreement with payment received
(transitioning to Scoping) or a formally closed-lost / unresponsive / hold lead with a
documented outcome and reason.
Why it matters: Sales is the primary revenue engine for both entities. A well-documented,
delegatable sales process is essential to remove Andrew from every deal, enable Umar and
Shahzaib to run the pipeline independently, and create consistent, auditable outcomes across
all product lines (AI Roadmap, AIe, AIc, AI Projects, Speaking).
⚠️ Andrew Involved — Andrew attends the weekly sales review alongside Shahzaib and
Umar. He is the escalation authority for discount approvals and strategic partner decisions.
Reducing Andrew's bottleneck in this workflow is a standing business priority.
| Role | Department | Responsibility | Andrew? |
|---|---|---|---|
| Umar — Sales Support | D2 Sales | Primary day-to-day pipeline owner. Monitors Andrew's inbox (delegated) and calendar. Creates and manages all ClickUp cards. Conducts pre-discovery research. Manually triggers stage transitions. Books scoping calls post-payment. | No |
| Shahzaib — Marketing/Sales Manager | D2 Sales | LinkedIn outreach campaign owner. Attends weekly sales review. Sales lead contributor. | No |
| Andrew Herbert — CEO | Strategic | Conducts all client sessions (Pitch stage). Attends weekly pipeline review. Escalation authority for discounts and strategic decisions. Shares Calendly for demo bookings. | Yes |
| BA — Business Analyst | D4 Delivery | Joins scoping call post-payment. Contributes to solution ideation (SAL-01c). | No |
| PM — Project Manager | D4 Delivery | Joins scoping call post-payment. | No |
| Dev Lead | D4 Delivery | Joins scoping call post-payment. | No |
| Legal Lead | D6 Operations | Reviews and executes agreement at Agreement & Invoicing stage (OPS-L01a). Non-standard terms only. | No |
Step 1 — Lead Intake
Step 2 — Pre-Discovery
Step 3 — Discovery Call / Demo Session
⚠️ Andrew bottleneck — All initial client sessions are currently Andrew-led. A
delegation plan for this step should be developed as the business scales.
Step 4 — Post-Discovery Stage Update
Step 5 — Initial Proposal Preparation
Step 6 — Proposal Meeting
Step 7 — Feedback Collection
Decision: Proposal Outcome
| Option | Condition | Next step |
|---|---|---|
| A | Prospect approves proposal | Step 8 — Agreement & Invoicing |
| B | Prospect requests changes | Loop back to Step 5 — revise proposal |
| C | Prospect goes unresponsive | Step 9a — Unresponsive |
| D | Prospect requests delay | Step 9b — Hold |
Step 8 — Agreement & Invoicing
⚠️ Open item — payment terms: SAL-01 master documents 25% deposit OR 100% upfront.
SAL-01e documents full amount only. Andrew to confirm the canonical rule before v1.0.
Step 9a — Unresponsive (exception path)
Step 9b — Hold (exception path)
Step 10 — Payment Received → Scoping Triggered
🤖 Automation opportunity: Payment confirmation in Xero/Stripe could trigger an n8n
automation to notify Umar and auto-update ClickUp card stage, reducing manual monitoring lag.
Step 11 — Scoping Call Booking
Step 12 — Scoping Meeting
Step 13 — In Progress
Step 14 — Scope Approval
Step 15 — Kick Off
| Tool | How it's used | Agent-ready |
|---|---|---|
| ClickUp | All pipeline card management, stage tracking, Unresponsive/Hold, subtasks, due dates | Yes — API + MCP |
| Gmail (delegated) | Delegated inbox monitoring for lead intake from Andrew's email | Yes — API + MCP |
| Google Calendar (delegated) | Delegated calendar access to monitor new demo bookings | Yes — API + MCP |
| Google Meet | Discovery sessions, proposal meetings, scoping calls | Yes — API |
| Google Docs / Slides | Proposals, pre-discovery briefs, scope documents, handoff packs | Yes — API + MCP |
| Documeso | Agreement sent to client for electronic signature | Yes — API |
| Xero | Invoice raised at agreement stage; payment confirmation triggers scoping | Yes — API |
| Stripe | Payment processing link sent with invoice | Yes — API |
| Calendly | Andrew's booking link shared with warm leads | TBD — pending OPS-O02 |
| n8n | Planned automations — payment trigger, Calendly card creation, pipeline reporting | Yes — native |
Decision: Lead Source Routing
| Source | Path |
|---|---|
| Email to Andrew | Umar monitors delegated inbox → card created |
| Andrew shares Calendly → demo booked → Umar sees on calendar | |
| LinkedIn reply (Shahzaib) | Shahzaib routes to Umar → card created |
| Referral or webinar | Direct contact → card created |
Decision: Proposal Outcome (Step 7)
| Response | Action | Owner |
|---|---|---|
| Approved | Step 8 — Agreement & Invoicing | Umar |
| Changes requested | Step 5 — revise and resubmit | Umar + Andrew |
| No response after 10–13 touchpoints / 3 months | Step 9a — Unresponsive | Umar |
| Client requests future contact with specific date | Step 9b — Hold | Umar |
Decision: Payment Amount at Close (Step 8)
⚠️ Conflict to resolve: SAL-01 master says 25% deposit OR 100% upfront. SAL-01e
says full amount only. Andrew to confirm canonical rule before v1.0.
| Scenario | How to handle | Escalation |
|---|---|---|
| Lead books demo via Calendly but Umar misses notification | Umar checks Andrew's calendar daily as standing task | Umar contacts Andrew directly if demo missed |
| Prospect approves verbally but delays signing | Log on card; follow up at agreed date | Andrew to make direct contact if stalled >7 days at Agreement stage |
| Payment received but Xero notification missed | Umar checks Xero payment status daily for all open invoices | Automate via n8n Xero webhook (OPS-O02 item) |
| Hold due date passes without Umar actioning | ClickUp subtask + due date provide two reminders | Umar flags to Andrew if lead on Hold >1 month |
| Client requests discount beyond standard pricing | No discount offered without Andrew approval | Andrew — final authority on all pricing deviations |
| Andrew unavailable for scheduled demo | Reschedule via Calendly; notify lead promptly | Andrew to approve any alternative arrangement |
| Scope creep between agreement and scoping call | BA and PM document scope clearly at Step 12; additions flagged as change request | Andrew + Legal Lead if contractual variation required |
| Metric | Type | Target |
|---|---|---|
| Conversion rate (MQL → Closed Won) | Lagging | TBD — establish baseline in first 90 days |
| Deals closed per month | Lagging | TBD — establish baseline |
| Average sales cycle length (days, lead → signed agreement) | Lagging | TBD — establish baseline |
| Pipeline velocity (no lead stalled >7 days without logged next action) | Leading | 100% |
| Unresponsive rate (% of leads reaching Unresponsive) | Lagging | < 30% of leads entered |
| Hold → Reactivation rate | Leading | > 50% of Hold leads reactivated when due date reached |
| Step | Current state | Suggested automation | Tool | Effort |
|---|---|---|---|---|
| Step 1 — Lead intake from Calendly | Manual — Umar monitors calendar | n8n: Calendly booking → auto-create ClickUp card with lead details at Pre-Discovery | n8n + ClickUp API | Medium |
| Step 10 — Payment received → Scoping triggered | Manual — Umar monitors Xero | n8n: Xero/Stripe payment webhook → notify Umar → auto-update ClickUp to Scoping / Pre-Meeting | n8n + Xero + ClickUp | Medium |
| Step 9a — Unresponsive touchpoint tracking | Manual count by Umar | n8n: count outbound comms per lead → alert when 10 touchpoints reached | n8n + Gmail API | High |
| Weekly pipeline review prep | Manual — Umar compiles snapshot | n8n: auto-generate pipeline summary from ClickUp → send to Andrew + Shahzaib before weekly review | n8n + ClickUp | Low |
| Step 9b — Hold due date notification | ClickUp subtask reminder only | n8n: ClickUp due date trigger → Discord notification to Umar 3 days before | n8n + ClickUp + Discord | Low |
Upstream:
Downstream:
| Version | Date | Description | Author |
|---|---|---|---|
| 0.9 | 2026-04-28 | Initial draft — pipeline stages, lead sources, tools, decision rules, Unresponsive/Hold logic documented. Pending Andrew Herbert review. | Umar / REMAP Workflow Builder |