Owner: Umar Farooq (Sales Support)
Contributors: Andrew Herbert (CEO — final close authority, WhatsApp outreach) ·
Habiba (Accounts — agreement and invoice) · BA (D4) · PM (D4) · Dev Lead (D4) ·
Delivery (D4)
Entity: REMAP.ai (sources) · PrivateAI (delivers)
Status: v0.9 · In Progress · Pending Andrew Herbert review
Version: 0.9 | Last updated: 2026-05-22
What this workflow does: SAL-01e governs everything from the moment a client confirms
approval of the proposal through to signed agreement, payment received, internal handoff,
and Kick Off. It also covers the process when a client goes cold or backs out after
approval.
What triggers it: Client approval of the proposal — verbal on the SAL-01d call or
written confirmation in response to the after-session email.
What it produces: One of two outcomes:
Why it matters: This is the revenue realisation step. Every day of delay between
client approval and signed agreement + payment is a day of lost momentum. A clean, fast,
well-coordinated close process — Umar notifies Habiba, agreement and invoice go out
together, payment confirmed, handoff meeting booked — converts approved deals into active
projects without friction.
⚠️ Andrew Involved — Andrew holds final close authority and personally reaches out
via WhatsApp when a client goes cold or starts ghosting after approval. He is the
last-resort re-engagement lever before a deal is moved to Hold.
| Role | Department | Responsibility | Andrew? |
|---|---|---|---|
| Umar — Sales Support | D2 Sales | Monitors client approval, notifies Habiba via Discord + ClickUp tag, updates card stages throughout, manages cold/ghost follow-up cadence, books and runs internal handoff meeting, prepares Sales Handoff Pack | No |
| Habiba — Accounts | D6 Operations | Sends agreement via Documeso (service-specific template). Sends Xero + Stripe invoice simultaneously. Monitors for signature and payment confirmation. | No |
| Andrew Herbert — CEO | Strategic | Final close authority. Personal WhatsApp outreach when client goes cold or ghosts after approval. Decides when to move deal to Hold. | Yes |
| BA — Business Analyst | D4 Delivery | Attends internal handoff meeting post-payment. Receives client background, scope, and next steps from Umar. | No |
| PM — Project Manager | D4 Delivery | Attends internal handoff meeting. Owns delivery from Kick Off onwards. | No |
| Dev Lead | D4 Delivery | Attends internal handoff meeting. | No |
| Delivery | D4 Delivery | Attends internal handoff meeting. | No |
Step 1 — Client approval confirmed
Step 2 — Notify Habiba (Accounts)
⚠️ Important: Agreement and invoice are sent simultaneously by Habiba. Habiba
does not act until notified by Umar via Discord.
Step 3 — Agreement sent via Documeso (Habiba)
Step 4 — Invoice sent via Xero + Stripe (Habiba)
⚠️ Open item — payment terms: The SAL-01 master documents 25% deposit OR 100%
upfront as options. This document records full amount invoiced. Andrew to confirm
the canonical payment structure before v1.0.
Step 5 — Monitor: agreement signed + payment received
Decision: Have both agreement AND payment been received?
| Option | Condition | Action |
|---|---|---|
| A | Both confirmed | Step 6 — Internal Handoff |
| B | Agreement signed but payment delayed | Umar follows up on payment only; card stays at Agreement & Invoicing |
| C | Neither received within expected timeframe | Step 9 — Cold/Ghost Protocol |
Step 6 — Card move: Pitch → Scoping + internal handoff meeting booked
Step 7 — Internal handoff meeting
Step 7a — Sales Handoff Pack (SAL-01e-DOC-03)
| # | Section | Content |
|---|---|---|
| 1 | Client overview | Name, company, industry, key contacts and roles |
| 2 | Deal summary | Product/service sold, final agreed scope, pricing confirmed |
| 3 | Proposal reference | Link to approved Quad Slide or Client Summary in ClickUp |
| 4 | Agreement reference | Documeso signed agreement link |
| 5 | Payment confirmation | Xero invoice number and Stripe payment reference |
| 6 | Client-specific commitments | Anything promised during discovery or proposal not in standard scope |
| 7 | Technical context | Tech stack shared by client, any access provided for R&D |
| 8 | Next steps agreed with client | Any outstanding client-side actions |
| 9 | Risks and relationship notes | Sensitivities, communication preferences, key personalities |
| 10 | Claude Sales Assistant reference | Link or summary of client context maintained throughout the sales cycle |
⚠️ Review note: The exact contents of SAL-01e-DOC-03 should be confirmed by
Andrew and Umar during the v0.9 → v1.0 review. The 10-point structure above is the
proposed standard.
Step 8 — Kick Off
Step 9 — Follow-up cadence (client goes cold after approval)
| Follow-up | Who | Channel | Timing |
|---|---|---|---|
| FU 1–3 | Umar | Email (delegated Gmail) | Over first 2–3 weeks |
| WhatsApp reach-out | Andrew | WhatsApp (personal) | After Umar FU 2 or 3 — when email produces no response |
| Final follow-up | Umar | Week 4–6 | |
| Move to Hold | Umar (actions) · Andrew (directs) | ClickUp | After 1–2 months total with no response |
Step 10 — Hold status
| Tool | How it's used | Agent-ready |
|---|---|---|
| Documeso | Agreement sent to client for electronic signature; service-specific templates | Yes — API |
| Xero | Invoice raised for full amount; payment confirmation | Yes — API |
| Stripe | Payment processing link sent with invoice; payment receipt confirmed | Yes — API |
| Discord | Umar notifies Habiba; Habiba confirms signature and payment; team notified at close | No — manual |
| ClickUp | Stage management (Agreement & Invoicing → Scoping → Pre-Meeting → Kick Off); Habiba tagged; Hold status and subtask | Yes — API + MCP |
| Google Calendar | Internal handoff meeting booking; Kick Off scheduling | Yes — API + MCP |
| Google Meet | Internal handoff meeting; Kick Off | Yes — API |
| Google Docs | Sales Handoff Pack (SAL-01e-DOC-03) preparation and storage | Yes — API + MCP |
| Gmail (delegated) | Cold/ghost follow-up emails sent on Andrew's behalf | Yes — API + MCP |
| Claude Sales Assistant | Per-client chat; drafts cold/ghost follow-up emails; maintains full client context through to close | Yes — claude.ai project |
| Slack | Team notification at close; supplementary to Discord | Yes — API |
Decision: Agreement signed + payment received (Step 5)
| Condition | Action | Owner |
|---|---|---|
| Both Documeso signature AND Stripe/Xero payment confirmed | Proceed to Step 6 — Internal Handoff | Umar triggers |
| Agreement signed — payment delayed | Umar follows up on payment only; card stays | Umar |
| Neither received within expected timeframe | Step 9 — Cold/Ghost Protocol | Umar |
Decision: Cold/ghost outcome (Step 9)
| Condition | Action | Owner |
|---|---|---|
| Client re-engages | Return to Step 1; close process resumes | Umar |
| No response after 1–2 months | Step 10 — Hold | Andrew directs · Umar actions |
Decision: Hold reactivation (Step 10)
| Condition | Action | Owner |
|---|---|---|
| Deal worth re-engaging | Umar reaches out; return to Step 9 or Step 1 if immediately warm | Andrew — final call |
| Permanently close | Card moved to Completed/Lost with reason documented | Andrew — final call |
| Scenario | How to handle | Escalation |
|---|---|---|
| Payment delayed more than 5 business days | Umar follows up via email (Claude Sales Assistant drafted); flags to Habiba to chase via Xero/Stripe | Habiba → Umar → Andrew if >10 business days |
| Wrong agreement template sent by Habiba | Umar to specify exact service type and any custom terms clearly in Discord notification; Habiba to confirm before sending | Umar corrects notification; Habiba resends correct template |
| Client requests changes to agreement terms | Flag to Andrew immediately; Legal Lead (D6) reviews if contractual variation required | Andrew + Legal Lead — final sign-off on any agreement changes |
| Payment received but Documeso signature not yet confirmed | Hold handoff until both are confirmed; Habiba chases signature via Documeso | Umar to follow up with client directly if signature outstanding >3 business days after payment |
| Handoff meeting attendee unavailable (BA/PM/Dev Lead) | Reschedule within 2 business days of payment confirmed; never skip handoff meeting | Umar to coordinate rescheduling; PM to confirm availability |
| Client backs out after signing agreement | Andrew to make personal contact; Legal Lead to advise on contractual position | Andrew + Legal Lead — determines next steps |
| Sales Handoff Pack incomplete at handoff meeting | Umar prepares at minimum items 1–6 (core deal facts) before any handoff meeting; items 7–10 can be verbal if not yet documented | BA/PM to follow up in writing on any gaps post-meeting |
| Metric | Type | Target |
|---|---|---|
| Time from client approval to agreement + invoice sent | Process | < 24 hours |
| Time from agreement sent to signed + payment received | Lagging | TBD — establish baseline in 90 days |
| Close rate at this stage (% of approvals that reach signed + paid) | Lagging | TBD — establish baseline |
| Internal handoff meeting held within 3 business days of payment | Process | 100% |
| Cold/ghost re-engagement rate (% of Hold deals reactivated) | Leading | TBD — establish baseline |
| Sales Handoff Pack filed in ClickUp before handoff meeting | Process | 100% |
| Step | Current state | Suggested automation | Tool | Effort |
|---|---|---|---|---|
| Step 2 — Notify Habiba | Manual — Umar sends Discord message | n8n: ClickUp card moves to Agreement & Invoicing → auto-notify Habiba in Discord with deal summary | n8n + ClickUp + Discord | Low |
| Step 5 — Payment confirmation monitoring | Manual — Umar monitors Xero/Stripe | n8n: Stripe payment webhook → notify Umar in Discord → auto-update ClickUp card | n8n + Stripe + ClickUp + Discord | Medium |
| Step 5 — Agreement signature monitoring | Manual — Umar monitors Documeso | n8n: Documeso signature webhook → notify Umar → auto-log in ClickUp Activity | n8n + Documeso API + ClickUp | Medium |
| Step 6 — Card move trigger | Manual — Umar moves card after both confirmed | n8n: both Stripe + Documeso webhooks confirmed → auto-move card to Scoping / Pre-Meeting | n8n + ClickUp | Medium |
| Step 9 — Cold follow-up emails | Manual — Umar drafts via Claude and sends | n8n: no-response detection → schedule follow-up email sequence → Umar approves each | n8n + Gmail + Claude API | High |
Upstream:
Downstream:
| Version | Date | Description | Author |
|---|---|---|---|
| 0.9 | 2026-05-22 | Initial draft — Habiba (Accounts) documented as agreement + invoice owner via Documeso + Xero/Stripe. Internal handoff meeting (Umar, BA, PM, Dev Lead, Delivery) post-payment + post-signature. Cold/ghost protocol (Umar email → Andrew WhatsApp → Hold after 1–2 months). Sales Handoff Pack 10-point structure proposed — to be confirmed by Andrew at review. Pending Andrew Herbert review. | Umar / REMAP Workflow Builder |