Owner: Umar Farooq (Sales Support) + Andrew Herbert (CEO)
Contributors: Shahzaib Abbas (Marketing — partner comms support) ·
Legal Lead (partner agreement — if formal arrangement)
Department: D2 — Sales
Entity: REMAP.ai
Status: Recommended draft · Pending Umar + Andrew review
Version: 0.1 | Last updated: 2026-07-18
Classification: Internal
⚠️ This is a recommended draft prepared by the BA from operational context.
It has not been validated by the workflow owners. Review and approve before
treating as operational.
What this workflow does: Governs how REMAP.ai identifies, onboards, and
maintains relationships with referral partners — primarily EO (Entrepreneurs
Organisation) members, professional network contacts, and past clients — and
how referral leads are captured, attributed, tracked through the pipeline, and
rewarded when they convert.
What triggers it: Two entry points:
What it produces: A tracked referral lead in ClickUp with source attribution
correctly recorded, a partner relationship log entry, and a referral reward
actioned when a referred deal closes (where a reward arrangement exists).
Why it matters: EO referrals and personal network introductions are among
the highest-converting lead sources in the REMAP.ai pipeline — they arrive
warm, pre-qualified by the referring party's credibility, and typically require
fewer discovery cycles to close. An informal, untracked referral process means
attribution is lost, partner relationships go unmaintained, and the highest-value
lead source is not deliberately cultivated.
| Type | Description | Primary source | Formal agreement? |
|---|---|---|---|
| EO members | Fellow Entrepreneurs Organisation members who refer clients to Andrew | Andrew's EO chapter | No — relationship-based |
| Professional network | Accountants, lawyers, consultants, advisors who refer clients | Andrew's existing relationships | Optional |
| Past clients | Satisfied clients who refer new prospects | CS-04 Promoters (NPS 9–10) | No |
| Strategic partners | Organisations with a complementary service offering who refer formally | Identified by Andrew | Yes — OPS-L01 agreement |
| Role | Department | Responsibility | Andrew? |
|---|---|---|---|
| Andrew Herbert — CEO | D1/D2 | Primary relationship owner for all partners. Receives and initiates most referrals directly. Approves any formal partner arrangements. | Yes |
| Umar — Sales Support | D2 | Captures all referral leads in ClickUp with correct source attribution. Maintains the partner relationship log. Coordinates referral reward process. | No |
| Shahzaib — Marketing Manager | D1 | Supports partner comms — thank-you notes, referral materials, EO webinar promotion | No |
| Legal Lead | D6 | Reviews and executes any formal partner agreement (strategic partners only) | No |
Step 1 — Referral arrives
Step 2 — Capture in ClickUp with source attribution
Step 3 — Thank the referring party
Step 4 — Route through Sales pipeline
Step 5 — Identify potential referral partner
Step 6 — Relationship development
Step 7 — Equip the partner (referral materials)
Step 8 — Formal partner agreement (if applicable)
/Legal/Agreements/.Step 9 — Track referral through pipeline
Step 10 — Referral reward on close (where arrangement exists)
Location: Google Drive /Sales/Partners/SAL-02-DOC-01.gsheet
| Field | Notes |
|---|---|
| Partner name | Individual name |
| Company | Their organisation |
| Relationship type | EO / Network / Past client / Strategic |
| How introduced | How Andrew knows them |
| Status | Prospect / Active / Inactive |
| Formal agreement | Yes / No — link to agreement if yes |
| Referrals made (count) | Running total |
| Referrals converted (count) | Running total |
| Last interaction date | Date of last meaningful contact |
| Next action | What Andrew or Umar plans to do next |
| Notes | Any relevant context |
| Tool | How it's used | Agent-ready |
|---|---|---|
| ClickUp | Referral lead cards with source attribution · pipeline tracking | Yes — API |
| Google Workspace | SAL-02-DOC-01 Partner Relationship Log · referral materials pack | Yes — API + MCP |
| Andrew's primary channel for EO and network referral relationships | No — manual | |
| Gmail | Formal referral acknowledgements and partner communications | Yes — API + MCP |
| Mailchimp | EO webinar invitations to partners | Yes — API |
| Network-based partner relationship development | Partial | |
| Xero | Formal referral fee payments where applicable | Yes — API |
| Documeso | Partner agreement e-signature for formal arrangements | Yes — API |
| OPS-L01 | Legal framework for formal partner agreements | Internal reference |
Referral lead qualification (Step 4)
| Condition | Action | Owner |
|---|---|---|
| Referred by EO or trusted network contact | Skip standard MQL bar — treat as pre-qualified | Umar |
| Referred by past client (Promoter) | Skip standard MQL bar — treat as pre-qualified | Umar |
| Organic mention — prospect reached out cold | Apply standard SAL-01a qualification | Umar |
Formal agreement required (Step 8)
| Partner type | Agreement needed | Owner |
|---|---|---|
| EO member | No — relationship based | Andrew |
| Network contact | No — unless fee arrangement agreed | Andrew |
| Past client | No | Andrew |
| Strategic partner with fee arrangement | Yes — OPS-L01 framework | Legal Lead + Andrew |
Referral reward on close (Step 10)
| Arrangement | Action | Owner |
|---|---|---|
| Formal fee arrangement exists | Finance Lead processes payment per agreement | Finance Lead |
| No formal arrangement | Andrew's personal acknowledgement only | Andrew |
| Scenario | How to handle | Escalation |
|---|---|---|
| Andrew receives referral but forgets to notify Umar | Umar to ask Andrew weekly in pipeline review about any new referrals or introductions received | Umar — standing weekly check |
| Referred prospect is not a good fit | Andrew notifies the referring party personally and politely. Never leave a referring party without feedback on their introduction. | Andrew handles directly |
| Referral source unknown after lead enters pipeline | Umar investigates — checks Andrew's WhatsApp, email, and EO records. If still unknown, logs as Unknown source. | Umar |
| Partner requests a formal fee arrangement unexpectedly | Andrew agrees in principle if appropriate. Legal Lead engaged before any commitment is made in writing. | Andrew → Legal Lead |
| Referred deal closes but referring party is not acknowledged | Umar flags to Andrew immediately. Andrew acknowledges within 24 hours regardless of how much time has passed. | Umar → Andrew |
| Multiple referrals from same partner in one month | All tracked individually in ClickUp. Partner relationship log updated. Andrew considers a personal outreach or gift as a relationship investment. | Andrew decides |
| Metric | Type | Target |
|---|---|---|
| Referral leads captured with correct source attribution (%) | Process | 100% |
| Referring party thanked within 24 hours (%) | Process | 100% |
| Referral leads entering pipeline per month (count) | Leading | Baseline needed — track from first cycle |
| Referral lead-to-close conversion rate (%) | Lagging | Baseline needed — expected higher than cold outbound |
| Partner relationship log updated monthly (%) | Process | 100% |
| Closed referral deals — referring party acknowledged (%) | Process | 100% |
Upstream:
Downstream:
| Version | Date | Description | Author |
|---|---|---|---|
| 0.1 | 2026-07-18 | Recommended draft prepared by BA from operational context — EO referral patterns, Promoter referral path from CS-04, ClickUp source attribution, Partner Relationship Log structure. Pending Umar and Andrew review. | BA (Hammad Akram) |