🌐 WEBFLOW FORM SUBMITTED
│
├─⚡ Auto-creates record in Airtable
│
▼
📥 NEW LEAD [Stage]
│
├─👤 Manual Review
│
├─────┬─────┐
│ │ │
▼ │ ▼
🔘 APPROVE │ 🔘 DECLINE
│ │ │
├─🤖 │ ├─🤖 n8n sends rejection email
│ │ ├─✓ Updates "Rejection Sent" = TRUE
│ │ └─► CLOSED LOST ❌
│ │
▼ ▼
✅ APPROVED [Stage]
│
├─🤖 n8n sends intro email with Cal.com link
├─✓ "Approval Sent" = TRUE
├─⏰ Start 7-day follow-up timer
│
├─────────┬────────┬────────┐
│ │ │ │
▼ │ │ ▼
BOOKS │ │ NO RESPONSE
MEETING │ │ │
│ │ │ ├─⏰ Day 7: Reminder 1
│ │ │ ├─⏰ Day 14: Reminder 2
│ │ │ ├─⏰ Day 21: Reminder 3
│ │ │ └─⏰ Day 21+: → CLOSED LOST ❌
│ │ │
▼ ▼ ▼
📅 MEETING BOOKED [Stage]
│
├─🤖 Cal.com webhook fires
├─🤖 n8n sends info deck email
├─✓ Cancel pending reminders
├─⏳ Wait for meeting time
│
├─────────┬────────┐
│ │ │
▼ │ ▼
ATTENDS │ NO-SHOW
MEETING │ │
│ │ ▼
│ │ 🚫 NO SHOW [Stage]
│ │ │
│ │ ├─🤖 Auto "We missed you" email
│ │ ├─⏰ One reschedule offer
│ │ │
│ │ ├────┬────┐
│ │ │ │ │
│ │ ▼ │ ▼
│ │ RESCHEDULES │ NO RESPONSE (14 days)
│ │ │ │ │
│ │ └──────┘ └─► CLOSED LOST ❌
│ │
▼ ▼
📞 CALL COMPLETED [Stage]
│
├─🤖 Fireflies sends transcript
├─🤖 n8n receives transcript
├─🤖 Claude API analyzes
├─✓ Populates AI Summary
├─✓ Populates Follow-up Draft
├─🔔 Notify team: "Review ready"
│
▼
🔘 SEND FOLLOW-UP [Button]
│
├─👤 Human reviews/edits AI draft
├─🤖 n8n sends edited follow-up
│
▼
📧 FOLLOW-UP SENT [Stage]
│
├─────────┬────────┬────────┬────────┐
│ │ │ │ │
▼ ▼ ▼ ▼ ▼
POSITIVE NEEDS REQUESTS GOES 30 DAYS
RESPONSE TIME CHANGES SILENT NO RESPONSE
│ │ │ │ │
│ ▼ │ ▼ ▼
│ ON HOLD ⏸️ │ (Manual) ON HOLD ⏸️
│ │ │ │
│ └────────┘ └─► CLOSED LOST ❌
│
├─📋 Send Client Onboarding Form
├─⏳ Wait for form completion
├─⏰ Reminder if not completed in 3 days
│
▼
FORM COMPLETED
│
├─👤 HVO fills Internal Pricing Form
├─✓ All contract data ready
│
▼
🔘 GENERATE CONTRACT [Button]
│
├─────────┬────────┐
│ │ │
▼ ▼ ▼
STANDARD HIGH-VALUE COMPLEX
(<$5K) (>$5K) REQUIREMENTS
│ │ │
│ └─────┬─────┘
│ │
▼ ▼
AUTO-SEND MANUAL REVIEW
│ │
├─🤖 n8n ├─👤 Adjust terms
├─🤖 DocuSign ├─👤 Add custom clauses
├─🤖 Email sent └─► Then send
│
▼
📄 CONTRACT SENT [Stage]
│
├─🤖 DocuSign webhook tracking
├─⏰ Day 7: Reminder
├─⏰ Day 14: Reminder
├─⏰ Day 25: "Expiring soon"
├─⏰ Day 30: Expires → CLOSED LOST ❌
│
├─────────┬────────┬────────┐
│ │ │ │
▼ ▼ ▼ ▼
SIGNS VIEWS REQUESTS DECLINES
AS-IS ONLY CHANGES │
│ │ │ └─► CLOSED LOST ❌
│ │ │
│ │ ▼
│ │ 📝 IN NEGOTIATION [Sub-stage]
│ │ │
│ │ ├─👤 Handle in DocuSign only
│ │ ├─📊 Track version history
│ │ ├─💬 Comments/markups
│ │ ├─⏰ Flag if > 14 days
│ │ │
│ │ ├────┬────┐
│ │ │ │ │
│ │ ▼ │ ▼
│ │ AGREEMENT │ TOO FAR APART
│ │ │ │ │
│ │ │ │ └─► CLOSED LOST ❌
│ │ │ │
│ │ └────┘
│ │
│ ├─⏰ Daily: Check for updates
│ │
▼ ▼
✅ CLOSED WON [Stage]
│
├─🤖 DocuSign webhook: Signed!
├─🎉 Slack celebration
├─📧 Welcome email
├─📋 Create project
├─💳 Send invoice
└─🚀 Begin onboarding
═══════════════════════════════════════════
🔄 PARALLEL PROCESSES RUNNING:
1. ⏰ DAILY AUTOMATION CHECKS:
- Stale leads in any stage > 30 days
- Pending follow-ups to send
- Contract expirations
- No-show reschedule windows
2. 📊 TRACKING METRICS:
- Time in each stage
- Conversion rates
- Drop-off points
- Revenue pipeline
3. 🚨 ERROR HANDLING:
- Failed email sends → Retry 3x
- Webhook failures → Log & notify
- Missing data → Block progression
═══════════════════════════════════════════
📈 KEY AUTOMATION POINTS:
🤖 FULLY AUTOMATED:
- Lead creation (Webflow → Airtable)
- Meeting booked (Cal.com → Airtable)
- No-show detection (Cal.com → Airtable)
- Transcript processing (Fireflies → Claude → Airtable)
- Follow-up reminders (Time-based)
- Contract status updates (DocuSign → Airtable)
- Stage progressions based on time
🔘 BUTTON TRIGGERED:
- Approve/Decline lead
- Send follow-up email
- Generate contract
👤 MANUAL DECISIONS:
- Initial lead review
- Follow-up email editing
- Complex contract terms
- Negotiation handling
- Lost reason selection