Deal and Lead Qualification

Workflows creating deals from intake forms and managing lead qualification stages

Workflows in this Group

Key fields: deal_name_ai, languages_ai, channels_ai, team_size_ai, deal_description_ai, locations_ai, sql, first_meeting_booked_date, hs_createdate, last_positive_outbound_status_activity, outbound_status

Dependencies: External reporting sheets, Sales qualification criteria

Domain Summary

This group manages the conversion of leads to opportunities through intake form processing, sales qualification, and meeting milestone tracking. The current implementation has fragmented workflows handling different aspects of the same business process - lead qualification and opportunity creation.

Current Problems

• Multiple workflows handling similar qualification logic without coordination
• Cloned workflow (103171716) indicates poor version control and potential conflicts
• External sheet dependency (42204473) creates integration complexity for simple SQL marking
• Heavy use of UNSUPPORTED_ACTION suggests workarounds for HubSpot limitations
• No clear unified lead scoring or qualification framework
• Meeting booking tracked in multiple places without coordination

Rearchitecture Approach

Consolidate into a unified lead-to-opportunity conversion process with clear qualification stages. Replace fragmented workflows with a coordinated system that handles intake processing, qualification scoring, territory assignment, and opportunity creation as a single business process. Eliminate external sheet dependency and HubSpot workarounds.

Recommended Automations

Lead Qualification and Scoring

Purpose: Unified lead qualification system that evaluates leads across multiple signals and assigns qualification scores

Trigger: Contact record changes (form submissions, engagement updates, property changes)

Entry Criteria Formula: N/A

Logic Overview: Evaluate lead based on intake form data, engagement signals, and behavioral indicators. Calculate qualification score and set appropriate lifecycle stage. Route to territory assignment if qualified.

Replaces: AE Assignment - Outbound - Positive Signals, Inbound lead -> book meeting (cloned)

Required Fields:

Interactions With Other Recommended Automations: _Not documented. This should be populated for multi-flow domains._

Opportunity Creation from Intake Forms

Purpose: Creates qualified opportunities from intake form submissions with proper data mapping and assignment

Trigger: Contact completes intake form (form submission or intake fields populated)

Entry Criteria Formula: N/A

Logic Overview: Validate intake form completeness, create opportunity with mapped data, assign to appropriate owner based on service type and territory rules, set appropriate pipeline and stage based on intake type.

Replaces: Augmented AI Intake Form WF

Required Fields:

Interactions With Other Recommended Automations: _Not documented. This should be populated for multi-flow domains._

Meeting Milestone Tracking

Purpose: Tracks key meeting milestones and updates outbound status based on meeting outcomes

Trigger: Meeting is booked, completed, or status changes

Entry Criteria Formula: N/A

Logic Overview: When first meeting is booked, stamp the date. When meetings are completed through outbound efforts, update outbound status and last activity date. Coordinate with lead qualification scoring.

Replaces: Set first meeting booked date, AE Assignment - Outbound - Meeting Booked

Required Fields:

Interactions With Other Recommended Automations: _Not documented. This should be populated for multi-flow domains._

Sales Qualified Lead Promotion

Purpose: Promotes qualified leads to SQL status and triggers necessary downstream processes

Trigger: Lead qualification score reaches SQL threshold or manual promotion

Entry Criteria Formula: N/A

Logic Overview: Set SQL date, update lifecycle stage, trigger territory assignment, and sync to reporting systems. Replace external sheet integration with native Salesforce reporting.

Replaces: Deal > SQL > Sheet

Required Fields:

Interactions With Other Recommended Automations: _Not documented. This should be populated for multi-flow domains._

Cross-Flow Interaction Model

Interaction handoffs were not provided. Add flowInteractionModel entries so build sequencing and contracts are explicit.

Migration Sequence

1. Lead Qualification and Scoring - establishes foundation for qualification logic
2. Sales Qualified Lead Promotion - depends on qualification scoring
3. Opportunity Creation from Intake Forms - can run parallel to qualification
4. Meeting Milestone Tracking - integrates with qualification scoring for complete picture

Architecture Diagram

graph TD
    A[Lead Generated] --> B[Lead Qualification and Scoring]
    B --> C{Qualification Score >= SQL Threshold?}
    C -->|Yes| D[Sales Qualified Lead Promotion]
    C -->|No| E[Continue Nurturing]

    F[Intake Form Submitted] --> G[Opportunity Creation from Intake Forms]
    G --> H[Opportunity Created with Mapped Data]

    I[Meeting Booked/Completed] --> J[Meeting Milestone Tracking]
    J --> K[Update Meeting Dates and Outbound Status]

    D --> L[Territory Assignment]
    L --> M[AE Assignment]

    B --> N[Update Qualification Criteria]
    J --> B

    D --> O[Salesforce Reporting]
    H --> O
    K --> O

    style D fill:#e1f5fe
    style G fill:#f3e5f5
    style J fill:#fff3e0
    style O fill:#e8f5e8</code></pre>