Recurring sales, handoff, and reporting work
SAMPLE · FICTIONAL COMPANY
AI AUTOMATION BLUEPRINTNorthstar
Growth Studio
8-person marketing agency · 18 active clients
90-day automation roadmap
75AUTOMATION SCORE
READY TO SCALE
READY TO SCALE
01 · EXECUTIVE SUMMARY
Start where revenue meets repetitive work.
Northstar has strong automation potential: recurring client workflows, a capable cloud stack, and leadership intent. The largest near-term opportunity is the handoff between discovery and proposal creation. The agency should automate evidence collection and first-draft assembly while keeping scope, pricing, and final sending human.
Best first moveDiscovery call → reviewed proposal draftTarget: cut first-draft time from 95 minutes to under 25 minutes.
02 · AUTOMATION SCORE
75 / 100 · Ready to scale
Core workflows are consistent but lightly documented
Useful cloud systems with inconsistent CRM hygiene
Leadership is ready; ownership needs definition
Overall score = Opportunity × 30% + Process × 25% + Data/Stack × 25% + Adoption × 20%. The displayed components produce 74.6, rounded to 75. Scoring version 1.0. This is a readiness-and-opportunity indicator, not a rating of company quality.
03 · WHAT TO AUTOMATE FIRST
Five opportunities, in sequence.
Discovery call → proposal draft
Proposal preparation is frequent, revenue-adjacent, repeatable, and already has human approval.
Closed-won → client onboarding
Removes handoff delays while creating the operating structure required by later automations.
Meeting notes → tasks + follow-up
Recovers coordination time and improves ownership across every account.
Project data → weekly client update
Reduces status-writing time after project data quality is improved.
Campaign metrics → narrative draft
High reporting value, but metric definitions and QA must be standardized first.
04 · 90-DAY ROADMAP
Now, next, later.
Build trust
Document proposal happy path. Normalize discovery notes. Build and test proposal drafting. Name sales-ops owner. Baseline draft time and revision count.
Connect handoffs
Launch onboarding orchestrator and meeting action sync. Define exception paths. Train account leads and review adoption weekly.
Improve visibility
Clean project statuses and KPI definitions. Pilot client update and reporting narratives with account-lead approval.
05 · RECOMMENDED AUTOMATION STACK
Keep the tools. Improve the operating layer.
Google Workspace
HubSpot CRM
ClickUp
Fathom
Looker Studio
Closed-won → onboarding
Call notes → CRM
ClickUp → client update
Metrics → narrative draft
One automation platform
Approved proposal template
Workflow log + exception queue
Internal AI-use policy
Remove duplicate intake forms
Choose one task owner field
Archive old proposal templates
Standardize KPI names
06 · WORKFLOW CARDS
Five build-ready workflow definitions.
Each ranked opportunity includes its operating change, controls, assumptions, and measurable definition of success.
RANKED OPPORTUNITY
Discovery call → proposal draft
Medium3–5 build days after the canonical template and test set are approved.
Current state
A strategist reviews call notes, searches the CRM, and manually assembles each first draft in about 95 minutes.
Future state
An approved call produces a source-linked proposal draft with unresolved details flagged for the opportunity owner.
Trigger
Approved discovery recording or notes are attached to the CRM opportunity.
Inputs
Discovery transcript, CRM deal fields, approved proposal template, and current scope and pricing rules.
Output
A CRM-linked proposal draft plus an unresolved-information list.
Systems
Fathom, HubSpot, Google Docs, and one automation platform.
Owner
Sales operations lead; opportunity owner is the approver.
Estimate
3–5 build days after the canonical template and test set are approved.
Steps
- Confirm the deal and source files are complete.
- Extract goals, constraints, timing, stakeholders, and deliverables.
- Flag missing or conflicting information.
- Populate the approved proposal template without inventing terms.
- Route the draft to the opportunity owner for approval and sending.
Human checkpoints
Opportunity owner resolves missing data and approves scope, assumptions, exclusions, pricing, terms, and final send.
Exception path
Stop and assign to the opportunity owner when required fields are absent, sources conflict, or the deal is outside the approved template.
Risks
Invented commitments, stale CRM data, incorrect template selection, or an unapproved client-facing send.
Success measure
Reduce first-draft time from 95 minutes to under 25 minutes, with every required field sourced or flagged and zero unapproved sends.
Evidence / assumptions: Sample assumption: 4–6 proposals per week and 95 minutes per first draft. Confirm timing and revision baseline during discovery.
RANKED OPPORTUNITY
Closed-won → client onboarding
Medium4–6 build days after the handoff fields and project template are standardized.
Current state
Account staff copy contract details into folders, project records, task lists, and kickoff messages by hand.
Future state
A verified closed-won handoff creates a consistent onboarding workspace and approval-ready communications.
Trigger
A HubSpot deal is marked closed-won and all required contract and owner fields are complete.
Inputs
Signed scope, client contacts, delivery dates, account owner, onboarding template, and access requirements.
Output
A linked client workspace, populated onboarding checklist, and approval-ready welcome package.
Systems
HubSpot, Google Drive, ClickUp, Gmail, and one automation platform.
Owner
Client operations lead; account lead is the approver.
Estimate
4–6 build days after the handoff fields and project template are standardized.
Steps
- Validate required deal and contract fields.
- Create the client folder and ClickUp project from approved templates.
- Assign standard tasks and owners using the signed scope.
- Draft the welcome message and kickoff agenda.
- Route the package to the account lead before release.
Human checkpoints
Account lead confirms scope, dates, client contacts, task ownership, access, and the external welcome message.
Exception path
Create an exception task instead of onboarding when the signed scope, owner, dates, or required contact details are missing.
Risks
Starting work before approval, exposing the wrong client data, assigning incorrect owners, or creating duplicate projects.
Success measure
Create the complete internal onboarding package within one business hour of a verified handoff, with 100% of required fields present.
Evidence / assumptions: The assessment identifies onboarding and handoff delays. Current setup time and error rate must be confirmed during discovery.
RANKED OPPORTUNITY
Meeting notes → tasks + follow-up
Low–medium2–4 build days after client and task identifiers are consistent.
Current state
Account leads rewrite notes, create tasks, and draft follow-up messages separately after client meetings.
Future state
Processed meeting notes produce linked draft tasks and a follow-up summary for account-lead review.
Trigger
A Fathom recording finishes processing for a meeting linked to an active client account.
Inputs
Transcript, attendee list, client record, open ClickUp tasks, and the approved follow-up format.
Output
Approval-ready task changes, decision log, and client follow-up draft linked to the meeting.
Systems
Fathom, HubSpot, ClickUp, Gmail, and one automation platform.
Owner
Account operations lead; meeting owner is the approver.
Estimate
2–4 build days after client and task identifiers are consistent.
Steps
- Match the meeting to the correct client account.
- Extract decisions, actions, owners, dates, and unresolved questions.
- Compare proposed actions with open ClickUp work.
- Draft task updates and the external follow-up summary.
- Send both drafts to the account lead for approval.
Human checkpoints
Account lead confirms client match, task owner, due date, decision language, and any external message.
Exception path
Do not create tasks when the client match, owner, due date, or transcript confidence is unclear; assign a review task instead.
Risks
Wrong client matching, duplicated tasks, unsupported deadlines, or confidential notes appearing in client communication.
Success measure
Produce review-ready actions within 10 minutes of transcript completion, with every task linked to an owner and source.
Evidence / assumptions: Meeting follow-up is a stated bottleneck. Baseline preparation time and correction rate must be measured in the pilot.
RANKED OPPORTUNITY
Project data → weekly client update
Medium3–5 build days after project statuses and ownership fields are standardized.
Current state
Account leads chase project owners for status and manually turn inconsistent ClickUp data into weekly updates.
Future state
Validated project data produces a concise update draft with stale or missing statuses visibly flagged.
Trigger
The weekly reporting window opens after the agreed ClickUp status deadline.
Inputs
Approved project milestones, task status, risks, decisions, owner notes, and the client-update template.
Output
A source-linked weekly update draft and an exception list for stale or incomplete project data.
Systems
ClickUp, Google Docs, Gmail, and one automation platform.
Owner
Account operations lead; project owners maintain source data.
Estimate
3–5 build days after project statuses and ownership fields are standardized.
Steps
- Check required status fields and freshness.
- Group completed work, next steps, risks, and decisions needed.
- Flag missing updates and contradictory dates.
- Draft the client update using only verified project data.
- Route the draft and exception list to the account lead.
Human checkpoints
Project owners resolve stale data; the account lead approves tone, risk framing, commitments, and final send.
Exception path
Hold the draft and notify the project owner when required milestones are stale, contradictory, or missing.
Risks
Publishing stale status, revealing internal commentary, misstating delivery commitments, or hiding unresolved risks.
Success measure
Reduce update preparation to under 15 minutes per account while clearly flagging every stale required field before approval.
Evidence / assumptions: Reporting is a ranked opportunity, but current preparation time and data freshness need a 30-day baseline.
RANKED OPPORTUNITY
Campaign metrics → narrative draft
Medium–high4–6 build days after the KPI dictionary and reporting QA rules are approved.
Current state
Analysts export metrics and manually explain changes, while KPI labels and comparison periods vary by account.
Future state
Quality-checked metrics produce a transparent narrative draft that cites the reporting period and source values.
Trigger
The reporting period closes and all required metrics pass the approved data-quality checks.
Inputs
Looker Studio metrics, KPI dictionary, comparison period, campaign context, and approved narrative template.
Output
A cited performance narrative draft, data-quality report, and list of questions requiring strategist judgment.
Systems
Looker Studio, Google Sheets, Google Docs, and one automation platform.
Owner
Analytics lead; account strategist is the final approver.
Estimate
4–6 build days after the KPI dictionary and reporting QA rules are approved.
Steps
- Validate KPI names, reporting period, and source completeness.
- Calculate approved comparisons using the defined formulas.
- Identify material changes without assigning unsupported causes.
- Draft a narrative with cited values and open questions.
- Route the draft to the account strategist for interpretation and approval.
Human checkpoints
Analyst verifies calculations; account strategist approves causal interpretation, recommendations, and client delivery.
Exception path
Stop narrative generation when KPI definitions, periods, currency, attribution, or required source values do not pass validation.
Risks
Incorrect attribution, mixed reporting periods, unsupported causal claims, or recommendations based on incomplete data.
Success measure
Every narrative claim cites a verified metric and period, with zero drafts released when a required QA check fails.
Evidence / assumptions: The assessment indicates reporting burden. KPI definitions, current draft time, and acceptable variance require discovery confirmation.
07 · WHAT NOT TO AUTOMATE YET
Keep commercial judgment human.
Do not allow the system to choose pricing, promise delivery dates, approve contractual language, or send proposals without the opportunity owner. Northstar’s historic proposals are inconsistent; blindly training on them would preserve errors rather than create a standard.
08 · ESTIMATED BUSINESS CASE
Conservative capacity, visible assumptions.
Estimated recoverable capacity: 2.8–4.2 hours per week, or 134–202 hours across 48 working weeks. This is capacity—not guaranteed cost reduction or revenue. Validate against the first 30 days of production use.
09 · IMPLEMENTATION READINESS
Complete these inputs before build week.
1Approve one canonical proposal template
2Define required discovery fields and unresolved-data behavior
3Provide 10 representative discovery/proposal pairs
4Name one sales-ops owner and one backup
5Confirm least-privilege access to call notes, CRM, and documents
6Approve retention, human-review, and rollback rules
10 · NEXT ACTION
Implement the first two eligible workflows.
Northstar is ready to begin with Guided Setup or move into a scoped Full Implementation if its proposal and onboarding systems pass access review. Begin with proposal drafting and client onboarding; defer KPI narratives until data definitions are stable.
Implementation optionsGuided Setup · $750 · Full Implementation from $2,500
Take Free Assessment This Blueprint is planning guidance, not a guarantee. Automation Scores, ROI and time-savings estimates, implementation recommendations, and business-case projections depend on the stated assumptions and must be validated against actual operating results.
Automate Everything is the public-facing brand of THE INASI GROUP, LLC, 3250 Northeast 1st Avenue, Suite 305, Miami, FL 33137, United States. Support: +1 (305) 504-6492.