Sanitized recreation Systems Setup and Cleanup
CRM and sales operations
CRM and Sales-to-Operations Handoff
A CRM that stops at “closed won” only solves half the problem. The expensive mistakes happen in the handoff. This recreation defines every pipeline stage with entry rules and required fields, adds a one-page handoff packet, and sets up automations so a won deal creates the job, alerts the schedulers and starts a short acceptance clock for operations.
Oakhaven Windows & Doors (fictional) · Illustrative data. A fictional company and fictional data, built to show the same type of work Kelly has really done.
The scenario
- A replacement window and door company with three sales reps, a scheduler, a purchasing lead and two install crews (illustrative).
- Reps move deals when they remember to. Half the pipeline is “interested” with no next step.
- A deal marked won triggers nothing. The rep texts the office.
- Production starts jobs with missing measurements, unsigned scope changes or unclear deposit status.
- Lead sources are typed in different ways, so nobody can say which marketing works.
The ask: “When a rep says it’s sold, I want production to be able to start without a single follow-up call.”
The approach
- Define every stage in plain language, with an entry rule, an exit rule, required fields and an owner.
- Make “Won” a gate, not a label: signed agreement, deposit status and handoff packet complete.
- Keep one record from first call to final invoice, so nobody re-types the customer.
- Standardize lead source with a short pick-list.
- Automate the routine and keep a named person at the gate.
- Test with real deals, then train.
Deliverables
- Pipeline stage definitions (entry, exit, required fields, owner)
- CRM data model and required-field list
- Lead-source pick-list and naming rules
- Handoff packet template and form
- Automation map with human checkpoints
- Pipeline and handoff reports: stage conversion, stale deals, lead source
- Weekly sales-and-operations check-in agenda, SOPs and quick-starts
What is real here
Kelly designed, built and tested a custom HighLevel CRM for a kitchen-and-bath remodeling business, including lead intake, pipeline stages, follow-up automations and internal notifications, and handled contracts, scheduling and project administration on the operations side. Oakhaven Windows & Doors and all data are fictional.
Service path: Systems Setup and Cleanup
Related: Contractor systems
The storyboard
Oakhaven Windows & Doors (fictional) · Illustrative data. Images are 16:9 slides from the sample project.
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