Sample recipient: Sarah Donovan, 412 S Sleight St, Prior Lake, MN 55372
16 emails rendered from source · Generated 2026-04-21
Leads progress through these stages in order, over time. Each step happens AFTER the prior one completes. The emails at each step fire only when that step is reached — not all at once.
| Step | CRM Stage | What happens at this step | Your action to advance + fire emails | Emails / Meetings |
|---|---|---|---|---|
| 1 | New → Scheduled | Prospect fills a form on the website. Consultation self-booked via the calendar embed. | Nothing. Form submission automatically creates the lead in admin, sets status to New/Scheduled, and fires the Welcome email. | 1.0 Welcome— immediate on form submit |
| 🤝 | CONSULTATION ONSITE · 30–45 min |
On-site walkthrough at the homeowner's address. Scan the space, discuss vision, scope, and timeline. Take Matterport scan. | You show up, walk the space, take measurements and 3D scan. Update lead status: New → Contacted → OnSite. | Human touchpoint — no emails fire |
| 2 | CreateEstimate | Back at the office you build the estimate, generate renderings, upload layout. When ready, schedule the Estimate Review. | Open the lead → click "Schedule" on the Estimate Review stage → pick date/time → paste the Google Meet link → hit "Send Invite". All 4 emails fire. |
3.0 Meeting Confirmation— immediate on scheduling
3.1 Walkthru— immediate (piggybacks)
3.2 Transformation— +2 days *
3.3 Reminder T-24h— 24h before the meeting
|
| 🤝 | ESTIMATE REVIEW VIRTUAL · Google Meet |
Walk the customer through the full proposal — scope, pricing, renderings, portal. Answer questions. Gauge intent. | Present the estimate. After the call, formalize and send. | Human touchpoint — meeting happens here |
| 3 | Quoted | Estimate Review done. You finalize the estimate and send it with portal link. | Open the Estimator workspace → finalize → click "Send Estimate". Email fires with portal link + total. | 4.0 Estimate (proposal)— immediate on Send Estimate click |
| 4 | UpdateMeeting (Pre-Closing) | Prospect has the estimate. They want time to think / have questions. You schedule a follow-up conversation. | Open the lead → click "Schedule" on the Follow-up Meeting stage → pick date/time → paste Google Meet link → "Send Invite". All 3 emails fire. |
5.0 Meeting Confirmation— immediate on scheduling
5.1 Reminder T-24h— 24h before the meeting
5.2 Hiring Checklist— immediate (piggybacks)
|
| 🤝 | PRE-CLOSING MEETING VIRTUAL · Google Meet |
Follow-up conversation. Address remaining questions, talk through selections, financing, timeline. Determine outcome. | Meeting concludes → pick one of 4 outcome buttons below. | Human touchpoint — meeting happens here |
| 5 | Fork — 4 outcomes | Pre-Closing meeting concludes. Based on how it went, pick one of four buttons: | Click one of the 4 outcome buttons. Choice determines Step 5a–5d below. | — depends on button ↓ |
| 5a | Closing | They're in. Schedule the closing meeting to sign contracts and take deposit. | Click "📅 Schedule Closing" → closing-meeting modal opens → pick date/time → "Send Invite". 2 emails fire. | Meeting Confirmation · Reminder T-24h (reuses templates) |
| 🤝 | CLOSING MEETING ONSITE · Sign + Deposit |
Sign contracts, collect deposit, kick off pre-construction. Handshake moment. | Contracts signed → update status to Closed-Won. | Human touchpoint — deal closes here |
| 5b | UpdateMeeting (again) | They want one more conversation before committing. Loops back to Step 4. | Click "🔁 Another Follow-up" → new Follow-up Meeting modal opens → schedule. Same 3 emails re-fire. | 5.0 · 5.1 · 5.2 (re-fires) |
| 5c | Followup (Follow-up Cycle) | They went quiet. System keeps pressure on them automatically over the next 60 days. | Click "⏳ Start Follow-up Cycle". Lead moves to Follow-Up Cycle section. Nightly scheduler fires 6 cycle emails on Days 0 / 3 / 14 / 30 / 45 / 60. |
6c.0 Day 0— immediate on cycle start
6c.1 Day 3— +3 days
6c.2 Day 14— +14 days (11d gap)
6c.3 Day 30— +30 days (16d gap)
6c.4 Day 45— +45 days (15d gap)
6c.5 Day 60— +60 days (breakup, 15d gap)
|
| 5d | Lost | They said no. Close the file. | Click "✗ Mark Lost". Status flips to Lost. Lead drops to Lost section of Leads tab. | — |
| 6 | Closed-Won | Contracts signed. Lead drops out of the sales funnel. | Update status to Closed-Won from the lead status dropdown. Lead moves to Pre-Construction section. | — |
| Anytime: "Any" Note Notification fires whenever you post a message in the client portal — independent of the step above. | ||||
| * The Transformation email's +2-day delay requires a scheduler wire-up that isn't in production yet — the email function exists but currently would fire alongside the Walkthru. Post-deploy task to space them out. | ||||