Expansion Consultation

Expansion Handoff

Outcome: Warm expansion lead handed to sales with full context Trigger: Client asks about another workflow OR opportunity spotted in Friday report/support Duration: ~20-30 min (dev time only)

Quick Reference

Step	Action	Time	Owner
1	Spot opportunity	—	Dev
2	Prepare handoff package	15-20 min	Dev
3	Send client intro + Slack to sales	5 min	Dev
4	Consultation call	60 min	Sales
5	Quote & follow-up	—	Sales

Note: Dev spots and hands off. Sales runs the consultation and closes.

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Full Guide

Part 1: Spotting Opportunities (Dev)

Triggers for Expansion Handoff

Trigger	Source	Action
Client asks	Email, Slack, call	Initiate handoff within 24 hours
We spot opportunity	Friday report analysis	Suggest in report, gauge interest, then handoff
Pain point mentioned	Support conversation	Offer to discuss, then handoff

Conversation Starters

Use these when spotting opportunities in Friday reports or support conversations:

Situation	Question
High manual volume	"I noticed you're processing {X} per week manually—worth discussing automating that?"
Repeated support asks	"You've asked about {topic} a few times—should we explore automating it?"
Error patterns	"I'm seeing recurring issues with {process}—automation could prevent those."
Growth signals	"With your volume increasing, have you thought about scaling {workflow}?"

Once client shows interest → Move to Part 2.

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Part 2: Handoff Prep (Dev) — 15-20 min

Preparation Checklist

• Pull AI Roadmap from discovery phase

• Review current workflow performance

• Calculate current ROI (from Friday reports)

• Identify which AI Roadmap opportunity this maps to

• Note why client is interested now (the trigger)

Context Sources

Item	Source
Original AI Roadmap	clients/{CODE}/context/docs/AI-ROADMAP.md
Current workflow metrics	Friday reports, n8n
Hours used this month	Time tracking
Client pain points	Support tickets, call notes

Handoff Package Contents

Prepare this information for sales:

Field	What to Include
Client name & contact	Full name, company, email
Opportunity summary	1-2 sentences on what they want to automate
AI Roadmap reference	Which specific opportunity from discovery
Current performance	# workflows, $/mo value, success rate
Why now?	What triggered the interest
Recommended approach	Your technical opinion (optional)

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Part 3: Handoff to Sales (Dev) — 5 min

Two-part handoff:

1. Client-facing email — Introduces the next step

2. Internal Slack message — Gives sales full context

Step A: Client-Facing Email

Subject: Let's explore {process} automation

Hi {Name},

Great idea to look at automating {process}! I've flagged this with our team.

{Sales Person} will reach out shortly to schedule a consultation call where you can walk through the workflow together and get a quote.

In the meantime, I've pulled your AI Roadmap from when we first worked together—{Sales Person} will have all the context.

Talk soon!

{Your Name}
The Entourage AI

Step B: Internal Slack Message to Sales

Post in #sales or DM the assigned sales person:

🔥 Expansion Opportunity - {Client Name}

CLIENT: {Name} ({Company}) - {Email}
OPPORTUNITY: {1-2 sentence summary}
WHY NOW: {What triggered interest}

AI ROADMAP REF: {Which opportunity from discovery}
CURRENT PERFORMANCE: {X} workflows, ${X}/mo value, {X}% success

CONTEXT: clients/{CODE}/context/docs/AI-ROADMAP.md

I've sent them an intro email. Please reach out to book a 60-min consultation.

Dev handoff complete. Sales takes over from here.

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Sales Reference Material

Note: The following sections are for sales to run. Included here for completeness and context.

Part 4: Consultation Call (Sales) — 60 min

Booking Response (Sales sends)

Subject: RE: Let's explore {process} automation

Hi {Name},

{Dev Name} filled me in—sounds like a great opportunity!

Let's jump on a call to walk through the workflow and put together a quote.

SUGGESTED TIMES (60 min)
• {Option 1}
• {Option 2}
• {Option 3}

Reply with what works and I'll send a calendar invite.

Cheers,
{Sales Person}
The Entourage AI

Call Agenda

Section	Time	Focus
Understand pain	10 min	What's driving the interest? Current process deep-dive
Review AI Roadmap	10 min	Show documented opportunities from discovery
Workflow walkthrough	20 min	Step-by-step: triggers, inputs, outputs, edge cases
Gather specs	15 min	Systems involved, data formats, approval flows, exceptions
Quote & next steps	5 min	Investment, timeline, close

Opening Question

"You mentioned you're thinking about another workflow. Tell me what's driving that—what's taking up your time or causing headaches?"

Listen for:

• Time spent on manual tasks

• Error-prone processes

• Team frustration points

• Growth bottlenecks

Review AI Roadmap

"When we did your AI Roadmap, we identified [X, Y, Z] as opportunities. Based on what you've told me today, I'd recommend starting with [X] because..."

Reference the specific opportunities from their original discovery. This shows continuity and that we planned for this.

Workflow Walkthrough (20 min)

"Let me walk you through how this workflow would work end-to-end..."

Cover:

1. Trigger: What kicks off the workflow? (webhook, schedule, manual, email)

2. Inputs: What data comes in? What format?

3. Processing: What happens to the data? What decisions are made?

4. Outputs: Where does data go? What gets created/updated?

5. Edge cases: What happens when X fails? What if Y is missing?

Sketch it out: Share screen and draw the flow as you discuss. This becomes the basis for the Technical Blueprint.

Gather Specs (15 min)

"Now let me get some specifics so I can build an accurate quote..."

Ask:

• What systems are involved? (list each integration)

• What's the data format? (CSV, JSON, PDF, manual entry)

• Who approves what? (any HITL steps needed)

• What are the exception scenarios?

• What's the expected volume? (per day/week/month)

• Who should be notified when? (success, failure, exception)

Document as you go: These specs feed directly into the quote and eventual Technical Blueprint.

Present Quote

"For a new workflow, it's $8,995 to build plus $995/month ongoing—which adds another 6 hours per month to your allocation. Timeline is typically 2-4 weeks depending on complexity."

Close

"Want me to send over a formal quote? If you're ready, we can schedule the Workshop for next week."

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Part 5: Quote & Follow-Up (Sales)

After the Call

Interest level?
├── HIGH ("Let's do it")
│   ├── Send quote email
│   ├── Send contract
│   └── Notify dev → triggers SOP 7 (Workshop)
├── MEDIUM ("Let me think about it")
│   ├── Send quote email
│   └── Follow up in 2 weeks
└── LOW ("Not right now")
    ├── Send summary email
    └── Note for future

Expansion Quote Email (Sales sends)

When to send: Within 24 hours of consultation

Subject: Expansion Quote - {New Workflow Name} - {Client Name}

Hi {Name},

Great chatting today! Here's the quote for your next workflow:

NEW WORKFLOW: {Name}
{1-2 sentence description}

ESTIMATED IMPACT
• Time saved: {X} hours/month
• Labor value: ${X}/month
• Error reduction: ${X}/month
• Total monthly value: ${X}

INVESTMENT
• Build: $8,995 (one-time)
• Maintenance: $995/month (adds to AI Accelerator)
• Dev hours added: 6 hrs/month

TIMELINE
• Workshop: Week 1
• Build: Weeks 2-4
• UAT + Go-Live: Week 5

NEXT STEP
Reply "Let's do it" and I'll send the contract + schedule your Workshop.

Questions? Reply anytime.

Cheers,
{Sales Person}
The Entourage AI

Follow-Up (if no response after 1 week)

Subject: RE: Expansion Quote - {New Workflow Name}

Hi {Name},

Just checking in on the quote I sent for {workflow name}.

Any questions I can answer? Happy to jump on a quick call if that helps.

Cheers,
{Sales Person}
The Entourage AI

When Deal Closes

Sales notifies dev via Slack:

✅ Expansion Closed - {Client Name}

WORKFLOW: {Name}
START DATE: {Date}

Ready for SOP 7 (Workshop). {Dev Name} please book with client.

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Pricing Reference

Item	Value
New workflow build	$8,995 (one-time)
Ongoing maintenance	$995/month
Dev hours added	6 hrs/month per workflow
Workshop to go-live	2-5 weeks

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ROI Estimation (for handoff prep)

ESTIMATED MONTHLY VALUE:
= (Manual time per task × Tasks per month) × Hourly rate

Example: Invoice Processing
• Manual time: 20 min/invoice
• Volume: 150 invoices/month
• Hourly rate: $50

Value: (20/60) × 150 × $50 = $2,500/month
Annual ROI: $30,000 - $8,995 build - ($995 × 12) = ~$9,000 first year

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Verify

Dev Checklist (Parts 1-3)

• Opportunity spotted and client interested

• Handoff package prepared (AI Roadmap, performance, context)

• Client intro email sent

• Slack message sent to sales with full context

• Handoff complete in < 30 min

Sales Checklist (Parts 4-5) — For Reference

• Consultation call booked and conducted

• Client pain point understood

• Recommendation tied to AI Roadmap

• Quote email sent within 24 hours

• Next step clear (Workshop scheduled OR follow-up date set)

• Dev notified when closed → triggers SOP 7 (Workshop)