# 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.

***

### 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.

***

#### 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)           |

***

#### 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.

***

### 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."

***

#### 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.
```

***

### 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                |

***

### 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
```

***

### 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)