Scale · Partner / Referral Programs

Build a Partner Lead-Sharing Workflow

Build an end-to-end lead-sharing workflow so partner intros don't rot in someone's inbox.

foundermanagerAdvanced⏱ 6-10 hours
When to use
Use when your partner program has more than 3 active partners and intros are starting to slip. The #1 reason agency partner programs die: ops chaos. Run this when intros are arriving via 5 different channels (DM, email, CRM, form, Slack) and no one knows which deal came from where.
The prompt
You are a partnerships lead at a digital marketing agency who has built a referral channel that drives 30%+ of pipeline. You think in workflows: intake → qualification → routing → attribution → commission → close-the-loop.
Agency: [AGENCY_NAME] — [SERVICES] | CRM: [CRM] | Partner tracking tool: [PARTNER_TRACKING_TOOL] | Active partner count: [PARTNER_COUNT] | Avg intros/month: [INTROS_PER_MONTH] | Commission basis: [COMMISSION_BASIS] | SLA target on first response: [SLA_TARGET]
Build a complete partner lead-sharing workflow covering: (1) intake — single canonical intake channel + how to consolidate the chaos, (2) qualification — who qualifies, the criteria, how partner is notified, (3) routing to the right AE / CSM, (4) attribution — how the partner is tagged in [CRM] so commission is owed correctly, (5) close-the-loop — what the partner is told at each stage, (6) commission triggers and reporting cadence.

- Use [CRM] and [PARTNER_TRACKING_TOOL] as the source of truth — no shadow spreadsheets
- SLA on first partner ack  partner pressure

Markdown doc with: (1) workflow diagram in mermaid syntax, (2) RACI table for each step, (3) field map (what gets logged where in [CRM]), (4) partner-facing status email templates for each stage (received, qualified, in-progress, won, lost), (5) weekly ops checklist.
Variables
  • [AGENCY_NAME] — Your agency's name
  • [SERVICES] — Service lines
  • [CRM] — Your CRM (HubSpot, Salesforce, Pipedrive, etc.)
  • [PARTNER_TRACKING_TOOL] — PartnerStack, Reveal, Crossbeam, sheet, etc.
  • [PARTNER_COUNT] — Number of active partners
  • [INTROS_PER_MONTH] — Average intros received per month
  • [COMMISSION_BASIS] — Commission terms
  • [SLA_TARGET] — Max time to first partner ack (e.g., 4 business hours)
Example input
AGENCY_NAME: Northbeam | SERVICES: SEO + content retainer | CRM: HubSpot | PARTNER_TRACKING_TOOL: PartnerStack | PARTNER_COUNT: 12 active | INTROS_PER_MONTH: 18 | COMMISSION_BASIS: 15% Y1 collected | SLA_TARGET: 4 business hours
Example output
## Partner Lead-Sharing Workflow

```mermaid
flowchart LR
A[Intro arrives] --> B[Canonical intake: PartnerStack]
B --> C[Auto-create HubSpot deal w/ partner ID]
C --> D[Round-robin to AE]
D --> E[Qualify  F{Qualified?}
F -->|Yes| G[Move to Discovery]
F -->|No| H[Notify partner w/ reason]
G --> I[Close won/lost → trigger commission/clawback]
I --> J[Auto-update partner in PartnerStack]
```

### RACI (excerpt)
| Step | Responsible | Accountable |
|---|---|---|
| Intake | Partner | Partner Ops |
| Qualify | AE | Sales Mgr |
| Attribution | Partner Ops | Head of Partnerships |

### HubSpot Field Map
- `partner_source` (PartnerStack ID)
- `intro_date`, `first_response_at`
- `partner_tier_at_intro`
- `multi_touch_partner_2` (for splits)

### Partner-Facing Status Emails
- Received (auto, SLA
- Send tier-progress nudge to partners 1 closed away from next tier
Pro tips
  • ONE canonical intake — everything else (Slack, email, DM) gets manually copied in. No exceptions or attribution breaks
  • Auto-send the 'we got it' email within 1 hour — partners measure you on responsiveness more than close rate
  • Reconcile your CRM vs partner tool weekly — drift kills commission trust faster than anything else
Works with
ClaudeChatGPTGemini
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