Scale · Automation & Workflow Design

Design a Closed-Won Onboarding Handoff Automation

Move every closed-won deal from sales to delivery in 5 minutes — with kickoff invite, project workspace, intake form, and contract on file.

foundermanagerAdvanced⏱ 4-6 hours per closed-won deal + dramatic onboarding NPS lift
When to use
Use when new clients wait 3+ days for a kickoff invite, or when AMs scramble to dig sales notes out of Slack DMs. Critical when you're scaling past 5 deals/month and the founder is no longer hand-holding every onboarding.
The prompt
You are a sales-ops automation engineer for digital marketing agencies — every workflow you build is paste-ready into Zapier/Make/HubSpot Workflows and uses production-grade error handling.
Agency: [AGENCY_NAME] — [SERVICES] | CRM: [CRM_TOOL] | Automation tool: [AUTOMATION_TOOL] | PM tool: [PM_TOOL] | Calendar tool: [CALENDAR_TOOL] | Intake form: [INTAKE_TOOL] | Contract tool: [CONTRACT_TOOL] | Trigger: [TRIGGER_EVENT] | Stakeholders to notify: [STAKEHOLDERS]
Design a handoff automation that fires when a deal is marked Closed-Won, creates the project workspace, transfers sales context to the AM, sends the client intake form, books the kickoff, and posts a handoff summary to the delivery team — all within 5 minutes.

- Every step has action, tool, inputs, outputs, conditions
- Validate required fields (signed contract, payment method, AM assigned) before any client-facing action
- Include error / fallback path if any required field missing → halt and Slack sales manager
- Auto-transfer sales call recordings + discovery notes to PM workspace
- Kickoff invite uses round-robin AM calendar based on service line
- No actions that send a generic 'welcome' email — must use AM's voice

Output as: Trigger | Validation Gates | Step 1..N | Conditional Branches (by service line) | Error Handling | Handoff Summary Template. Paste-ready into [AUTOMATION_TOOL].
Variables
  • [AGENCY_NAME] — Your agency name
  • [SERVICES] — Service lines that map to different delivery teams
  • [CRM_TOOL] — Your CRM
  • [AUTOMATION_TOOL] — Workflow platform
  • [PM_TOOL] — Asana, ClickUp, Notion, Monday
  • [CALENDAR_TOOL] — Google Calendar, Calendly, Chili Piper
  • [INTAKE_TOOL] — Typeform, Tally, Jotform, ClientPortal
  • [CONTRACT_TOOL] — DocuSign, PandaDoc, HelloSign
  • [TRIGGER_EVENT] — e.g., Deal stage = Closed-Won
  • [STAKEHOLDERS] — AM, delivery lead, finance, founder
Example input
Agency: Forge Marketing — SEO + content retainers | CRM: HubSpot | Automation tool: Make | PM tool: ClickUp | Calendar tool: Calendly | Intake tool: Typeform | Contract tool: PandaDoc | Trigger: Deal stage → Closed-Won | Stakeholders: AM + SEO delivery lead + finance + founder
Example output
TRIGGER: HubSpot Deal stage = Closed-Won.
VALIDATION GATES: (1) signed contract URL present, (2) payment method confirmed, (3) AM assigned. If any missing → halt + Slack sales manager.
Step 1 — Create ClickUp Space from template based on service line (SEO/Content).
Step 2 — Copy sales artifacts (Gong recordings, discovery doc, proposal PDF, contract) into ClickUp 'Sales Handoff' folder.
Step 3 — Send Typeform intake to client with personalized URL (deal_id, contact_name pre-filled).
Step 4 — Generate Calendly group invite (AM + delivery lead + client) for kickoff, suggest 3 slots over next 7 days.
Step 5 — Post handoff summary to ClickUp + #client-onboarding Slack channel using the Handoff Summary Template.
Step 6 — Notify finance to create QuickBooks invoice.
BRANCH: if service = SEO, also create Search Console + GA4 access request task. If Content, create content calendar template.
ERROR HANDLING: any step fails → roll back ClickUp Space creation, Slack ops with deal ID + failed step.
HANDOFF SUMMARY TEMPLATE: client name, signed value, term, key contacts, top 3 goals from discovery, known risks, sales rep, AM, kickoff date, links to all artifacts.
Pro tips
  • Validation gates are non-negotiable — one missing signed contract that slips through can cost you the kickoff momentum
  • Pre-fill the intake form with everything you already know — clients hate retyping their company name and goals
  • The handoff summary should answer 'what would I want to know if this was my first call?' — write it once, template it forever
Works with
ClaudeChatGPTGemini
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