🌳 Complete HVO Lead-to-Revenue Workflow Tree

🌐 WEBFLOW FORM SUBMITTED
    │
    ├─⚡ Auto-creates record in Airtable
    │
    ▼
📥 NEW LEAD [Stage]
    │
    ├─👤 Manual Review
    │
    ├─────┬─────┐
    │     │     │
    ▼     │     ▼
🔘 APPROVE  │  🔘 DECLINE
    │       │     │
    ├─🤖    │     ├─🤖 n8n sends rejection email
    │       │     ├─✓ Updates "Rejection Sent" = TRUE
    │       │     └─► CLOSED LOST ❌
    │       │
    ▼       ▼
✅ APPROVED [Stage]
    │
    ├─🤖 n8n sends intro email with Cal.com link
    ├─✓ "Approval Sent" = TRUE
    ├─⏰ Start 7-day follow-up timer
    │
    ├─────────┬────────┬────────┐
    │         │        │        │
    ▼         │        │        ▼
BOOKS      │        │     NO RESPONSE
MEETING    │        │        │
    │      │        │        ├─⏰ Day 7: Reminder 1
    │      │        │        ├─⏰ Day 14: Reminder 2
    │      │        │        ├─⏰ Day 21: Reminder 3
    │      │        │        └─⏰ Day 21+: → CLOSED LOST ❌
    │      │        │
    ▼      ▼        ▼
📅 MEETING BOOKED [Stage]
    │
    ├─🤖 Cal.com webhook fires
    ├─🤖 n8n sends info deck email
    ├─✓ Cancel pending reminders
    ├─⏳ Wait for meeting time
    │
    ├─────────┬────────┐
    │         │        │
    ▼         │        ▼
ATTENDS    │     NO-SHOW
MEETING    │        │
    │      │        ▼
    │      │    🚫 NO SHOW [Stage]
    │      │        │
    │      │        ├─🤖 Auto "We missed you" email
    │      │        ├─⏰ One reschedule offer
    │      │        │
    │      │        ├────┬────┐
    │      │        │    │    │
    │      │        ▼    │    ▼
    │      │   RESCHEDULES │  NO RESPONSE (14 days)
    │      │        │      │    │
    │      │        └──────┘    └─► CLOSED LOST ❌
    │      │
    ▼      ▼
📞 CALL COMPLETED [Stage]
    │
    ├─🤖 Fireflies sends transcript
    ├─🤖 n8n receives transcript
    ├─🤖 Claude API analyzes
    ├─✓ Populates AI Summary
    ├─✓ Populates Follow-up Draft
    ├─🔔 Notify team: "Review ready"
    │
    ▼
🔘 SEND FOLLOW-UP [Button]
    │
    ├─👤 Human reviews/edits AI draft
    ├─🤖 n8n sends edited follow-up
    │
    ▼
📧 FOLLOW-UP SENT [Stage]
    │
    ├─────────┬────────┬────────┬────────┐
    │         │        │        │        │
    ▼         ▼        ▼        ▼        ▼
POSITIVE  NEEDS    REQUESTS  GOES    30 DAYS
RESPONSE  TIME     CHANGES   SILENT  NO RESPONSE
    │        │        │        │        │
    │        ▼        │        ▼        ▼
    │    ON HOLD ⏸️   │   (Manual)   ON HOLD ⏸️
    │        │        │        │        
    │        └────────┘        └─► CLOSED LOST ❌
    │
    ├─📋 Send Client Onboarding Form
    ├─⏳ Wait for form completion
    ├─⏰ Reminder if not completed in 3 days
    │
    ▼
FORM COMPLETED
    │
    ├─👤 HVO fills Internal Pricing Form
    ├─✓ All contract data ready
    │
    ▼
🔘 GENERATE CONTRACT [Button]
    │
    ├─────────┬────────┐
    │         │        │
    ▼         ▼        ▼
STANDARD  HIGH-VALUE  COMPLEX
(<$5K)    (>$5K)      REQUIREMENTS
    │         │           │
    │         └─────┬─────┘
    │               │
    ▼               ▼
AUTO-SEND      MANUAL REVIEW
    │               │
    ├─🤖 n8n        ├─👤 Adjust terms
    ├─🤖 DocuSign   ├─👤 Add custom clauses
    ├─🤖 Email sent └─► Then send
    │
    ▼
📄 CONTRACT SENT [Stage]
    │
    ├─🤖 DocuSign webhook tracking
    ├─⏰ Day 7: Reminder
    ├─⏰ Day 14: Reminder
    ├─⏰ Day 25: "Expiring soon"
    ├─⏰ Day 30: Expires → CLOSED LOST ❌
    │
    ├─────────┬────────┬────────┐
    │         │        │        │
    ▼         ▼        ▼        ▼
SIGNS    VIEWS     REQUESTS  DECLINES
AS-IS    ONLY      CHANGES      │
    │       │         │          └─► CLOSED LOST ❌
    │       │         │
    │       │         ▼
    │       │    📝 IN NEGOTIATION [Sub-stage]
    │       │         │
    │       │         ├─👤 Handle in DocuSign only
    │       │         ├─📊 Track version history
    │       │         ├─💬 Comments/markups
    │       │         ├─⏰ Flag if > 14 days
    │       │         │
    │       │         ├────┬────┐
    │       │         │    │    │
    │       │         ▼    │    ▼
    │       │    AGREEMENT │  TOO FAR APART
    │       │         │    │     │
    │       │         │    │     └─► CLOSED LOST ❌
    │       │         │    │
    │       │         └────┘
    │       │
    │       ├─⏰ Daily: Check for updates
    │       │
    ▼       ▼
✅ CLOSED WON [Stage]
    │
    ├─🤖 DocuSign webhook: Signed!
    ├─🎉 Slack celebration
    ├─📧 Welcome email
    ├─📋 Create project
    ├─💳 Send invoice
    └─🚀 Begin onboarding

═══════════════════════════════════════════

🔄 PARALLEL PROCESSES RUNNING:

1. ⏰ DAILY AUTOMATION CHECKS:
   - Stale leads in any stage > 30 days
   - Pending follow-ups to send
   - Contract expirations
   - No-show reschedule windows

2. 📊 TRACKING METRICS:
   - Time in each stage
   - Conversion rates
   - Drop-off points
   - Revenue pipeline

3. 🚨 ERROR HANDLING:
   - Failed email sends → Retry 3x
   - Webhook failures → Log & notify
   - Missing data → Block progression

═══════════════════════════════════════════

📈 KEY AUTOMATION POINTS:

🤖 FULLY AUTOMATED:
- Lead creation (Webflow → Airtable)
- Meeting booked (Cal.com → Airtable)
- No-show detection (Cal.com → Airtable)
- Transcript processing (Fireflies → Claude → Airtable)
- Follow-up reminders (Time-based)
- Contract status updates (DocuSign → Airtable)
- Stage progressions based on time

🔘 BUTTON TRIGGERED:
- Approve/Decline lead
- Send follow-up email
- Generate contract

👤 MANUAL DECISIONS:
- Initial lead review
- Follow-up email editing
- Complex contract terms
- Negotiation handling
- Lost reason selection