Superior Spa & Baths — CRM Funnel Overview

1

New Lead

Pipeline stage changed ▾

Automation steps

💼Create or update opportunity
🏷Add tag not-contacted
🏷Add tag unqualified
⏳Wait 4 hours
🔔Internal: 4-hour follow-up reminder
⏳Wait 20 hours
🔔Internal: 24-hour follow-up reminder

Notifications explained

🔔 4-hour reminder — Internal

Sent to the assigned sales rep 4 hours after the lead enters the pipeline. Alerts them that a fresh lead needs immediate attention. The rep should reach out via phone or WhatsApp, then move the contact to the "Contacted" stage — whether the lead answered or not. Moving the card is what triggers the next automation.

🔔 24-hour reminder — Internal

A safety net fired if the rep hasn't moved the lead to "Contacted" within 24 hours. Ensures no new lead gets ignored or forgotten in the critical first-day window. Same action required: attempt contact, then move the card regardless of outcome.

Important: These are internal reminders only — no emails are sent to the lead at this stage. The rep must manually move the contact card to "Contacted" after their first outreach attempt to trigger the next stage.

2

Contacted

Pipeline stage changed ▾

Automation steps

💼Create or update opportunity
✖Remove tag not-contacted
🏷Add tag contacted
⏳Wait 1 day
📧Email 1 — Follow up day 1
⏳Wait 2 days
📧Email 2 — Follow up day 3
⏳Wait 4 days
📧Email 3 — Follow up day 7
⏳Wait 14 days
📧Email 4 — Follow up day 21

Emails explained

📧 Email 1 — Day 1

A warm first touchpoint sent the day after the rep makes contact. Introduces Superior Spa & Baths, highlights what they offer, and invites the lead to take the next step — get a quote or book a consultation.

📧 Email 2 — Day 3

A second follow-up sent 2 days after Email 1. Reinforces the brand message — perhaps a key benefit, a product feature, or a reason to act now. Keeps Superior Spa & Baths top of mind without being pushy.

📧 Email 3 — Day 7

A week in. This email increases value slightly — social proof (reviews, testimonials), a showcase of past work, or a reminder that the rep is available to assist. Still nurturing, not hard selling.

📧 Email 4 — Day 21

The final email in the Contacted sequence. After 3 weeks of no response, this is a last gentle attempt — a "still here if you need us" message or a light call to action before the sequence ends.

Note: These emails go directly to the lead. The sequence runs automatically — no rep action needed. If the rep moves the lead to the next stage at any point, the remaining emails stop.

3

Qualification in progress (parked)

Pipeline stage changed ▾

Automation steps

💼Create or update opportunity OPEN
✖Remove tag not-contacted
🏷Add tag contacted
🏷Add tag qualification in progress

Emails explained

No automated emails fire in this stage.

Why no emails?

This is a holding stage — the rep has spoken to the lead and is in the process of qualifying them (understanding their needs, budget, and timeline). Automated outreach is paused while the rep handles the conversation personally. The system simply updates tags to reflect the current status.

4

Quote sent & follow up

Pipeline stage changed ▾

Automation steps

💼Create or update opportunity OPEN
✖Remove tags unqualified not-contacted contacted
🏷Add tag quote sent
⏳Wait 1 day (office hours)
📧Follow up Email 1 — Day 1
⏳Wait 3 days (office hours)
📧Follow up Email 2 — Day 4
⏳Wait 8 days
📧Follow up Email 3 — Day 12
⏳Wait 10 days
📧Final follow up Email — Day 22
⏳Wait 8 days
📧Close off quote email — Day 30
🏷Add tag cold lead
⚙️Add to cold lead workflow

Emails explained

📧 Email 1 — Day 1

A polite check-in sent 1 business day after the quote. "Just making sure you received our quote and happy to answer any questions." Shows attentiveness and keeps the conversation open.

📧 Email 2 — Day 4

A second nudge 3 days later. Reiterates the value of the quote, offers to adjust or discuss options, and builds confidence in choosing Superior Spa & Baths.

📧 Email 3 — Day 12

Nearly 2 weeks in. A slightly stronger call to action — "We'd love to get started on your project." May mention lead times or availability to create gentle urgency.

📧 Final follow up — Day 22

A final genuine attempt to re-engage. Warm but honest — "We don't want to keep bothering you, but we're still here when you're ready." Gives the lead one last clear window to respond.

📧 Close off quote email — Day 30

A professional closure email letting the lead know their quote is being closed off after 30 days of no response. Not aggressive — simply closes the loop while leaving the door open for future enquiries. After this fires, the lead is automatically moved to the Cold Lead stage.

Note: The rep's job is done once the quote is sent — the system handles all follow-ups automatically. If the lead responds at any point and the rep advances the card, the remaining emails stop immediately.

5

Negotiations in progress (parked)

Pipeline stage changed ▾

Automation steps

💼Create or update opportunity OPEN
⚙️Remove from "Contacted" workflow
✖Remove all quote follow-up tags
🏷Add tag in negotiations

Emails explained

No automated emails fire in this stage.

Why no emails?

The rep is actively in a live negotiation with the lead — discussing pricing, terms, or scope. All automated quote follow-ups are stopped so the system doesn't undermine the rep by sending generic emails while they're in a personal conversation. The rep owns this stage entirely.

6

Invoice sent & follow up

Pipeline stage changed ▾

Automation steps

💼Create or update opportunity OPEN
✖Remove tag in negotiations
🏷Add tag quote sent
⏳Wait 1 day (office hours)
📧Follow up Email 1 — Day 1
⏳Wait 3 days (office hours)
📧Follow up Email 2 — Day 4
⏳Wait 8 days
📧Follow up Email 3 — Day 12
⏳Wait 10 days
📧Final follow up Email — Day 22
⏳Wait 8 days
📧Close off invoice email — Day 30
🏷Add tag cold lead
⚙️Add to cold lead workflow

Emails explained

📧 Email 1 — Day 1

A courteous check-in sent 1 business day after the invoice. "Just checking you received the invoice and everything looks good." Gives the lead a chance to flag any issues early before they cause delays.

📧 Email 2 — Day 4

A gentle second nudge if no payment or response has come through. May include payment details again or offer assistance with any invoice queries.

📧 Email 3 — Day 12

Tone steps up slightly — still professional, but makes it clear the project is ready to begin once payment is received. Creates a sense of momentum and readiness.

📧 Final follow up — Day 22

Last proactive outreach before closeoff. Warm and honest — one final, clear opportunity for the lead to act before the invoice is closed.

📧 Close off invoice email — Day 30

Formally notifies the lead that the invoice is being marked as lapsed after 30 days of no response. Professional in tone, leaves the door open. After this fires, the lead is automatically moved to the Cold Lead stage.

Note: This stage mirrors the Quote follow-up structure but the stakes are higher — a signed deal is on the table. The 30-day automated sequence ensures no invoice goes unpaid due to lack of follow-through.

7

Invoice paid & job in progress

Pipeline stage changed ▾

Automation steps

💼Create or update opportunity WON
✖Remove all invoicing & follow-up tags
🏷Add tag job in progress
📧Invoice paid & job in progress email

Emails explained

📧 Invoice paid & job in progress email

Sent immediately when the invoice is marked as paid and the job is flagged as in progress. Acknowledges receipt of payment, confirms the job is underway, and sets expectations for what comes next. A key trust-building moment — the customer feels looked after and informed right after handing over their money.

8

Job complete & review requested

Pipeline stage changed ▾

Automation steps

💼Create or update opportunity WON
✖Remove tag job in progress
🏷Add tag job complete
⏳Wait 2 days
📧Review request email

Emails explained

📧 Review request email — 2 days after completion

Sent 2 days after the job is marked complete. The 2-day delay is intentional — it gives the customer time to experience and enjoy their new spa or bath before being asked for feedback. The email thanks them for their business and politely invites them to leave a Google or Facebook review. This is the reputation-building step at the end of every successful sale.

9

Cold lead

Pipeline stage changed ▾

Automation steps

💼Create or update opportunity LOST
⏳Wait 30 days
✖Remove tag cold lead
🏷Add tag dead lead
⚙️Add to dead lead workflow

Emails explained

No automated emails fire in this stage.

What happens here?

The opportunity is marked as LOST and a 30-day timer begins. No emails are sent — this window exists as a last buffer for the rep to make one final personal attempt if they choose to. If nothing changes after 30 days, the lead is automatically escalated to Dead Lead and written off entirely.

How leads arrive here: Manually moved by a rep who determines the lead is cold, OR automatically pushed from the Quote Sent or Invoice Sent stages after 30 days of no response to any follow-up email.

10

Dead lead

Pipeline stage changed ▾

Automation steps

💼Create or update opportunity ABANDONED

Emails explained

No automated emails fire in this stage.

End of the line

The opportunity is stamped as ABANDONED and all automation ends. The lead is fully written off in the system. No further outreach is made unless someone manually re-engages them at a future date.

How leads arrive here: Manually moved by a rep who has determined the lead is completely unrecoverable, OR automatically pushed from the Cold Lead stage after 30 days of no change.

CRM Funnel — Automation Overview