Revenue Workflow

Inbound Capture to Booking

This workflow captures inbound submissions, qualifies them in real time, enriches contact and company data, routes meetings to reps, and generates prep files before the call. Every lead is tracked, triaged, and prepped without manual handoffs.

OperationalTime to value · 3 to 4 weeks12 tools

The outcome

Converts inbound interest into scheduled, prepped meetings with full context and zero drop-off.

How it flows

How it flows.

Source

Website

Process

Email Capture

Process

Application Form

Process

Qualification

Process

Qualified

Process

Unqualified

Channel

Add to Newsletter

Channel

Notification

Store

MEL Created

Process

Show Calendar

Output

Manual Outreach

Store

MEL Created

Channel

Notification

Process

Meeting Booked

Process

No Booking

Process

Rep Allocation

Process

Data Routing

Channel

Followup Email 1

Channel

Followup Email 2

Process

Find Personal LinkedIn URL

Agent

Generate Prep Doc

Store

CRM Sync & Prep

Channel

Slack Notification

Process

Meeting Execution

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Build it, step by step

Build it, step by step.

01
Capture and split by intent
Two entry points feed into the workflow. A simple email capture form on the website sends contacts to Clay. A longer application form in Tally runs rule-based qualification and splits qualified leads to booking, unqualified to manual triage.
- Webflow form collects email only, sent to Clay for enrichment and newsletter sync via Beehiiv.
- Tally form collects firmographics and qualification criteria, applies logic to route qualified leads directly to Cal.com booking page.
- Unqualified leads trigger HubSpot MEL creation and Slack notification for manual review.
- Email-only submissions receive automated followup via Customer.io if no booking occurs.
02
Real-time enrichment and routing
Once a meeting is booked, the lead enters enrichment. Clay finds LinkedIn URLs, BetterContact appends phone numbers, Findymail verifies email and pulls firmographic data. All data flows into HubSpot and a prep document is generated by Claude.
- Clay enriches email submissions with LinkedIn URL discovery and company metadata.
- BetterContact waterfall finds and verifies direct dial phone numbers.
- Findymail validates email deliverability and enriches company attributes via API.
- Claude processes enriched data and recent signals to write a structured lead summary saved as a Google Doc.
03
Rep assignment and CRM sync
Cal.com assigns the meeting to a rep using weighted distribution. The contact, company, deal, and prep doc are all written into HubSpot. The assigned rep receives a Slack notification with full context.
- Cal.com uses territory and availability rules to assign the meeting to the right rep.
- HubSpot contact and company records are created or updated with enriched fields.
- A deal is opened in the inbound pipeline with correct associations and stage.
- Prep doc link is stored in a HubSpot property and posted to the rep's Slack channel before the call.
04
Meeting execution and intelligence capture
All inbound meetings are recorded via Sybill. Transcriptions, summaries, and talk-time breakdowns are synced back to HubSpot and made available to the rep for follow-up sequencing.
- Sybill joins every scheduled call and records audio and video.
- Transcripts and AI summaries are pushed to HubSpot as timeline activity.
- Rep reviews call intelligence and runs standard follow-up workflows based on qualification outcome.
- No-show leads are automatically added to a Customer.io re-engagement sequence.