Automation & Connector Map
How the whole machine connects — for J&M’s own business (finding and closing clients) and for client builds (what J&M installs). The principle behind every row: repeatable work becomes saved, deterministic automation with a single source of truth; humans keep the judgment calls (Prime Directive; field-tested human-in-the-loop).
Part 1 — J&M’s own sales-to-delivery pipeline
FIND ─────────► QUALIFY ────────► PITCH ──────────► CLOSE ──────────► DELIVER ────────► EXPAND
outbound + discovery call audit report walkthrough + Concierge referrals +
content (SPIN) (Claude Design) proposal upsell
| Stage | Task | Automated with | Human keeps |
|---|---|---|---|
| Find | Cold email sequence | Smartlead/Instantly + warmed domain | Writing the observed-gap hook |
| Find | LinkedIn touches | Heyreach | The reply conversation |
| Find | Prospect logging (no dupes) | prospect system / knowledge.db | Deciding who’s ICP |
| Qualify | Booking | cal.com (public discovery link) + text reminders | Running the call |
| Qualify | Call capture | Zoom + Fathom (auto-transcribe) | Asking SPIN questions, listening 80% |
| Pitch | Findings → analysis | Claude AI-analysis skill on transcript | Filtering bad-fit recs, verifying tool prices |
| Pitch | Analysis → proposal | the internal playbook (JSON → MD) + Claude Design | The numbers being honest |
| Close | Proposal → shareable doc | ~/google/md_to_gdoc.py |
The walkthrough + objection handling |
| Deliver | Post-call admin | Claude skills (call log, action items, follow-up email) → Notion | The building itself |
| Deliver | Async support | Voxer/Slack, 12-hr SLA | The actual answers |
| Expand | Referral ask | Templated intro drafts | Asking at peak value |
Connectors: cal.com → Zoom/Fathom (calendar) → transcript → Claude skill → proposal-generator (JSON hand-off, field names match the notes template) → Claude Design/GDoc → Notion hub. The one data spine is the findings JSON (discovery notes → proposal → build log all speak it).
Part 2 — Client build connector map (the two stacks)
Universal shape (stack-agnostic)
INBOUND BRAIN ACTION SYSTEM OF RECORD
calls · forms · email ──► Claude (draft/analyze) ──► SMS · email · book ──► CRM · Notion · dashboards
DMs · site chat (human approves early) (A2P 10DLC + consent)
Connector matrix — what wires to what
| From | To | Via | Carries |
|---|---|---|---|
| Missed call | SMS text-back | GHL native / Twilio+n8n | “sorry we missed you” + booking thread |
| Web form | Speed-to-lead skill | Zapier/n8n | lead details → personalized draft |
| Inbound call (unanswered) | AI receptionist | Retell.ai | qualify → book / message |
| Job complete (CRM event) | Review request | GHL / n8n+Twilio | delayed SMS w/ review link |
| Job notes | Quote skill | Claude + price book | notes → priced quote for review |
| New lead (any channel) | CRM record | GHL / n8n → EspoCRM | contact + source + stage |
| Booking / change | Team notify | cal.com/GHL + SMS | who/when → assigned staff |
| Any client data | Dashboards | Metabase | KPIs (leads, response time, reviews) |
The three invariants (every client, every stack)
- Brain = Claude. Drafting, analysis, summarization all route through Claude skills/projects.
- Human-in-the-loop first. AI drafts, human approves. Loosen guardrails only as trust builds (start with full review).
- SMS = A2P 10DLC + consent, always. No exceptions. TCPA is not optional.
Part 3 — Automation candidate checklist (what to look for on the audit)
A task is a good automation candidate when it’s repeatable, rule-based, and currently manual. Score each against the Impact-Effort matrix:
- [ ] Lead response (any channel sitting > minutes) → speed-to-lead / missed-call text-back
- [ ] Any “copying data from A to B by hand” → n8n/Zapier glue
- [ ] Owner drafting the same document repeatedly → Claude skill
- [ ] Follow-ups that depend on someone remembering → automated cadence
- [ ] Questions staff keep asking the owner → knowledge base
- [ ] Reviews/reputation nobody’s tending → review engine
- [ ] Scheduling/dispatch by phone tag → booking + notify
Quick Wins (ship < 1 week) go first — they fund the guarantee and build trust for the bigger projects. Never automate a process before you’ve optimized it.