Phase 1 — Revenue Operations Foundation

SHT 01

The constraint

Context

The business is ahead of its system. DBA has valuable relationships, active opportunities, and a clear growth plan — but the operating layer underneath can't yet carry that growth.

Relationship data sits in separate places. Referral activity is hard to measure. Pipeline reporting takes manual interpretation before every review. Follow-up depends on memory, individual discipline, and informal coordination.

The cost isn't chaos — it's doubt. Leadership can't yet trust the system to show what's real, what's stalled, who owns each relationship, and what needs to happen next. Every decision pays a verification tax first.

SHT 02

What Phase 1 changes

Acceptance criteria

Phase 1 is done when all five of these hold. They're the acceptance criteria for the project — measured against real records, not a demo.

AC-1HubSpot is the operating source of truth for relationships, opportunities, and reporting — trusted, not tolerated.
AC-2Every active relationship has a type, an owner, a status, and a next action.
AC-3Pipeline stages reflect how revenue actually progresses and hold up in leadership review.
AC-4Executive reporting works without manual reconstruction before every meeting.
AC-5Future automation can be built on clean data — no redesign of the core CRM process.

SHT 03

Deliverables

7 items · fixed scope

Item	Deliverable	What changes	How you'll know it worked
D-01	CRM Operating Model	Clear rules for how relationships, opportunities, companies, referral partners, and clients are organized and owned in HubSpot.	Leadership trusts the CRM because it reflects how the business actually works.
D-02	Customer Lifecycle Framework	Every relationship moves through a defined lifecycle with clear ownership, status, and next action.	No more guessing whether a contact is a prospect, referral partner, opportunity, client, or dormant.
D-03	Revenue Pipeline Design	Pipeline stages rebuilt around how revenue actually progresses — not how activity happens to be recorded.	Pipeline reviews become forecasting conversations, not status checks.
D-04	Relationship Intelligence Framework	Referral partners, investors, prospects, clients, and portfolio contacts classified and managed consistently.	Relationship value is visible and reportable — not living in memory and inboxes.
D-05	HubSpot Implementation	The approved rules, fields, stages, views, and reporting structure implemented inside HubSpot.	The team runs on HubSpot daily — no workarounds, no side spreadsheets.
D-06	Executive Intelligence Layer	Dashboards for pipeline health, CRM quality, relationship activity, and operational performance.	Alan and Anggay see the business without assembling reports.
D-07	Operating Standards	Simple standards for ownership, data quality, review cadence, and system maintenance.	The CRM doesn't degrade again after handoff.

SHT 04

Build schedule

5 weeks · kickoff → handoff

Week 1

CRM & relationship audit

Review current records, relationship types, lifecycle gaps, and reporting issues. Lock final operating decisions before any build.

Week 2

Data cleanup & standards

Clean core records, standardize lifecycle stages, apply ownership and data standards.

Week 3

Pipeline & relationship design

Implement pipeline stages, relationship categories, referral tracking, and ownership rules.

Week 4

Reporting & validation

Build dashboards and test them against real records — leadership confirms the system reflects reality.

Week 5

Rollout & training

Team walkthrough, documentation, handoff, and final QA.

Decisions front-loaded in week 1 — the build doesn't stall mid-project waiting on calls.

SHT 05

The value math

Conservative by design

These numbers count only recovered operating capacity. Revenue upside — better follow-up, referral visibility, faster deals — is deliberately left out, so the case holds even if only the boring part comes true.

Capacity created

30 hrs/mo

leadership + operations time

Reclaimed annually

360 hrs

≈ 9 full working weeks

Annual capacity value

$36,000

at $100/hr fully burdened

Workstream	Monthly	Basis	Annual value
CRM Operating Model	8 hrs/mo	8 × 12 × $100	$9,600
CRM Implementation	5 hrs/mo	5 × 12 × $100	$6,000
Relationship Intelligence Framework	6 hrs/mo	6 × 12 × $100	$7,200
Executive Intelligence Layer	7 hrs/mo	7 × 12 × $100	$8,400
Referral Partner Engine Foundation	4 hrs/mo	4 × 12 × $100	$4,800
Total	30 hrs/mo	360 × $100	$36,000

Assumes $100/hr fully burdened executive and operational capacity. Refine after Phase 1 produces cleaner operating data.

Counted in the $36,000

Reduced manual reporting
Less CRM cleanup and reconciliation
Faster relationship and opportunity lookup
Less manual coordination
Cleaner pipeline review preparation

Upside not counted

Additional referrals
Faster deal progression
Improved close rate
Better follow-up quality
Future AI and automation leverage
Portfolio company reuse

SHT 06

Investment

Fixed fee · no overruns

Phase 1 · fixed fee

$18,500

Scope is fixed. If it takes longer, that's on us.

At kickoff

50% · $9,250

At completion

50% · $9,250

Estimated payback~6.2 months

Year-one return on fee≈1.9×

New software requiredNone expected

Ongoing costs addedNone — existing subscriptions

DiscoveryOperating model designCRM implementationExecutive reportingDocumentationTeam rollout

Later phases build on this foundation without redesigning the core CRM process. Future phases are optional and scoped separately.

SHT 07

Tools & running costs

Uses what you have

Phase 1 runs on DBA's existing HubSpot account as the system of record. No new major software purchase is expected unless HubSpot plan limits surface during implementation.

Tool	Phase 1	Notes
HubSpot	Required	Primary CRM and reporting system — existing DBA subscription
Google Workspace	Required	Collaboration, documentation, handoff — existing DBA subscription
Zapier / n8n	Not yet	Introduced in later automation phases if needed
AI tooling	Not yet	Meeting intelligence and workflow automation arrive in later phases

After Phase 1: ongoing costs stay limited to existing subscriptions. AI usage / API costs are not part of Phase 1. SMB Ops support after rollout is optional and scoped separately.

SHT 08

Out of scope — on purpose

Sequenced, not skipped

Each of these belongs to a defined later phase. Building them on today's data would automate the mess; Phase 1 exists so they land on a clean foundation.

AI meeting intelligenceCold outbound automationLinkedIn automationLead scoringAI follow-up draftingCustom integrationsPortfolio company deploymentAdvanced AI agents

PH-1

Revenue Operations FoundationThis proposal

The system of record — completed with this engagement

5 wk

PH-2

Revenue Acquisition Engine

Automated outbound, lead scoring, and conversation intelligence

6–8 wk

PH-3

AI Workflow Layer

AI-assisted follow-up, qualification, and meeting intelligence

4–6 wk

PH-4

Executive Intelligence Platform

Predictive pipeline, portfolio visibility, and investor reporting

6–8 wk

PH-5

Portfolio Operating System

Revenue operations playbook standardized across the full portfolio

8–12 wk

SHT 09 · APPROVAL

Ready when you are.

Approve by reply — the kickoff invoice and a scheduling link follow the same day. Implementation starts the week HubSpot access is in hand.

Approve Phase 1 → Ask a question first

Confirm scope
Schedule kickoff
Provide HubSpot access
Finalize operating decisions
Five-week build begins