One picture of the whole process, from a company showing a sign it needs you to a signed customer. Read it top to bottom. Every box says who does the work, and the right hand column says which tool does it. Nothing depends on anyone remembering: Close CRM holds every conversation and sends the follow ups on the day. First draft, 6 October 2026, built from your job post and our call. Move anything, tell me what is wrong.
HOW TO READ IT
Aamir sets it up
Dani does this
A question
Happens on its own
Where deals get lost today
Stops here
Kept warm for later
A solid arrow is the next step. A dashed arrow goes back to an earlier step. The words on an arrow say what has to happen, or how long we wait, before the next step. The left column is what happens when the answer is no.
THE STAGES IN CLOSE CRM. EVERY CONVERSATION SITS IN ONE OF THESE
We owe them · Waiting on them · Call booked · Call held · Proposal sent · Won · Not interested · Bad fit · Went quiet Each stage has its own list, oldest first, so the conversation that has waited longest is always at the top.
DANI DOES FOUR THINGS IN THIS PICTURE. THE REST RUNS WITHOUT HER
1. Say yes to the one page on who we sell to. 2. Approve the messages, once. 3. Answer warm replies within a day. 4. Take the calls and agree the next step before each one ends. The green boxes down the middle are hers. Every other box is set up by Aamir or runs on its own.
WHEN THE ANSWER IS NO
THE STEP
WHO OR WHAT DOES IT
Start: who we sell to, on one page Company size, industries, who signs, and the signs that say a company needs this now
SIGNALS
why this company, why now
1. Watch for the signs A Glassdoor review about pay or stress · hiring a lot · growing fast · a post about financial wellness · they follow your LinkedIn page
ACCOUNTS
which companies
2. Find the companies that fit Each one gets a grade (A, B or C) and one line saying why now
Does Dani want to go after this company?
PROSPECTS
which people
3. Find the right two people at each company The person who signs, and the person who runs HR or people With a working email and LinkedIn profile
COPY
what we say
4. Write the messages, in Dani's voice One set of messages for each kind of signal Every message opens with the reason this company is on the list
Does Dani approve the messages?
CHANNELS
where we say it
5. Send them, from Dani LinkedIn messages from her profile Emails from her own email domains
Do they reply?
RESPONSES
what happens when they reply
6. The reply goes into Close CRM A card is made for them · the other channel stops for that person · Dani gets a Slack message · the card sits under We owe them
Did Dani answer within one day?
7. Dani answers In her own words She offers a call and names a day
Do they book the call?
THE CALL
8. A one page prep note, the night before Who they are · why they are on the list · what they have said so far · three questions to ask
9. Dani takes the call She runs it her way The next step is agreed before the call ends
Was the next step booked on the call?
PROPOSAL
10. Dani sends the proposal With a named day for the next conversation
Do they say yes?
WON
11. A new customer The card moves to Won Onboarding is Dani's
ALWAYS ON
the safety net
The quiet rule, for every step above If any conversation goes silent for ten working days, Close CRM marks it Went quiet and sends a short re engage email, in Dani's name, on the day. Nobody has to notice the silence.
LEFT OFF THE LIST Not a fit. Nobody contacts them
Dani marks up what to change A new version comes back within one day
Follow ups go out on their own On day 3, day 7 and day 14, each with a new reason to reply They stop the moment the person replies
KEPT WARM Left alone for ninety days, then one more try when a new signal shows up
A warm reply is waiting on Dani Today this is where deals are lost. Make sends her a Slack message and an email reminder until she has answered
Close CRM keeps asking, in Dani's name An email on day 3, day 7 and day 14 Stops the moment they reply or book
LEFT OFF THE LIST They said no thanks. The card moves to Not interested and every message stops
The call ended with no next step The biggest leak when a founder runs sales alone. Close CRM emails them on day 2, 5 and 9 to book it, and reminds Dani on day 2
KEPT WARM They said no, or not this year. One useful email every ninety days, on a set date. Nobody is ever dropped in silence
Clay, set up by Aamir One column per signal, with the date it was spotted. Companies like your best customers are added every month
Clay, set up by Aamir A few hundred companies to start. The list tops itself up every week
Clay plus a contact data provider Fewer than three in a hundred emails bounce
Aamir, with an AI writing system trained on Dani Trained on five emails and five LinkedIn messages she has sent. Aamir checks every message before she sees it
HeyReach for LinkedIn, Instantly for email Daily limits keep her LinkedIn profile safe. Emails go from her own warmed up domains, never her main inbox
Happens on its own A reply on email stops the LinkedIn messages for that person, and the other way round
Everyone Dani already knows joins here Every current customer, prospect and conversation is loaded into Close CRM with a stage, a next step and a date. From here they get the same follow ups as a brand new reply
Happens on its own, through Make Slack and email reminders. Every morning, a short list of what she owes people
Dani The one step only she can do
Happens on its own, in Close CRM Every email is written in her voice and approved by her once. After that it sends on the day
Happens on its own, through Make Built from the Close CRM card. In Dani's inbox the night before. Two minutes to read
Dani Thirty minutes. The next step goes in the calendar before the call ends
Happens on its own, in Close CRM Dani gets the day 2 reminder in Slack
Happens on its own, in Close CRM A check in on day 2, 5 and 9. Stops the moment they reply
Close CRM Everything that was ever said on that thread is on the card
Close CRM plus Make Dani never has to spot the silence herself