How it works

Eight stages, one record, nothing re-typed.

Most systems cover selling or delivering. The gap between them is where scope drifts, invoices go missing and margin quietly disappears. This is the whole chain, from the first enquiry to the payment, and what happens at each step.

The chain

Promise to cash, in full

1
Lead
2
Qualified
3
Discovery
4
Compliance
5
Proposal
6
Won and PO
7
Delivery
8
Invoiced and Paid
Stage by stage

Who does what, and what the system does for them

Every stage has one question it exists to answer. If that question cannot be answered, the deal is not ready to move.

1

Lead

Sales Owner

Is there a real enquiry here, and whose is it?

Your team does
  • Log the enquiry, or let the capture form do it
  • Add what you already know about the account
The system does
  • Assigns an owner by your rule
  • Issues the opportunity reference
  • Starts the activity timeline
2

Qualified

Sales Owner

Is there budget, authority and a real need?

Your team does
  • Have the conversation
  • Record what was confirmed
The system does
  • Begins scoring the deal
  • Starts the fourteen day quiet clock
3

Discovery

Solution Lead

What exactly are we promising?

Your team does
  • Run the scoping session
  • Dictate the notes afterwards
The system does
  • Extracts contacts, commitments and dated tasks for review
  • Files the scope on the deal
4

Compliance

Compliance Owner
NDA_Client.docx

Is the confidentiality position covered before commercials?

Your team does
  • Confirm the counterparty details
  • Send for signature
The system does
  • Generates the NDA from your template
  • Tracks it to signature
5

Proposal

Sales Owner
PRO-2026-021

What are we quoting, and on what tax basis?

Your team does
  • Choose the template
  • Set inclusive or exclusive VAT
  • Review and send
The system does
  • Fills the proposal from the deal
  • Issues a collision-proof document number
  • Computes VAT from one engine
6

Won and PO

Sales to Delivery
PRJ-2026-011

Is everything Delivery needs already on the record?

Your team does
  • Record the PO
  • Confirm the scope that was actually sold
The system does
  • Creates the project
  • Carries the full history across
  • Notifies the delivery team
7

Delivery

Project Manager

Are we delivering what was promised, and what changed?

Your team does
  • Work the milestones
  • Raise change requests instead of absorbing them
The system does
  • Tracks milestone progress
  • Prices and records approved changes
  • Publishes status to the client portal
8

Invoiced and Paid

Finance
INV-2026-019

Has everything delivered actually been billed?

Your team does
  • Raise the invoice from delivered work
  • Post it to the books
The system does
  • Freezes the VAT rate at issue
  • Matches the customer in Zoho Books
  • Writes the accounting reference back
The split

What is automatic, and what stays a decision

Nothing that requires judgement is automated. Everything that requires only diligence is.

Automatic

  • Assigning an owner to every new lead
  • Issuing document and project references that cannot collide
  • Filling proposals and NDAs from the deal record
  • Computing VAT, inclusive or exclusive, from one engine
  • Freezing the tax rate and the FX rate at the moment of issue
  • Flagging any deal that has been quiet for fourteen days
  • Threading client replies back onto the right deal
  • Writing every sensitive action to the audit log

Always a person

  • Deciding whether a lead is worth pursuing
  • Agreeing scope and price with the client
  • Approving anything the AI drafted
  • Approving a change request
  • Deciding when work is genuinely delivered
  • Posting an invoice to your accounting system
Where it connects

What flows in, and what flows out

In
Website form
Meta lead ads, via Zapier or Make
Client replies to your domain
Your Word templates
Trazer
Your workspace
Out
Proposals and NDAs, as .docx
Deal email from your own domain
Invoices posted to Zoho Books
Client portal links
CSV exports

Bring your messiest deal

Thirty minutes, no pitch deck. We map one real deal through all eight stages and show you where it would have been caught.

Request access