Sales-to-delivery agency handoff
Closed-won deals create a project space, kickoff brief and access checklist.
Case note
The implementation was treated as a small operating system: visibility first, ownership next, automation only after the workflow was clear.
The starting point
After deals closed, delivery teams waited for context, asset links and access. Kickoffs often repeated what sales had already learned because the handoff was not structured.
The important signal was not that the team was working badly. The issue was that work depended on memory, copied data, parallel system checks and priority decisions without a shared source of truth. The first value was turning invisible work into a visible workflow.
The implementation
Ductio connected the CRM closed-won stage to a delivery workflow that creates the project space, generates a kickoff brief, creates access tasks and notifies the delivery owner.
The scope stayed deliberately small. Rules cover repeatable work, AI summarizes or classifies where free text adds context, and sensitive decisions remain in human review. AI as support inside the process, not as autopilot.
What was used
Tooling was chosen from the process outward, not from a pre-decided technical preference. Each piece needed a clear owner, a stable integration path and a simple way to inspect errors.
In practice, the build combined CRM, Asana/ClickUp, Google Drive, Slack, Make, AI summary. The tools visible to the team stayed close to their daily work, while integration logic was documented and kept separate from sensitive commercial decisions.
The improvement showed up in daily work.
Rather than treating the result as a dashboard, the team felt it in three specific moments: less manual preparation, less context hunting, and fewer doubts about who needed to act.
Handoff prep: Ops time before kickoff moved from 120 min to 15 min.
Missing access: Unresolved access blockers moved from Untracked to Queued.
Brief consistency: Delivery-ready context moved from Variable to Standard.
What changed after launch
The delivery team receives a consistent operating package before the kickoff. Missing access becomes visible as a tracked exception instead of a chat thread.
The most valuable change was operational calm. The team stopped chasing fragments and started working from a shared sequence: intake, context, decision, action and evidence. 15 min handoff
The workflow in one line
How it was built
The workflow is triggered by CRM stage change, pulls deal fields and discovery notes, creates project tasks, creates or links a client folder and posts the handoff summary to the delivery channel.
The stack was pragmatic: CRM, Asana/ClickUp, Google Drive, Slack, Make, AI summary. Tools were chosen for ownership, integration and maintainability, not for theater. The result is a system the team can understand and operate.
What was delivered
- Closed-won trigger
- Project board
- Client folder
- Kickoff brief
- Access tasks
- Handoff preparation moved from around 2 hours to about 15 minutes.
- Kickoffs started with clearer context and fewer repeated questions.
- Missing access became a tracked exception.
