Pre-Prep AI Brief Workflow

1. Purpose

This SOP describes how RevGravy enriches a new client engagement with structured intake data and an AI-generated pre-prep brief, so the assigned architect arrives at the prep session already understanding the client’s business — instead of starting from scratch.

The workflow connects four systems:

• HubSpot — the system of record for the contact, company, and engagement.
• Typeform — the client-facing intake survey (14 questions, ~12–15 minutes to complete).
• Make.com — the orchestration layer that runs both AI agents and writes results back to HubSpot.
• Google Docs — where the final HTML brief is rendered and stored.

 

2. Roles & Responsibilities

Role	Responsibility in this workflow
Architect	Confirms with ASM that a prep session has been scheduled. Reviews the AI brief 24 hours before the prep session. Flags any data quality issues back to ASM.
ASM (Manuel)	Receives architect confirmation, sends the intake email containing the Typeform link, monitors Make.com scenario for failures, validates AI brief quality before architect uses it, owns escalation if any system fails.
Client	Completes the Typeform intake within the requested window. Confirms email used in form matches their company domain.
Make.com	Automated. Triggers Agent 1 (Website Enrichment), feeds output to Agent 2 (Brief Generator), creates Google Doc, writes back to HubSpot Contact and Company records.
Phil (CEO)	Notified only on escalation — e.g., scenario failure, client doesn’t complete form, brief contains a critical fit-risk flag.

 

3. End-to-End Flow

This is the high-level sequence. Each step is detailed in Section 4.

1. Prep session scheduled — either Phil (post-Closed Won) or the architect schedules a prep session in HubSpot with the client.
2. Architect confirms with ASM — a Slack message in #architect-success or a direct ping to Manuel: “Prep session scheduled with [Client], please send the brief.”
3. ASM sends intake email — Manuel uses the standard email template, which includes the Typeform link, and sends from his RevGravy address with the architect CC’d.
4. Client completes the Typeform — 14 questions, ~12–15 minutes. Save-and-continue is enabled.
5. Make.com triggers automatically — Typeform submission fires the Make.com scenario. The scenario runs Agent 1 (website enrichment) then Agent 2 (brief generation).
6. Google Doc is created — the AI brief is rendered as HTML and converted to a Google Doc, stored in the Pre-Prep Briefs shared folder.
7. HubSpot is updated — the Google Doc URL is written to the Contact property AI Brief, and a Note is added to the Company record containing the brief link and a one-line summary.
8. Architect is notified — Slack DM with the brief link, sent automatically by Make.com. The architect reviews 24 hours before the prep session.

 

4. Step-by-Step Procedure

Step 1 — Prep Session Scheduling

Trigger: A new client deal moves to Closed Won, OR an existing client books a re-engagement prep session.

Owner: Phil or Architect

Action: Schedule the prep session in HubSpot Meetings or Calendly. The meeting must be associated with the client’s deal record.

Output: A scheduled meeting on the architect’s calendar, linked to the deal in HubSpot.

 

Step 2 — Architect Confirms with ASM

Owner: Architect

Channel: Slack — #architect-success or DM to Manuel

Required information in the confirmation message:

• Client company name
• Primary contact full name and email address
• Prep session date and time
• Deal record link in HubSpot

 

Example Slack message:

Hey Manuel — prep session scheduled with Acme Logistics, primary contact mike.dorsey@acmelogistics.com, calendar invite for next Tuesday 10am ET. Deal record: [HubSpot link]. Please send the brief.

 

Step 3 — ASM Sends Intake Email

Owner: Manuel (ASM)

SLA: Email sent within 4 business hours of architect confirmation.

Process:

1. Open the deal record in HubSpot to confirm the contact email is correct.
2. Use the saved email template “Pre-Prep Brief Intake” in HubSpot.
3. Personalize the , , and merge fields.
4. CC the assigned architect.
5. Send.

 

Email template (saved in HubSpot under Templates > ASM):

Subject: A few questions before your prep session with RevGravy Hi , Welcome to RevGravy. Your prep session with is scheduled for . Before we meet, we’d like to understand your business so can come in ready with ideas instead of starting from scratch. The questions take about 12–15 minutes and your responses go directly to your assigned architect. Form link: [Typeform URL] If you have any questions, just reply to this email. Thanks, Manuel Torres Architect Success Manager, RevGravy

 

 

Step 4 — Client Completes the Typeform

Owner: Client

Tool: Typeform — “RevGravy Pre-Prep Brief”

Expected completion time: 12–15 minutes

The Typeform contains 14 questions across seven sections (full structure is documented in the Pre-Prep Form Specification SOP):

• Section 1: Confirm email
• Section 2: Who you sell to (3 questions)
• Section 3: What you sell & how you make money (3 questions)
• Section 4: Team structure (2 questions)
• Section 5: Tech stack (3 questions — the most important section)
• Section 6: Stakeholders & context (2 questions)
• Section 7: Anything else (1 optional question)

 

Step 5 — Make.com Runs Both AI Agents

Owner: Make.com (automated)

Trigger: Typeform submission webhook

Scenario module sequence:

1. Typeform module — watch for new submissions on “RevGravy Pre-Prep Brief”.
2. Text Parser module — extract domain from the email address (everything after @).
3. Router — check domain against generic provider list (gmail, yahoo, outlook, hotmail, icloud, proton, etc.).
4. HTTP module — if non-generic, scrape the company website (homepage + /about + /pricing + /team where available). If generic, skip with empty payload.
5. Anthropic module (Agent 1) — Website Enrichment Agent. Outputs YAML.
6. Anthropic module (Agent 2) — Brief Generator Agent. Receives form data + Agent 1 YAML. Outputs HTML.
7. Google Docs module — create document in shared folder “Pre-Prep Briefs.” Filename format: [Client Name] — Pre-Prep Brief — [YYYY-MM-DD].
8. HubSpot module — update Contact property AI Brief with the Google Doc URL.
9. HubSpot module — create Note on the Company record containing the brief link and a one-line summary pulled from the brief’s Snapshot section.
10. Slack module — DM the assigned architect with the brief link.
11. Error handler — if any module fails, route to Slack DM to Manuel with full error context.

 

Step 6 — Google Doc Created

Output location: Google Drive > RevGravy > Operations > Pre-Prep Briefs

Filename: [Client Name] — Pre-Prep Brief — [YYYY-MM-DD]

Permissions: Anyone at revgravy.com with the link can view and comment. No external sharing.

The brief is rendered from HTML output by Agent 2. It contains these sections in order:

• Snapshot — two-sentence overview
• Customer & revenue model
• Sales Motion
• Factory landscape — mapping the client’s revenue motion to RevGravy’s 5-factory portfolio
• Team capacity
• Tech stack analysis (locked, flexible, detected on website, gaps)
• Stakeholders to know
• Concurrent initiatives
• Architect’s pre-call action items
• Risk flags

 

Step 7 — HubSpot Records Updated

Two HubSpot writes happen automatically:

Object	Field / Action	Value
Contact	Property: AI Brief	Google Doc URL of the rendered brief
Company	Note	Title: “Pre-Prep AI Brief — [Date]”. Body: one-line Snapshot from the brief plus the Google Doc link.

 

Why both Contact and Company Contact property: makes the brief findable from any contact record, useful when the architect is mid-call and needs the link fast. Company Note: surfaces the brief on the company timeline, so future architects (or future engagements with the same company) can find historical briefs in chronological context.

 

Step 8 — Architect Notified

Owner: Make.com (automated Slack DM)

SLA: Notification sent within 5 minutes of form submission.

Slack DM template (sent automatically):

New Pre-Prep Brief Generated Company: S&C Electric Company Brief: Open in Google Docs Typeform responses: View intake answers

 

5. Troubleshooting

Problem	Likely Cause	Resolution
Client hasn’t completed form 48h before prep	Email landed in spam, client deprioritized, or link broken	ASM sends manual reminder. If still no response 24h before prep, notify architect to run cold and flag to Phil.
Make.com scenario errored	Website unreachable, AI API rate-limited, HubSpot field missing	Error handler DMs Manuel. Manuel checks scenario logs, fixes the upstream cause, manually re-runs the scenario from the failed module.
Brief generated but quality is poor	Form responses were vague or website scrape failed silently	ASM reviews the brief before architect uses it. If quality is below bar, ASM notes the issue, flags to architect, and logs the case for the next prompt iteration cycle.
Generic email domain (gmail, yahoo, etc.)	Client used personal email or company email not yet set up	Agent 1 returns “generic provider” state. Agent 2 generates form-only brief and flags it as a Risk Flag. Architect asks for company website during prep.
HubSpot Contact property AI Brief not updating	Property doesn’t exist on the contact, or contact wasn’t found by email	Manuel checks that the property AI Brief exists on the Contact object and that the form email matches a HubSpot contact. Creates contact manually if needed and re-runs scenario.
Architect doesn’t receive Slack DM	Slack module misconfigured or architect Slack ID changed	Manuel sends the link manually via Slack and updates the architect’s Slack ID in the Make.com scenario configuration.

Prep-Session Form Link: https://cksvo.share.hsforms.com/2d2fJFMGBQb6KN6l-3eaoVA