Coordenadas, plain-language guide

Hermes Sales Pipeline: How It Works

Right now, your sales board and your robot helpers do not talk to each other. We are building a messenger so they do. This page explains it in plain words, with pictures.

1The big idea

Think of a relay race. The sales person moves a deal to a new column. That is the baton pass. Today, nobody on the other side picks it up. We are adding a messenger that takes the baton every single time and hands it to the right robot.

Deal moves on the sales board The messenger signs and sends the news A robot picks up the job

One message every time a deal changes column. No more missed handoffs.

2The two teams

Team one is the Deal Board. It is where people move a deal through 7 columns, from first hello to a win or a loss.

Team two is the Helper Robots. These are computer helpers that do boring, repeaty jobs. Here are their real names, and a friendly name we suggest calling each one. (The friendly names make it easier to talk about them in meetings.)

🧭
orchestrator (suggested: The Boss)
Reads what needs doing and gives the work to the right robot.
🧮
contable (suggested: The Counter)
Turns purchase orders into drafts in QuickBooks.
📬
inbox (suggested: The Mailbox)
Sorts emails and writes replies for a person to approve.
🔎
operations (suggested: The Checker)
Checks the task list and sends the daily summary.
🤝
onboarding (suggested: The Welcomer)
Sets up brand-new customers the right way.
🚪
gateway (suggested: The Gatekeeper)
Is the only robot allowed to write inside QuickBooks, and only after a person says yes.
Builder note The six Hermes profiles are orchestrator, contable, inbox, operations, onboarding, and gateway. gateway is the only writer to QuickBooks, always behind the human approval gate (SF20).

3The 7 steps of a deal

A deal walks a path, like a board game. Each square has a name. When a deal lands on a new square, that is our signal to act.

Step 1

Calificar

First hello. Is this a real chance?

Step 2

Proyecto Viable

We learn what they need. We fill the Product Details form.

Step 3

Presentación de Solución

We show them our solution with a custom slide deck.

Step 4

Negociación/Revisión

We talk price and details.

Step 5

Expectativa de Cierre

We get the contract and purchase order ready.

Step 6

Ganado

We won. Time to install the machines.

Step 7

Perdido

We did not win. We write down why.

Rule

Every square acts

All 7 squares start a robot job. None are skipped.

Builder note Stage to ID and owner: appointmentscheduled (inbox), qualifiedtobuy (operations), presentationscheduled (orchestrator), decisionmakerboughtin (inbox), contractsent (operations), closedwon (onboarding), closedlost (operations). Full map in workspace/shared/deal_stages.yaml.

4What happens at each step

At every square, two things happen: a robot does a job, and a person does a small job. Here is the short version.

Step 1 · Calificar
🤖 The Mailbox sorts the message and drafts a friendly reply. It checks if this is a real manufacturer in our area.
👤 You check the draft, then send it and move the deal when it is a good fit.
Step 2 · Proyecto Viable
🤖 A robot emails you the Product Details form and keeps a reminder if you forget.
👤 You fill the form with what the customer needs. The form becomes a neat PDF and lands on the deal.
Step 3 · Presentación de Solución
🤖 A robot builds a slide deck just for this customer. Your logos and colors are added. Extra slides are removed.
👤 You look at the deck, tweak anything, and show it to the customer.
Step 4 · Negociación/Revisión
🤖 A robot watches the emails. It drafts answers and flags anything about price.
👤 You decide the final price and terms.
Step 5 · Expectativa de Cierre
🤖 A robot asks for the close date and the purchase order details, then passes them to the setup robot.
👤 You confirm the details and keep the customer warm.
Step 6 · Ganado
🤖 A robot emails the Equipment Installation form, then sets up the new customer in QuickBooks. It waits for a person to approve the QuickBooks change.
👤 You fill the installation form. You approve the QuickBooks change in the panel.
Step 7 · Perdido
🤖 A robot asks for the reason and writes it down. If the customer might come back, it starts a gentle follow-up.
👤 You pick the reason from a short list.

5The machine

Here is the whole thing as one picture. Follow the arrows from top to bottom.

1. A deal moves to a new step a person drags it on the board 2. The messenger signs and sends the news a secret signature proves it is really us 3. The Boss reads it and picks a robot each step has its own robot 4. A work card lands on the board the to-do list for the robots 5. The robot does the job a draft, a PDF, a set-up, a check 6. Everything is written in the logbook so we can always check what happened

Same path every time. Safe, repeatable, and easy to check.

Builder note n8n signs an HMAC-SHA256 V2 payload to /p/orchestrator/webhooks/deal-stage. The orchestrator routes via deal_stages.yaml and creates a kanban task. The kanban-hubspot-bridge plugin writes the deal-to-task link into the deal_map table.

6Who does the work

Robots take the boring, repeaty parts. People keep the brainy parts: judgment, relationships, and final decisions. The numbers below are rough pictures of the plan, not measured results.

Robots vs people (planned)

70% robots
Robots People

Robots carry most of the repeaty work. People still decide.

Robot jobs per step (rough)

1 2 3 4 5 6 7

Step 6 (Ganado) is the busiest. It has two robots working: install form and customer setup.

7The reminder clock

Robots are helpers, but people still have jobs to do. If a person forgets, a friendly nudge comes along. We never let a deal sit still.

Day 0job starts +2 daysnudge +5 daysnudge again +6 daystell the boss clientfollow-ups 72 hours 3 days 5 days 15 days client follow-ups get quieter each time, then stop

Top row: nudges to our own team. Bottom row: gentle follow-ups to the customer.

Builder note Internal cadence: task at T0, reminder at +2 business days, reminder at +5, escalate to Jovan at +6, stop on completion. External cadence: 72h, 3d, 5d, 15d, then tag cold.

8The six forms

Forms are how we turn a person's answers into a neat paper. Some forms already exist. Some are new. Bigger forms have more boxes to fill.

How many boxes each form has

16Product Details 33Equip. Installation 15Close / PO 14Quote / Negotiation 6Solution Brief 6Loss Reason green = already existsblue, amber, red = new in this plan

What each form is for

FormUsed atIt makes
Product DetailsStep 2A neat PDF of what they need
Solution BriefStep 3The custom slide deck
Quote / NegotiationStep 4A quote paper
Close / POStep 5The close details for setup
Equipment InstallationStep 6The install sheet
Loss ReasonStep 7A short note for the team
Builder note One registry (forms/registry.yaml) drives a single reusable n8n sub-workflow: form submit, copy template, replace placeholders, export PDF, email the owner, attach to the deal.

9The presentation maker

Today, a person opens a big slide deck, deletes the slides they do not want, and pastes the customer's logo and colors. It is slow and easy to mess up. A robot can do the boring part and leave the nice part to the person.

Before (today)

  • Open the big master deck
  • Delete slides by hand
  • Paste the logo and colors
  • Export and attach

After (the plan)

  • Fill one short brief form
  • The robot copies the master deck
  • It removes the slides you did not pick
  • It drops in the logo and color
  • You get an editable deck and a PDF

How the robot picks slides

You tick the boxes Laser, X-Ray, and more Robot trims the deck keeps only what you picked Your custom deck with their logo and color

Only Linx and Anritsu solutions for now. More can be added later.

Builder note A Google service account has full Drive and Slides access (decision D11). The generator copies the master, deletes unselected slides by index, replaces the PROSPECT_LOGO and {{PROSPECT_NAME}} tokens, recolors shapes tagged BRAND_ACCENT, strips the editing rails, and exports a PDF.

10Safety rules

Robots are powerful, so we give them clear rules. These three rules never change.

✉️
Robots never press send.
Every email to a customer is a draft. A person always sends it.
🔒
A person says yes for QuickBooks.
The Gatekeeper robot can only write after a human approves it.
🛑
There is a big stop button.
One switch can pause all robots in under two minutes.
Builder note Draft-only is a hard contract clause. QuickBooks writes go through approve_write (SF20). The kill switch (F8) is enforced by a cron outside the agent turn.

11The plan

We build it in six steps, one after another. Each step works on its own before we start the next.

P1P2P3 P4P5P6 bridgeremindersforms deckquotepanel more doneover time

The higher the line, the more of the system is finished. The bridge comes first because everything else hangs off it.

PhaseWhat we build
P1The bridge and the routing map (the messenger)
P2Owner tasks, reminders, and email templates
P3Close/PO details and loss reason forms
P4The presentation maker
P5Quote form and QuickBooks estimate
P6One panel to see everything, and clean notifications

12What changes for you

Planned automation of the repeaty steps. People keep the decisions.