A walkthrough of how a sales executive will work a new lead end-to-end inside Compass — from inbound email to closure — including the playbook, checklists, auto-tasks, AI assistance, and the lost-lead gate that protects every premium lead.
Compass is a CRM organised around a single idea: premium leads are too valuable to lose to sloppy process. Every deal lives inside a Playbook — a versioned sales motion that defines the pipeline, stage checklists, day-by-day tasks, templates, and the lost-lead gate. Sales executives don't have to figure out what to do next. The Playbook tells them.
Every deal follows a defined motion — pipeline + checklists + auto-tasks + templates + gates, all bundled.
Paste an email — AI extracts the lead. Pick a template — AI rewrites it in the deal's context.
Stage advance and Lost closure require completed work. No shortcuts. Manager-approved overrides only.
SaaS from day one. Built for GBT, ready for our other businesses, ready for external customers.
To make this concrete, we'll track one real-world example deal through every stage, with three roles from our actual team structure.
Group A · Owns the deal day to day · Does outreach, logs activities
Leads Group A · Reviews adherence · Steps in when deals drift
Owns the org · Approves lost closures · Configures the Playbook
Inbound CSR ask · ~5000 native trees · FY26 monsoon · ₹15–25L estimated
Six forward stages, plus a gated closure path. Each stage has its own SLA, checklist, and auto-tasks. The lead flows left to right; the executive cannot skip ahead without completing the mandatory work.
Mandatory items must be ticked before the deal can advance. Optional items are surfaced as best practice.
The moment a deal enters a stage, Compass creates day-by-day tasks for the executive automatically.
Pre-written email, WhatsApp, LinkedIn messages — one-click AI rewrite using deal context.
Below is the actual flow as it would play out inside Compass. Each row is a moment in the deal — the Executive's action, the system's response, and the screen she sees.
Anitha Sharma (CSR Head at Reliance) emails leads@growbilliontrees.com:
"Planning a tree plantation drive for our Jamnagar refinery as part of FY26 CSR. Looking at ~5000 native trees."
Priya is on duty. She opens Compass and clicks + New Lead from text.
Priya pastes the email body. AI returns a structured draft: Company (matched to existing Reliance record), Contact (Anitha Sharma — CSR Head), Deal title, requirement summary, urgency, value range. She tweaks the deal title, confirms use existing company, hits Save.
The deal screen loads. Stage 1 tasks are already created with their due dates. Most checklist items are already green because the AI extraction filled them in. Priya didn't type anything — the work is already done.
Priya clicks the acknowledgement task. The template editor opens with deal-specific variables auto-filled. She clicks Regenerate with AI and gets 3 tonal variants (warm / formal / firm). She picks one, clicks Copy & Mark Sent, pastes it into Gmail, sends it. Compass logs the activity and ticks the task done.
Hi Anitha,
Thank you for reaching out to GrowBillionTrees about your FY26 CSR plantation at the Jamnagar refinery. 5,000 native trees during this monsoon is a wonderful goal — we've delivered similar programs at scale for peer corporates and would love to share what's worked.
Could we set up a 20-minute discovery call this week? I'd like to understand your site, timeline, and branding goals before we put a proposal together.
Warm regards,
Priya
Day 1: first call (no answer) → intro email sent. Day 3: second call connects, Anitha books a discovery call for Day 5. Day 5: discovery call held; Priya logs detailed notes. As she fills in call notes, Stage 2 mandatory items start turning green automatically (budget range, timeline, decision-maker, use-case). She clicks Move to Stage 3.
The stage-gate fires: backend validates all mandatory items are ticked. Pass → stage advances. Stage 3 auto-tasks fire instantly (internal scoping with Rohan, site visit, draft proposal, GL review, send proposal).
Most premium deals die here, not because the offer is wrong, but because reps stop following up. Stage 4 is the most aggressive Playbook stage — six scheduled touches over 14 days. If the buyer replies, the smart system auto-skips redundant follow-ups. If they don't, the escalation timer silently runs.
If the buyer goes silent and the SLA is breached, Compass auto-flags the deal as DRIFTING. Group Leader Rohan gets a review task. Manager Sameer is notified. The deal turns yellow on every dashboard. Rohan can call Anitha personally — his activity is logged on Priya's deal. No silent dropping.
PO arrives. Priya moves the deal to Won. Stage 6 auto-tasks fire instantly: send welcome email, raise invoice, internal handoff to delivery, schedule kickoff, confirm advance, ask for case study consent, schedule referral ask. The transition from sales to delivery happens inside the same system — no email handovers, no dropped balls.
The Playbook nudges executives along. The two gates make sure they cannot bypass the work.
Cannot advance to the next stage until all mandatory checklist items are ticked.
Cannot mark a deal Lost until the full sales motion has been performed.
Every role gets the view they need — and nothing they don't. Information surfaces upward by design.
One screen, one job: do what's due today. Overdue first, then today's tasks, then this week. Adherence score visible to self. No need to wonder what to do next.
Their group's pipeline, each executive's adherence score, skip-with-reason queue, drifting deals, escalation queue, weekly 1:1 list. They coach, they don't audit.
Org-wide pipeline value, loss approvals pending, override audit log, per-rep performance, AI usage, Playbook editing. The strategic view.
Targets for the first three months after cutover from Zoho Bigin.
New Lead → Won, vs current baseline. Driven by Playbook discipline.
Premium leads marked Lost only after the full sales motion is completed.
Minimum touches before a deal can be declared Lost. No silent drops.
From AI paste-and-extract vs manual data entry. Adds up to hours per week per rep.
Outreach using AI-regenerated templates — consistent quality across the team.
Rolling 30-day average — measurable discipline across the sales floor.
Reps complete the work properly the first time, no shortcuts needed.
Multi-tenant from the start. Sellable to other businesses once GBT is live.
This document describes the day-to-day workflow our sales team will follow once Compass is live. Manager sign-off here authorises the build team to proceed with Phase 1 development against this specification.