End-to-End Sales Architecture
New Sales Blueprint Flow
Visual mapping of Lead Capture, Regional Routing, Approvals, and the 6-Stage Deal Pipeline.
System Action
Pipeline Stage
Automation
Decision / Approval
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graph TD
classDef sys fill:#eff6ff,stroke:#3b82f6,stroke-width:2px,color:#1e40af,rx:8px,ry:8px;
classDef stage fill:#fef9c3,stroke:#eab308,stroke-width:2px,color:#854d0e,rx:8px,ry:8px;
classDef action fill:#ffffff,stroke:#cbd5e1,stroke-width:2px,color:#334155,rx:4px,ry:4px;
classDef decision fill:#fdf2f8,stroke:#ec4899,stroke-width:2px,color:#be185d,rx:16px,ry:16px;
classDef reject fill:#fef2f2,stroke:#ef4444,stroke-width:2px,color:#991b1b,rx:8px,ry:8px;
classDef auto fill:#faf5ff,stroke:#a855f7,stroke-width:2px,color:#6b21a8,rx:8px,ry:8px;
classDef doc fill:#f0fdf4,stroke:#22c55e,stroke-width:2px,color:#166534,rx:8px,ry:8px;
Start((Lead
Sources)):::action --> WebForm[Web Form
90% Organic]:::sys Start --> Emails[Direct Emails
& Referrals]:::sys WebForm & Emails --> Filter{Spam or
Non-Potential?}:::decision Filter -- Yes --> Unqual[Mark Unqualified
Mandatory Reason]:::reject Unqual --> MonthEnd[Retain for Month-End
Reporting Metrics]:::auto Filter -- No --> Routing{Admin Assigns
by Region}:::decision Routing -- Asia --> Sales01[Asia Team
Alias: Sales01]:::sys Routing -- Europe --> Sales02[Europe Team
Alias: Sales02]:::sys Routing -- USA --> Sales03[USA Team
Alias: Sales03]:::sys Sales01 & Sales02 & Sales03 --> DealCreation[Deal Record Created]:::action DealCreation -. Auto-Triggers .-> Tasks[Task 1: Initial Contact
Task 2: Follow-up
Task 3: Send Quote]:::auto DealCreation --> S1[STAGE 1: Qualification]:::stage S1 --> QCheck{Is Lead
Qualified?}:::decision QCheck -- No --> Unqual QCheck -- Yes --> S2[STAGE 2: Introduction]:::stage S2 --> DraftIntro[Jr. Staff Drafts
Intro Email]:::action DraftIntro --> MgrApp1{Manager
Approval?}:::decision MgrApp1 -- Reject w/ Comments --> DraftIntro MgrApp1 -- Approve --> SendIntro[System Sends Email
Appends Personal Signature]:::auto SendIntro --> Wait1[Wait 18-24 Hours]:::auto Wait1 --> Reply1{Client
Replied?}:::decision Reply1 -- No --> AutoFup[Auto Follow-up
w/ Link to Original Email]:::auto AutoFup --> Wait2[Wait 18-24 Hours]:::auto Wait2 --> Reply2{Client
Replied?}:::decision Reply2 -- No --> ManualInt[Task: Manual Intervention
WhatsApp/Call]:::action Reply1 -- Yes --> S3 Reply2 -- Yes --> S3 ManualInt --> S3 S3[STAGE 3: Quotation Sent]:::stage S3 --> Samples[Manage Samples
Req/Sent/Received/Pics]:::action Samples --> DraftQuote[Draft Standard Quotation
Modify Legacy Pricing]:::doc DraftQuote --> MgrApp2{Manager
Approval?}:::decision MgrApp2 -- Reject --> DraftQuote MgrApp2 -- Approve --> SendQuote[Send Quotation to Client]:::auto SendQuote --> S4[STAGE 4: Quotation Accepted]:::stage S4 --> PO[Receive PO &
Attach to Deal]:::doc PO --> GenPI[Generate Proforma Invoice
Specs & Bank Details]:::doc GenPI --> SignPI[Track Physically Signed PI]:::action SignPI --> S5[STAGE 5: Order Acceptance]:::stage S5 --> PayCheck[Record Payment Method
Deposit / Credit]:::action PayCheck --> S6[STAGE 6: Order Instructions]:::stage S6 --> CollectAssets[Collect & Attach Docs:
Bag Labels, Artwork, Price Sheet]:::doc CollectAssets --> Won(((DEAL WON))):::sys
Sources)):::action --> WebForm[Web Form
90% Organic]:::sys Start --> Emails[Direct Emails
& Referrals]:::sys WebForm & Emails --> Filter{Spam or
Non-Potential?}:::decision Filter -- Yes --> Unqual[Mark Unqualified
Mandatory Reason]:::reject Unqual --> MonthEnd[Retain for Month-End
Reporting Metrics]:::auto Filter -- No --> Routing{Admin Assigns
by Region}:::decision Routing -- Asia --> Sales01[Asia Team
Alias: Sales01]:::sys Routing -- Europe --> Sales02[Europe Team
Alias: Sales02]:::sys Routing -- USA --> Sales03[USA Team
Alias: Sales03]:::sys Sales01 & Sales02 & Sales03 --> DealCreation[Deal Record Created]:::action DealCreation -. Auto-Triggers .-> Tasks[Task 1: Initial Contact
Task 2: Follow-up
Task 3: Send Quote]:::auto DealCreation --> S1[STAGE 1: Qualification]:::stage S1 --> QCheck{Is Lead
Qualified?}:::decision QCheck -- No --> Unqual QCheck -- Yes --> S2[STAGE 2: Introduction]:::stage S2 --> DraftIntro[Jr. Staff Drafts
Intro Email]:::action DraftIntro --> MgrApp1{Manager
Approval?}:::decision MgrApp1 -- Reject w/ Comments --> DraftIntro MgrApp1 -- Approve --> SendIntro[System Sends Email
Appends Personal Signature]:::auto SendIntro --> Wait1[Wait 18-24 Hours]:::auto Wait1 --> Reply1{Client
Replied?}:::decision Reply1 -- No --> AutoFup[Auto Follow-up
w/ Link to Original Email]:::auto AutoFup --> Wait2[Wait 18-24 Hours]:::auto Wait2 --> Reply2{Client
Replied?}:::decision Reply2 -- No --> ManualInt[Task: Manual Intervention
WhatsApp/Call]:::action Reply1 -- Yes --> S3 Reply2 -- Yes --> S3 ManualInt --> S3 S3[STAGE 3: Quotation Sent]:::stage S3 --> Samples[Manage Samples
Req/Sent/Received/Pics]:::action Samples --> DraftQuote[Draft Standard Quotation
Modify Legacy Pricing]:::doc DraftQuote --> MgrApp2{Manager
Approval?}:::decision MgrApp2 -- Reject --> DraftQuote MgrApp2 -- Approve --> SendQuote[Send Quotation to Client]:::auto SendQuote --> S4[STAGE 4: Quotation Accepted]:::stage S4 --> PO[Receive PO &
Attach to Deal]:::doc PO --> GenPI[Generate Proforma Invoice
Specs & Bank Details]:::doc GenPI --> SignPI[Track Physically Signed PI]:::action SignPI --> S5[STAGE 5: Order Acceptance]:::stage S5 --> PayCheck[Record Payment Method
Deposit / Credit]:::action PayCheck --> S6[STAGE 6: Order Instructions]:::stage S6 --> CollectAssets[Collect & Attach Docs:
Bag Labels, Artwork, Price Sheet]:::doc CollectAssets --> Won(((DEAL WON))):::sys
Pipeline Stages & Stage-Gate Checks
Strict stage-gate requirements mapped exactly to the documentation.
Stage 1 Qualification
| Field | Type | Required |
|---|---|---|
| Qualified | Yes / No | Yes |
| Unqualified Reason | Fake / Non-Potential | Conditional (if No) |
Stage 2 Introduction
| Field / Action | Type | Required |
|---|---|---|
| Email draft reviewed by regional manager | Pop-up notification + Yes / No confirmation | Yes |
| Auto-reminder to manager to check draft | Automated trigger | Yes |
| 18-hour follow-up loop (no client response) | Automated email with link to original email | Yes |
| Second follow-up → no response → manual intervention prompt | Task / notification | Yes |
Stage 3 Quotation Sent
| # | Field | Type | Required |
|---|---|---|---|
| 1 | Sample Required | Yes / No / NA | Yes |
| 2 | Sample Sent | Yes / No / NA | Yes |
| 3 | Sample Sent Date | Date | Conditional |
| 4 | Sample Due Date | Date | Conditional |
| 5 | Customer Sample Received | Yes / No / NA | Yes |
| 6 | Sample Pictures Attached | Yes / No / NA | Yes |
| 7 | Quotation Sent | Yes / No | Yes |
| 8 | Quotation Sent Date | Date | Yes |
| 9 | Revised Quotation | Yes / No / NA | Yes |
| 10 | Quotation Acceptance Date | Date | Conditional |
| 11 | Standard Quotation Draft Template | Fillable template (prices editable) — sent as email attachment | Yes |
Stage 4 Quotation Accepted
| # | Field | Type | Required |
|---|---|---|---|
| 1 | PO Received | Yes / No | Yes |
| 2 | Proforma Signed Acceptance Date | Date | Yes |
| 3 | Proforma Invoice Sent | Yes / No | Yes |
| 4 | Invoice Due Date | Date | Yes |
| 5 | PO Attachment | File Attachment | Yes |
Stage 5 Order Acceptance
| # | Field | Type | Required |
|---|---|---|---|
| 1 | Payment Method | Deposit / Credit | Yes |
| 2 | Notes | Text Field | Yes |
Stage 6 Order Instructions
| # | Field | Type | Required |
|---|---|---|---|
| 1 | Bag Labels | File Attachment | Yes |
| 2 | Artwork Files for Private Label | File Attachment | Yes |
| 3 | Any Other Instructions | Text Field | Yes |
| 4 | Price Sheet | File Attachment | Yes |
Deluge & Workflow Automations
Custom scripting and standard workflows enforcing business logic.
18-Hour Follow-Up Loop
If a client doesn't respond to the Intro Email within 18-24 hours, the CRM automatically fires a follow-up. Crucially, Deluge script attaches a reference/link to the original email in case it went to Spam.
Failure Path: 2nd Auto-email -> No Reply -> Trigger manual WhatsApp Task.
Dynamic Signature Mapping
Sales reps use shared regional aliases (e.g., Sales02 for Europe). To maintain personal relationships, CRM automatically maps and appends the logged-in user's personal signature to outbound emails.
In-App Approval Workflows
Replacing legacy WhatsApp approvals. When Jr. Staff drafts emails/PIs, status changes to "Pending Approval". Managers receive a CRM pop-up, allowing inline edits/comments before release.
Real-Time Data Sync
Two-way real-time Outlook sync across all accounts. Migration of historical PST data ensures incoming emails from legacy clients instantly display full historical context.
Security & Access Hierarchy
Strict regional isolation utilizing Zoho Roles and Data Sharing rules.
| Role Designation | Data Visibility | Key Capabilities & Restrictions |
|---|---|---|
Super Admin Sales Manager |
Global (All Regions) | Full pipeline visibility. Access to cross-region dashboards (stalled leads, month-end Fake/Spam vs Potential metric reporting). Can manually route unassigned leads. |
Regional Head |
Own Region Only | Strict regional isolation. Reviews and approves/rejects Junior Staff drafts via CRM pop-ups. Manages team performance and task completion tracking. |
Sales Team |
Assigned Deals Only | Manages specific assigned leads/deals. Sends emails via shared Alias with mapped signatures. Executes auto-generated Tasks (Contact, Follow-up, Quote). |
Junior Staff |
Assigned Deals Only | Restricted sending rights. Can draft Introduction Emails and Proforma Invoices (PIs), but must submit for Manager Approval before external transmission. |