Day 14: CRM + follow-up system – complete client management

🔗 Knowledge graph – Day 14 integrates EVERY previous day

Day 1

Prompts for follow-ups, lead scoring

Day 2

Zapier triggers for lead capture

Day 3

Make workflows for CRM logic

Day 4

OpenAI API for personalization

Day 5

Lead qualifier core

Day 6

Sales/support use cases

Day 7

3 builds practice

Day 8

Advanced lead qualifier

Day 9

Sales assistant sequences

Day 10

Content engine

Day 11

Support router

Day 12

Niche selection

Day 13

Workflow analysis

Day 14

Complete CRM system

Shared link: Every single day leads to this moment. Day 13's workflow analysis tells you what to build. Days 1-12 provide the components. Day 14 assembles them into a complete, sellable CRM + follow-up system.

🎯 What we're building: The Ultimate Client Management System

📌 A complete, automated CRM that runs itself

This system combines:

Lead capture from multiple sources (forms, email, social)
AI qualification (Day 8) – BANT, scoring, language detection
CRM database – contacts, companies, deals, activities
Automated follow-up (Day 9) – sequences based on lead score
Content personalization (Day 10) – emails, case studies, proposals
Support ticket routing (Day 11) – for existing clients
Pipeline tracking – deal stages, forecasting
Reporting dashboard – automated weekly reports

Analogy: Think of this as a fully-staffed sales and support department. The AI handles qualification, follow-up, content creation, and support. Humans only step in for high-value meetings and complex issues. You're building the ultimate "business in a box."

🏗️ System architecture – 5 integrated modules

Module 1

Lead Capture
Web forms, email, social, referrals

Module 2

AI Qualification
Day 8 – BANT, scoring, language

Module 3

CRM Core
HubSpot / Airtable / Custom DB

Module 4

Follow-up Engine
Day 9 + Day 10 content

Module 5

Support Router
Day 11 for existing clients

Module 6

Reporting
Automated insights + forecasts

⚙️ Build the Complete CRM System (Make.com + HubSpot)

Set up CRM database (HubSpot or Airtable)

Create custom properties for:

Lead score (0-100)
BANT fields (budget, authority, need, timeline)
Language
Lead source
Last contacted
Follow-up sequence stage

Practice: Create a free HubSpot account and add these custom properties.

Module 1: Lead Capture (multiple sources)

Connect these triggers:

Web forms: Typeform, Gravity Forms → webhook
Email: Gmail (support@, hello@)
Social: Facebook Lead Ads, LinkedIn
Referrals: Google Form for existing clients

All leads → unified format: name, email, phone, message, source, timestamp

Module 2: AI Qualification (Day 8)

OpenAI call with niche-specific BANT prompt (from Day 12):

{
  "messages": [
    {"role": "system", "content": "You are a {{niche}} lead qualifier. Extract JSON: budget, authority, need (1-10), timeline, language, buyerType (if real estate), serviceNeeded (if agency)."},
    {"role": "user", "content": "Message: {{message}}"}
  ]
}
                        

Calculate lead score (e.g., need*2 + timeline points).

Module 3: CRM Integration

Use HubSpot modules to:

Create/update contact with all BANT data
Create deal with lead score, pipeline stage
Log activity (qualification completed)

Router logic: Hot leads (score > 80) → Stage "Hot Lead - Call ASAP"
Warm leads (50-80) → Stage "Nurturing"
Cold leads (<50) → Stage "Newsletter"

Module 4: Follow-up Engine (Day 9 + Day 10)

For each deal stage, trigger sequences:

Hot: Immediate SMS to sales rep + Day 9 sequence (3 emails over 5 days)
Warm: Day 9 nurturing sequence (5 emails over 14 days) with Day 10 content
Cold: Monthly newsletter (Day 10 generated)

Email content generated by Day 10: 
"Write a follow-up email for a {{niche}} lead interested in {{need}}. Use {{language}}. Be helpful, not salesy."
                        

Module 5: Support Router (Day 11) for existing clients

After lead becomes client, route their emails to support system:

Check if email is from existing client (match in CRM)
If yes → Day 11 support router
Auto-answer from KB (Day 10 generated articles)
Urgent → Slack to support team

Module 6: Automated Reporting

Weekly scheduled workflow:

Pull data from CRM: new leads, conversions, revenue
Day 10 generates narrative summary
Send email to client with charts + insights

Day 10 prompt: "Write a 3-paragraph weekly report summary for a {{niche}} business. New leads: {{leads}}, conversions: {{deals}}, revenue: {{revenue}}. Highlight trends and suggestions."
                        

Human handoff & notifications

Add Slack alerts for:

Hot leads (immediate)
Meeting booked (Calendly integration)
Support tickets marked urgent
Weekly report ready

10 hands-on practice exercises

📝 Exercise 1: CRM setup

Create HubSpot account (free). Add custom properties for BANT, lead score, language, source.

📨 Exercise 2: Lead capture

Create a Typeform with 5 questions. Connect to Make and log to Google Sheets.

🤖 Exercise 3: AI qualification

Build the Day 8 prompt for your niche. Test with 5 sample leads. Fine-tune.

🔄 Exercise 4: CRM integration

Connect Make to HubSpot. Create contact and deal with lead score.

📧 Exercise 5: Follow-up sequence

Build a 3-email sequence for warm leads. Use Day 10 to generate emails.

🎫 Exercise 6: Support router

Create a simple KB with 3 articles. Build router that auto-answers matching questions.

📊 Exercise 7: Reporting

Build a weekly report that sends email with stats from CRM.

🔔 Exercise 8: Slack alerts

Add Slack notifications for hot leads and urgent tickets.

📦 Exercise 9: Package pricing

Create 3 pricing tiers for this complete system. Include setup and monthly.

📄 Exercise 10: Client proposal

Write a full proposal for a real client in your niche. Include all modules.

📄 Client documentation – Complete CRM System

🏢 Complete CRM + Follow-up System – Client Guide

What it includes:

✅ Lead capture from website, email, social (Module 1)
✅ AI qualification – BANT, scoring, language detection (Module 2)
✅ CRM database with custom fields (Module 3)
✅ Automated follow-up sequences (Module 4)
✅ Support ticket router for existing clients (Module 5)
✅ Weekly reporting dashboard (Module 6)
✅ Slack alerts for hot leads & urgent tickets

Pricing:

Basic: $3,000 setup + $300/mo (Modules 1-4)
Pro: $5,000 setup + $500/mo (Modules 1-5)
Enterprise: $10,000 setup + $1,000/mo (all modules + custom development)

Timeline: 3-4 weeks to build and test

ROI example: For a real estate agent closing 2 extra deals/year ($10,000 commission each) = 6x ROI in first year.

⚠️ Pitfalls & how to avoid them

Too complex too fast: Start with Modules 1-4, then add 5-6 later.
Not testing with real data: Use sample leads for 2 weeks before going live.
Ignoring client's existing tools: Always ask what they already use – integrate, don't replace.
No human oversight: Add dashboard for client to see what AI is doing.
Underpricing: This system saves 20+ hours/week. Price accordingly.

📚 Resources

🌟 What's next?

You've completed the 14-day program. But this is just the beginning.

Launch your agency

Use your first 5 clients from Day 12 exercise

Revisit weak days

Each day links to previous – strengthen your skills

Join the community

Share your builds, get feedback, find clients