Sosa Legal Onsite Jumpstart
Phase 2: Workflow & Automation Implementation
🎭 Key Stakeholders & Roles
Horacio
Owner / Managing Partner
Jackie
New Intake Specialist
Olivia
Lawyer / Sales
Nela
Admin / Operations
⚡ Speed to Contact
Reduce response time through automation and instant notifications
📝 Agreement Automation
Streamline engagement agreement sending and tracking
💰 Revenue Tracking
Ensure closed deals result in collected revenue with billing automation
🎓 Team Training
Empower Jackie and Olivia with HubSpot expertise
📊 Executive Visibility
Give Horacio simplified dashboards and reports
🔄 Process Alignment
Create seamless handoffs between intake and sales
📅 5-Day Implementation Timeline
1
Kickoff & Roles
Morning
Welcome & Role Definition
Define roles for new team
Review current pain points
Orient team in HubSpot
Afternoon
Lead Flow & Automation Map
Visual lead journey walkthrough
Identify bottlenecks
Plan automation improvements
Everyone understands their role & automation support
2
HubSpot Training
Morning
Hands-On Training
Jackie: intake views & scheduling
Olivia: sales pipeline & deals
Roleplay handoffs
Afternoon
Speed-to-Contact Automation
Build instant notifications
SMS/email triggers
Calendar integrations
New hires confident, scheduling delays reduced
3
Engagement & Billing
Morning
Agreement Automation
Email templates with tokens
eSignature integration
Reminder workflows
Afternoon
Revenue Tracking
Billing automation setup
Payment tracking workflows
Dashboard creation
Engagement process streamlined & trackable
4
Optimization
Morning
Team Alignment
Clarify stage ownership
Lead scoring review
Future campaign planning
Afternoon
Executive Coaching
1:1 with Horacio
Simplified reporting views
Nela support framework
Team aligned, Horacio sees progress simply
5
SOPs & Handoff
Morning
SOP Creation
Intake SOP for Jackie
Sales SOP for Olivia
Checklists & task reminders
Afternoon
Final Review
Review all automations
Confirm workflows
30-day adoption plan
Clean handoff, system more scalable
⚡ Automation Implementation Focus
Instant Lead Notification
Team alerts within seconds of new lead arrival via SMS, email, and HubSpot notifications
Auto-Scheduling Links
Automatic calendar links sent to prospects with reminder sequences
Engagement Agreement Flow
Templates, smart tokens, automatic sending at deal stage, follow-up reminders
Billing & Revenue Tracking
Payment tracking, invoice automation, revenue dashboard updates
Task Creation Triggers
Automatic task assignment when contact attempts aren't logged within X hours
Executive Reporting
Simplified dashboards and email reports for Horacio's minimal interaction
📦 What's Included
5 days onsite implementation & training
Customized HubSpot workflows
Executive dashboards & reporting
SOPs for Jackie & Olivia
Accountability framework for Horacio
30-day follow-up adoption plan
Automated billing processes
Team role alignment documentation
Implementation Fee
$5,000
Flat fee for 5-day onsite
✨ Discounted for long-term partnership
Travel Costs
✈️ Round-trip: Austin → Fort Lauderdale
🏨 Hotel: 4-5 nights
Client books directly or reimburses with receipts