Sales System Foundation Sprint — RNR × ScaleSpark

The Problem

Your sales operation runs on data you can't fully trust.

Based on a working session with Sal, here's what's actually happening day to day: your reps are calling, texting, and closing — but the record of that work lives across five disconnected channels (phone, Podium, Facebook, walk-ins, email), and keeping Revo current depends on every rep manually updating every lead's status every time. They don't. Leads sit in "Contact Attempted" for ten days with nothing coming back — and when reps do reach a customer, they log the activity but never update the status. Quotes written in the quote book land in Revo marked "New." Exported reports backfill today's status onto historical activity, so you can't reconstruct what actually happened on any lead.

Sal has built impressive workarounds — a master call list driven by hand-maintained report exports, and a daily scorecard that has measurably improved rep performance this year. But every one of those tools inherits the same weakness: the data feeding them is only as good as manual entry that isn't happening.

The costs show up in four places:

Misallocated ad spend

You can't tell which sources produce leads that actually close, so budget can't move toward what works. You put it in money terms yourself — spend going to leads that, if you knew the data behind them, you could push around and make far more valuable. Today that data doesn't exist. Sizing it is one of the first things this sprint does.

ii.

Decisions on bad data

You can't know whether your follow-up cadence is right, which lead sources convert, or which reps are actually performing — the numbers underneath those questions are wrong.

iii.

Wasted rep effort

Reps work stale lists and re-contact dead leads while live ones age out, because nothing tells them otherwise.

iv.

Manual overhead

Hours of Sal's week go into exporting, re-keying, and patching reports that should assemble themselves.

The Solution

Make Revo a system of record you can trust — automatically — and then let everything downstream (call lists, cadence, rep scorecards) run on data that's actually true.

The end state: activity from every channel updates each lead's status in Revo on its own. Every rep starts the morning with a prioritized call list they can rely on, and you can see exactly why every lead is on it. Your reports stop being reconstructions and start being reality.

Two commitments up front:

COMMITMENT · THE FIRST

Nothing you own gets replaced.

Revo stays your CRM and point of sale. Podium stays your texting platform. The quote book keeps working.

This engagement makes the systems you've already invested in trustworthy — it doesn't ask your team to learn new ones.

COMMITMENT · THE SECOND

Nothing writes to your data without earning it.

Write access is earned in proportion to the judgment involved. Deterministic automations — where the trigger itself is the fact, like a quote existing — write directly, verified during a short burn-in. Automations that interpret something (the later phases that assess conversations) run in shadow mode first: they propose, Sal reviews, and they earn write access channel-by-channel.

Your CRM never becomes a black box, and nobody approves what a rule already decided.

What You Get

A fixed-scope, three-week engagement. Four deliverables. For each one: what you actually receive, what it lets you decide, and how you know it's done.

Right now you're being asked to take several vendors' word for what your systems can and can't do. Every deliverable below exists to replace somebody's word with something written down.

The Revo Answer

A written statement of what Revo's API can actually do on your account — specifically whether a lead's status and stage can be set programmatically — what Revo will permit a third party to do with it, and where they say no, including who said it and when. Same treatment for the integration surface on Podium, your phone system, and Facebook leads.

What it lets you decideWhether this whole class of automation is possible on the platform you already own, or whether you're paying for a system that structurally can't do what you need. Every phase after this one depends on the answer, and nobody has tested it. How you know it's doneYou have it in writing. There are two questions here — can the API do it, and will they let a third party use it — and you already put your finger on the second one. Revo, Atlog, and the managed-services side arrive as one bundle, and call recordings are something they'd rather sell you than open up. If they refuse, that refusal is the deliverable. A documented "no" from your vendor, in writing, is worth more than another verbal maybe — it tells you exactly what you're working with.

The Process Map

A written map of how a lead actually moves through your business today: all five channels, every status and what it really means in practice, who changes it and when, where it breaks, and where Sal's master call list and scorecard get their numbers.

What it lets you decideWhich parts of your pipeline are broken by process and which are broken by system. Right now those are indistinguishable, which is why it's hard to tell whether any given vendor is actually failing you or being asked for something the process was never going to support. How you know it's doneSal reads it and confirms it matches reality. This is the baseline everything else gets measured against — including whether the changes we make later actually moved anything.

The Roadmap

A written, phased plan for the full system: what to automate, in what order, and why — each phase scoped, sequenced, and tagged by where its value lands (revenue growth, risk reduction, or cost savings), with what it would take to build.

Each phase is sized where your data supports sizing — what it's plausibly worth against your own numbers, not industry averages. Where the data to size something doesn't exist yet, the roadmap says so plainly and names exactly what instrumentation would produce the number. Advertising attribution is the clearest example: it can't be sized honestly today, and the roadmap will tell you what it takes to be able to.

What it lets you decideWhat to do next, in what order, and whether to do it with me. You should be able to act on any phase, pause between phases, or stop entirely — from an informed position either way, without needing to call me to interpret it. How you know it's doneDelivered as a working session with you and Sal, not just a document dropped in your inbox.

The Quick Win — quote-book status fix

Today the quote book is already wired to send into Revo, and it already tags where the lead came from — but the record lands as "New," and somebody has to go update it by hand. Often nobody does. The fix is one field: quotes arrive with the correct status ("Quote Sent" / "Appointment Scheduled") and the right source tag, automatically. No review queue — the quote itself is the trigger, and there's nothing to judge. I verify every write lands correctly during a short burn-in, then it runs unattended.

What it lets you decideNothing. This one isn't a decision tool — it's proof. It's the answer to whether I actually produce working things or just documents. How you know it's doneSal stops manually updating those records.

WHY THIS ONE IS CONDITIONAL This depends on Revo allowing that write, which is exactly the unknown deliverable 1 resolves. I test it in week one. If it works, the fix ships inside this engagement. If Revo won't allow it, you get the documented reason instead — and that reason is one of the answers you're paying for either way. I'd rather tell you that now than promise a build I can't guarantee and explain it later.

WHAT THIS SPRINT IS NOT It doesn't build the full multi-channel automation, the cadence analytics, the email programs, or anything touching call recordings. It doesn't take on the vendor consolidation you mentioned — phones, antivirus, the M365 situation. Those are real, and worth doing, but folding them in here would mean doing all of it badly. This sprint tells you exactly what each would take, and ships the first working piece.

Where This Leads

The roadmap will detail these; listed here so you can see the shape. Each phase is priced on its own scope after the sprint establishes what it's worth. Press a row to unfold it.

RISK REDUCTION · COST SAVINGS

Calls, texts, and Facebook activity assessed automatically and reflected in each lead's Revo status. This is the phase that makes the daily call list trustworthy.

REVENUE GROWTH

Lead lifecycle tracking by source: how long leads live in each stage, how many touches close, where each source's follow-up stops paying. Cadence set by your data instead of guesswork.

REVENUE GROWTH

Email programs keyed to lead status and customer lifecycle — including paid-out customers, who today walk out the door and are never contacted again.

REVENUE GROWTH · RETENTION

Personal context from customer conversations captured to the customer record, plus the reminder/task layer Revo lacks, so follow-ups stop depending on memory.

Timeline

Week 1

Revo API testing and the vendor conversation; read-only access review; first working session with Sal on current process.

Week 2

Process map drafted and confirmed; quote-book fix built and writing to Revo, with every write verified during burn-in; second working session on your reporting and numbers.

Week 3

Automation running unattended; roadmap written, delivered, and walked through with you and Sal.

Three weeks from kickoff.

What I Need From You

Three things, none of them heavy:

Read-only Revo access for me.

Whatever level Revo allows for a third party. Sal and I already went through what's involved; depending on how your account is set up, it may need your sign-off.

The Revo API documentation, and Sal's call-list and scorecard exports.

Sal has these — we'll pull them together at kickoff. The exports are what let me put real numbers on the phases instead of estimates.

iii

An introduction to Revo's technical contact.

You already offered this one, and it's the thing you said you needed me for.

HOW WE HANDLE IT Items i and ii are what week one runs on, and we'll knock them out live on the kickoff call rather than trading emails about it — fifteen minutes with Sal on a screen share beats a week of scheduling. If anything takes longer than a week to land, we move the start date rather than compress the work; the fee doesn't change either way.

Investment

$5,500

Fixed price. 50% at kickoff, 50% on delivery.
No hourly billing.
No change orders within the scope defined above.

You're paying half up front and half only after the deliverables land. That's deliberate — you told me you don't want to be another bill for something that doesn't work, and I'd rather carry that risk with you than ask you to take it on faith.

THE DOWNSIDE, HANDLED If Revo's API turns out not to support status writes — or their team won't open that access to a third party — the sprint still delivers the process map, the roadmap, and the workaround architecture. And you'd have something you don't have today: a documented, straight answer on exactly what that vendor will and won't let you do. That's worth having no matter who ends up doing the work.

After the build phases, ScaleSpark offers ongoing operation, monitoring, and iteration under standard monthly retainer tiers — details in the roadmap conversation when it's relevant, not before.

Acceptance

Reply confirming and I'll send the invoice and a one-page agreement the same day.

Work starts within one week of that, and we'll book the kickoff call when you confirm.

Questions, or want to adjust scope before we start? Call or text me directly, or blake@scalespark.io.

Blake Anderson

BLAKE ANDERSON · SCALESPARK

Sales System
Foundation Sprint