Win condition
40 leads/week (stuck at ~20 since 2020)
Scale
443 recurring clients · 25 → 33 techs by Aug 14
Service area
within 20–22 mi of Delaware, OH
Amanda's inbox
CRM grade
Pulse C− → High Level B+
Deal
Trade — Aspire stops paying for the Otten-house cleaning
Today's two calls, in one line each
🧹 Hannah — systems review (1h41m)
Walked every system. Jobber connected live. Pulse is a mess (6 disconnected boards, call-ins never reach it). Applause is a money rail. Ooma is her #1 pain (no SMS→Jobber sync). PandaDoc + Dropbox drag. Confirmed the whole stack + costs still partly open.
💼 Katie — sales review (31m)
Uses Pulse for one thing; runs her day off paper notes. Wants a daily activity engine (morning list + stale-lead nudges + 60-day cold rework). Manual geo-check + county-auditor lookups every lead. Pipeline counts are flat wrong (14 Won shown vs 377 real).
✅ Done🔨 In progress⏭️ Up next○ Later🎯 Needs decision⛔ Blocked
CRITICAL — by Mon 7/20
Immediate: the CRM demo (committed to Amanda)
The drafted email commits Aspire to a CRM demo Monday 7/20. Everything below serves that first.
- 🎯 Send the drafted email (Made by Aspire drafts → Amanda [email protected] + Hannah, CC Jaime)
- ⏭️ Provision GHL sub-account for Modern Maid (Circa) — the demo needs a live target
- ⏭️ Build the Sales pipeline in GHL with Katie's stages (demo-ready)
- ⏭️ Import a real slice of contacts + a few opportunities so the demo shows their actual data
- ⏭️ Stand up a taste of the daily-activity engine (morning digest concept)
- ⏭️ Rehearse the 10-min demo walkthrough for Amanda/Hannah/Katie
Phase 1
CRM migration & core (Pulse → GHL)
The heart of the engagement. Data is already extracted + import-ready.
- ✅ Extract all of Pulse — 6,883 contacts, 1.15M activities, 1,505 deals, 11 boards (secured to NAS)
- ✅ Merge with Jobber (3,697 clients) → 7,357 deduped contacts + consent segments
- ✅ Build GHL import bundle — merged_contacts_final.csv, opportunities_import.csv
- ⛔ Run the contact + opportunity import (needs the GHL sub-account first)
- ⏭️ Pipeline: Katie's stages, no auto-advance, accurate Won/Lost counts (real Won = 377, not 14)
- ⏭️ Daily-activity engine: morning digest + stale-lead reminders + 60-day reactivation
- ⏭️ Custom fields, lead-source dropdown, provenance tags
- ⏭️ Unified intake: web + email + call-in leads deduped into one place (kills the call-in gap)
- ⏭️ Lead enrichment: service-area radius check + property data (sqft/beds/baths)
- ⏭️ Wire the new website forms → GHL; surface Katie's notes on the contact record
Phase 1 gate
Consent / A2P (compliance gate before any SMS)
Handled safe-by-default in the import; needs Amanda's channel call.
- ✅ Segment the base: 3,266 textable · 3,394 suppressed · 697 Jobber-only (335 with phones)
- ✅ Re-consent plan drafted (transactional-only + soft opt-in at next service, never cold-blast)
- 🎯 Amanda: pick re-consent channel (service-text piggyback / email / staff-collected)
- ○ A2P 10DLC registration (~2-week lead time) before automated marketing SMS
Phase 2
Phone — replace Ooma
No physical handsets. Plan: a couple of cheap old iPhones running the LeadConnector app for Katie + Amelia.
- 🔨 Dig into their current Ooma setup — numbers, plan, monthly cost, who uses what
- ⏭️ LC Phone provisioning + port the existing number(s) (2–4 week calendar)
- ⏭️ Old iPhones + LeadConnector app for Katie + Amelia (the desk-handset workaround)
- ⏭️ SMS ↔ Jobber sync via noteCreate — kills the copy-paste (Hannah's #1 pain)
- ○ Voice AI answering + call recording (dispute protection)
Phase 3
Applause replacement — the tip + review page
Comes AFTER the CRM (per the email). Plan of record confirmed: custom page + MM's own Stripe + weekly payroll report. Aspire never touches the money.
- ✅ Scoped: Applause is a payment rail; instant-cashout fee is on the tech; tips run payroll for W-2 regardless
- 🎯 Get Applause's actual monthly invoice $ (from Hannah) — the savings number
- 🎯 Confirm Payroll City = payrollcity.com, Colorado Springs (CSV/IIF upload, no API)
- ○ Custom review+tip page off Jobber visit_complete → reviews into GHL
- ○ Tips on Modern Maid's OWN Stripe (restricted key, Stripe Elements, MM = merchant of record)
- ○ Customer-covers-processing-fee toggle (tip stays whole, MM doesn't eat ~3%)
- ○ Weekly tip-report cron — even split, exclude trainee + supervisors (FLSA) → Payroll City file
- ○ Route tax/wage mechanics to 2K Consulting (their domain)
Phase 4
Hiring pipeline rebuild
Their whole recruiting operation lives in Pulse boards — captured and specced for Jaime + Vegas.
- ✅ Capture all hiring boards: 174 applicants + 25 onboarding + 18 active employees
- ✅ Reverse-engineer the application into a build spec (docs.madebyaspire.com/modern-maid/application-spec)
- ⏭️ Rebuild the short application form (screening + 3 employers + 3 references) — Jaime/Vegas
- ⏭️ Fix the broken emailed "full application" step (silently captured nothing)
- ○ Recruiting pipeline in GHL (New Applicant → … → Active Employee)
- ○ Onboarding doc sequence to replace PandaDoc ($30/doc); Dropbox → single folder per employee
Phase 5
Website launch + lead generation
The win condition is 40 leads/week — this is where volume comes from.
- ⛔ Fix the 4 lead-capture forms (currently discard submissions — launch blocker)
- ⛔ Build /privacy + /terms (A2P compliance blockers), /services hub page
- ⏭️ Website content + application review with Jaime before go-live
- 🎯 Bernard / Google Ads takeover decision (CLI-135): 30-day audit vs Day-1 vs phased
- ○ Meta (Facebook/Instagram) ads channel; internal advertising to their own lead pile
Artifacts built so far
📊 Migration & delta dashboard — extraction results, Pulse⇄Jobber delta
🗂️ Application build spec — for Jaime + Vegas (docs domain)
🤖 GHL mega-prompt + import bundle —
aspire-digital/services/pulse-migration/ + NAS backup✉️ Proposal email — drafted (unsent) in Made by Aspire drafts, commits to Monday CRM demo