The plan, soup to nuts

You already own every piece. Nothing talks to anything.

Salesforce for everything. Copilot on every desk. LinkedIn accounts working every week. Warmed mailboxes. A trade show calendar. Reps who know the market. Training handbooks already written and years of machine knowledge sitting in folders and mailboxes. The one thing missing is the machine that joins them up, so a lead moves from first message to closed deal without a person carrying it between systems by hand. This page shows what that machine looks like, workflow by workflow, and where it already runs.

0systems you already pay for
0connections between them today
0workflows below, each one end to end
0businesses on one build: IR and ITR

So close, so far

Six islands. Every hand-off between them is a person, a memory, or nothing.

Scroll and watch what the build does. Each line is a real connection: an API user on Salesforce, the LinkedIn accounts and mailboxes we already run, the show lists, and a workspace that remembers everything it has seen.

Salesforce
Everything lives here. Its AI can give you a list; it can't act on it, and it doesn't remember.
MicrosoftCopilot
On every desk with a workspace for IR. Not connected to the CRM, the outreach, or the replies.
LinkedInFour accounts
Messaging every week. A reply is a phone notification.
Warmed mailboxes
Twenty-five, built and warmed on the IR side. Mostly dormant.
Trade shows
Regulars at the shows. Booth, business cards, and a memory of who came by.
The reps' inboxes
Where the warm replies go to wait for a quiet afternoon.
The brain
reads, drafts, routes, remembers
"It's a directive. I don't think it's being done the way it needs to be done, certainly not to the extent that it should be."On reaching people before a trade show
"It'll give you a list. What you can do with that list is nothing, really."On the AI inside Salesforce today
"We all kind of tinker along with it and do the best we can on our own."On running Salesforce without a specialist
"It's a tangled web."On tying a closed deal back to the LinkedIn reply that started it

What Tim has already built

The brain does not start from nothing. It starts from everything IR already knows.

Most companies that ask for AI have to spend the first six months writing down what they know. IR has already done it. The training handbooks exist. The machine knowledge is in folders and mailboxes going back years. Hundreds of thousands of conversations with engineers, buyers and suppliers sit in Salesforce and the inboxes. The reps carry the rest in their heads and their trip notes. The build reads all of it once, keeps it, and puts it to work.

Handbooks. Folders. Mailboxes. Salesforce. The reps' own know-how. One place that has read it all.
The manual that talks

Zach or Graham asks "what tube fits this system and what did we quote the last three times?" and gets the answer from the handbooks and the quote history, with the source, instead of asking a colleague between calls.

The reply with the right part in it

An engineer emails about a system down. The draft comes back with the part, the alternative that worked at another site, and the last price, from the mailbox history and the handbooks. The rep checks it and sends.

The post written from the knowledge

Laura asks for a piece on a common failure and its fix. It is drafted from the handbooks and the real cases, in IR's voice, ready for the LinkedIn page, the blog and the pre-show sequence.

The quote drafted from the history

A request comes in for a part IR has quoted forty times. The draft quote carries the right spec and the right number, and the rep approves it.

This is the same job we did for BOY Machines on Dynamics 365: five thousand trip notes and close to a hundred thousand CRM activities read once and turned into something to say about more than five thousand accounts, before a rep ever asked a question. IR's raw material is deeper.

The workflows

Eleven things that happen every week. Today, and end to end.

Each one plays when you reach it. The grey lane is how it runs now, with the places it waits or drops. Then press the teal button for the same job with the machine in the middle, or flip the tabs at any time. Every teal lane is something we run already, either for our own pipeline or for a client.

What you already have from this

The outreach has been producing for you since January. From the reply onward, we are both blind.

Both platforms, all five seat lanes (Courtney's account, Tim's and Mike's accounts running for Tanya and Arynn on the old platform, then Arynn's and Tanya's own accounts since June), January to the end of August 2026. Our own readbacks. They stop at the point a person replies, because that is where the work leaves our system and lands in a notification. Tim's read on the 28th: real business has come from it, the dollars are hard to tie back, and not every interested reply gets worked.

0connection requests sent since January
0new LinkedIn connections made for IR
0replies, 619 of them read in full and classified: 146 positive, 420 neutral and worth a retouch
0warm-lead emails delivered to Tim, Courtney and the reps since June, 69 different people
0repliers now carrying contact details: 277 verified emails, 414 mobiles
0people who engaged with IR's posts, with 69 emails and 107 cells, sent to Laura and Mike
9,554requests, we see
2,731connected, we see
640replied, we see
?called, nobody sees
?quoted, nobody sees
?closed, nobody sees

Historical results are what these accounts have produced, not a forecast. The point is the three dashed boxes: the build makes them solid.

Where this already runs

Three CRMs, three businesses, the same machine.

Salesforce is the one platform we have not yet wired, and it is the one with the cleanest API of the three. Microsoft Dynamics 365 is a far harder platform to work with, and it runs.

Microsoft Microsoft Dynamics 365

BOY Machines, industrial machinery, ten-person sales team

  • Direct API into their production CRM, no consultant in the loop
  • Every contact and company scored on relationship strength from the CRM history, recalculated every morning and written back
  • Every email address verified; stale ones listed with verified replacements for their approval
  • Five thousand trip notes and the CRM history mined into context for every account
  • A morning edition per rep: who to call, quotes going quiet, reminders, account news; a managers' edition on top
  • A voice line and app: account lookup, dictated visit notes, expenses by voice, reminders set by speaking
  • Six LinkedIn accounts feeding warm leads to the right rep by territory
  • Replies, calls and deals known by source; what each campaign and show produced
HubSpot HubSpot

Digica, software services, six LinkedIn accounts

  • Their own AI workspace on the business development lead's machine, connected to HubSpot and to our outreach data
  • Inbound lead flow: reply read, lead created in HubSpot with the conversation, follow-up drafted
  • Weekly reporting engine, meeting prep, list builder, content engine for the CEO's feed
  • Reactivation of 150 interested replies from before the CRM was connected
  • Deployed in two days; they pay more for the workspace than for the outreach
Microsoft Microsoft 365 + HubSpot HubSpot

Paul Smaldone, one person, three businesses

  • Built in an evening, installed in a two-hour call
  • Morning brief across three businesses, CRM updates by voice, follow-up sweep, meeting prep
  • Account list builder against the US medical data we hold
  • Drafts everything, sends nothing without a yes
Our own pipeline

Enquirer, the pipeline we run on

  • A warm reply becomes a claimed lead, a page built for that person, an intro from the account that started it, an email from the founder, the chase, and a call booked, with nobody touching it
  • Every stage visible on one screen, per rep, per source
  • Revenue, tool cost, team cost and cash on the same screen as the pipeline

The return

Your numbers, not ours.

Two places the money sits. Change the inputs to your own figures; nothing here is a promise, it is arithmetic on what you tell it. The pre-filled numbers are placeholders to show the shape.

Trade shows, pre-booked

The backlog already sitting there

0meetings in the diary per show, before the doors open
$0quoted pipeline per show from pre-booked meetings
$0closed business per year from the shows, on your close rate
$0closed business from the backlog, once every positive reply gets a call
$0a year, both together

How it is worked out: attendees x accept rate x meet rate = meetings; meetings x quote rate x average quote = pipeline per show; x close rate x shows = closed. Backlog: replies x reached-and-quoted x average quote x close rate. The accept rate on your own accounts since January has run at 29 percent across both platforms (2,731 of 9,554), so the 20 percent placeholder is conservative; the rest are yours to set, and the machine reports the real ones every week.

What this leaves out on purpose: the cost of the show itself does not change, the reps' time on the floor is the same time spent better, and the same machine keeps working the leads long after the show.

Salesforce stays

The brain sits on top of Salesforce. It doesn't replace it.

Salesforce keeps every record. The AI inside it can give you a list. The brain can read the list, write the emails, create the leads, log the calls, route by territory, chase the silence, and remember every conversation it has had with you. It works through a standard Salesforce API user, the same route the platform's own partners use, scoped to leads, contacts, accounts, opportunities, quotes and activities.

We have wired this into HubSpot and into Microsoft Dynamics 365, which is a far harder platform than Salesforce to work with. The part of the Salesforce spend that goes on "someone to make it do what we want" is the part this replaces. Copilot stays as the front door if you want it to.

Leads and contactsAccounts by territoryOpportunities and quotesActivities and callsReports by sourceThe website and the blog

What the brain knows on day one

  • Every account and contact in Salesforce, by territory and rep
  • The training handbooks, and the machine knowledge in the folders and mailboxes
  • Every LinkedIn conversation on the accounts we run, and every reply since January
  • The mailboxes, the campaigns, the replies
  • The show calendar and the lists for each show
  • 34,000 US imaging and radiology sites, and the certified mammography facilities, for the two lists
  • The messaging you approved, the questions your buyers ask, and what worked

What it never does

  • Send anything a person has not approved, until you decide otherwise
  • Touch a clinical system, a study or a patient record
  • Hold anything back at handover: you own the workspace, the lists and the playbooks

Innovative TeleRadiology

Same machine, second list.

ITR has no outbound today, no CRM, one part-time marketer, and a service that imaging centers and women's health practices need at the moment their turnaround, cost, capacity or quality slips. The build points the IR machine at a second list in the same weeks, with the routing rule ITR chose: an interested reply lands with Heather or Jen as an email with the conversation and a number to call.

  • Four LinkedIn accounts: Bella, Jen, Heather and Josh, connected by a link, no passwords
  • Messaging built from Josh's own questions: turnaround time on reads, cost, quality, capacity, looking for a change
  • The list: every FDA-certified mammography facility in the states you pick, plus the imaging and women's health practices around them, with switchboard numbers; the first cut is already in Josh's inbox
  • Cold email from the warmed mailboxes we already run, never through a permission-based email tool
  • An open-source CRM ITR owns, on hosting ITR controls at handover
  • Bella's own AI marketing manager: the October Breast Cancer Awareness push planned a month ahead, drafted, approved, scheduled

A lead's journey at ITR

1

A message goes out from Jen's account to the practice manager at a women's imaging center.

2

"Our turnaround has slipped to a week, what's yours?"

3

Reply read, the center created in the CRM, the conversation attached.

4

Heather gets the email: who they are, what they said, the number.

5

She calls. The call and the outcome go on the record.

6

Quiet for a week? The retouch goes out on its own.

The call

Friday, September 18. Two o'clock Eastern.

Eleven in the morning if you are still in San Francisco, seven in the evening for Dan. If Dreamforce runs late, Monday the 21st or Tuesday the 22nd at the same time. Josh, Tim, Kyle, Mike and Laura.

1One lead's journey, end to end, on screen, on IR's own data
2The next show on your calendar: what the three weeks before it look like
3The brain, live: a real ask against your Salesforce records and the handbooks
4Laura's side: the marketing manager, the website, the blog
5ITR: the list, the routing, Bella's setup
6The return in your numbers, then the shape and the number, said out loud