Marketing Inventors : Digital Solutions Agency

Internal SOP

Use this SOP to help guide you through our process

Marketing Inventors - Complete System Workflow with Team Assignments

Marketing Inventors - Complete System Workflow

🏆 Team Structure & Responsibilities

Thomas Alpers

Chief Executive Officer

  • • Lead sales closer
  • • Strategic partnerships
  • • High-ticket clients
  • • Agency partnerships
  • • Final escalation point

Supported by: Chloe & Claire

Lucas Ramirez

Chief Of Operations

  • • Sales operations
  • • Process optimization
  • • Team coordination
  • • Quality assurance
  • • Pipeline management

Supported by: Chloe & Claire

Michael Le

Chief Technology Officer

  • • Sr. Developer
  • • Product development
  • • GHL configurations
  • • Technical solutions
  • • System integrations

Supported by: Irah (EA)

Pierre Murillo

Creative Director

  • • Content creation
  • • Video production
  • • Photography
  • • Creative strategy
  • • Brand assets

Brett Gourvennec

GFI Business Director & Account Manager

  • • GFI Insurance Group
  • • Platinum Partner relations
  • • IRL Media Partner
  • • GFI Connect events
  • • Client onboarding

Supported by: Chloe & Claire

Arianna Monell

Operations Manager & Account Manager

  • • Account management
  • • Client relationships
  • • Project delivery
  • • SOW creation
  • • Client onboarding

Supported by: Chloe & Claire

Virtual Assistant & Executive Support Team

Chloe (VA)
  • • Supports: Thomas, Lucas, Brett, Arianna
  • • Sales coordination
  • • Meeting scheduling
  • • Lead follow-ups
Claire (VA)
  • • Supports: Thomas, Lucas, Arianna
  • • Client communications
  • • Account documentation
  • • Support ticket triage
Irah Denise Grappe (EA)
  • • Supports Michael (CTO)
  • • Technical documentation
  • • Development coordination
  • • Onboarding delegation
Tech Team
  • • Suleman (Engineer)
  • • Tech Team Member (Engineer/Onboarding)
  • • Contract Team Members
  • • System configurations

📈 Lead Generation & Services

PHASE 1

Lead Generation Sources

💰 Paid Advertising

  • Meta Ads
  • TikTok Ads
  • Google Ads

Budget: $3000/month

🤝 Partner Programs

  • Referral Affiliates: $50–$100/sale
  • Sales Partners: 15–20% commission
  • Agency Partners: 20% commission

📧 Digital Marketing

  • Email Blasts 3–4x/week ($150)
  • Facebook Group Posting
  • Local SEO & Blogs
  • Reddit & Social Groups
  • Social Media Daily Posts
  • Story Dumps 1–2x/week

🔧 Tools & Automation

  • HighLevel Agency Tool ($29.99)
  • Lead Scraper AI
  • Qualified Cold Calls

Service Offerings

Marketing Agency Full Package

6 employees in 1 solution

  • Paid ads management
  • Social media management
  • Content creation
  • Photography/Videography
  • Web development

$500–$5000/month

Personal AI Assistants

5x–10x performance boost

  • Appointment Setter
  • Information Management
  • Call Transfers

$499/month + $2–3k setup + usage

Integration & Automation

Connect all systems

  • System Integration
  • Workflow Automation
  • SOPs Development
  • Business Growth Systems

Custom Pricing

⬇

📅 Lead → Appointment Setting Process

1

Lead Enters System

Via pipelines, ads, or referrals

Monitored by: COO

2

Auto-Response

Immediate email/SMS confirmation

System: Automated

3

Qualifier Call

5-min discovery by setter

Team: Sales Team

4

Book Appointment

Schedule demo with sales rep

Team: Sales Team

5

Sales Handoff

Notes & prep sent to Operations

Handoff to: Operations

⬇

💼 Sales Process & SOW Creation

PHASE 2

📋 Complete SOW & Contract Process

1

SOW Information Handoff

Sales provides all deal details to Operations

From: Sales Team
To: Operations

2

SOW Creation & Send

Operations creates SOW contract and sends to customer

Owner: Operations
CC: Sales Rep + Thomas

3

Sales Follow-up

If client doesn't sign, sales follows up. Ask why & adjust if needed

Owner: Original Sales Rep

4

Customer Signs Contract

E-signature received via GHL

TRIGGER: Operations sends invoice

5

Invoice Sent

Payment link included

Owner: Operations

6

Payment Received

TRIGGER: Start onboarding process

Confirmed: Operations

📌 CRITICAL: Immediately After Payment Received

Operations MUST complete these actions:

  • ✓ Move opportunity card to correct pipeline stage
  • ✓ Update opportunity value to total amount paid
  • ✓ Change status to "Won"
  • ✓ Change customer type to "Customer"
  • ✓ Begin onboarding process
⚠️ Important Note for GHL Sales:
During sales meetings, inform customers that the invoice will NOT include the MI System (HighLevel) charge. The GHL subscription is billed separately on the day of their onboarding meeting.
⬇

💳 Payment Processing & GHL Account Setup

PHASE 3A

Payment Types & GHL Account Creation Process

🟢 GFI Clients - Automatic Sales

Sign-up via Link

Process:
  1. Customer pays setup fee via link
  2. GHL account created automatically
  3. Customer receives login immediately
  4. Onboarding form auto-sent
  5. Calendar link sent to book onboarding
Plan: $199/month
Trial: 30 days free while setup
Payment Provider: GFI x MI (for insurance)

🔵 GFI Clients - Invoice/Meeting

From Sales Appointment

Process:
  1. Customer closes via sales meeting and pays invoice
  2. Account Manager submits Project Form to trigger onboarding email, onboarding form, and onboarding calendar link
  3. Action: Ask Tech to set up account manually
  4. Go to SaaS → Choose correct GHL plan
  5. Customer gets login credentials
  6. Onboarding is scheduled using the onboarding calendar
Plan: $199/month
Trial: 30 days free while setup
Payment Provider: GFI x MI
Tech Setup: Michael's Team

🟣 MI Clients - Automatic Sales

Sign-up via Link

Process:
  1. Customer pays setup fee via link
  2. GHL account created automatically
  3. Customer receives login immediately
  4. Onboarding form auto-sent
  5. Calendar link sent to book onboarding
Trial: 14–30 days free while setup
Payment Provider: Marketing Inventors

🟪 MI Clients - Invoice/Meeting

From Sales Appointment

Process:
  1. Customer closes via sales meeting and pays invoice
  2. Account Manager submits Project Form to trigger onboarding email, onboarding form, and onboarding calendar link
  3. Action: Set up account in SaaS
  4. Choose correct GHL plan
  5. Customer gets login credentials
  6. Onboarding is scheduled using the onboarding calendar
Trial: 30 days free while setup
Payment Provider: Marketing Inventors
Manual Setup: Operations team
⬇

🎯 Complete Onboarding Process

PHASE 3B

Step-by-Step Onboarding Workflow

Step #1: Account Manager Assignment

Owner: Operations

  • Operations chooses account manager for onboarding
  • Options: Account Manager
  • Assignment based on client type and workload

Step #2: Submit Project Form (Automations Trigger)

Owner: Account Manager

  • Submit the Project Form immediately after payment
  • This triggers onboarding email, onboarding form, and onboarding calendar link
  • Fill out the form based on customer wants/needs
  • Handoff to tech onboarding team via Project Forms

Step #3: Verify Onboarding Email & Links

Owner: Account Manager

  • Check if onboarding email went out
  • Confirm customer received onboarding calendar link
  • Confirm customer has login to GHL account (if applicable)

Step #4: Manual Email Trigger (If Automations Fail)

Use only if auto-email fails

TAGs to manually fire onboarding emails:
  • For GHL and Paid Ads Packages:
    Add tag: Paid GHL/Paid ads - Start Onboarding
  • For Social Media Package:
    Add tag: Paid Social Media Management - Start Onboarding

After adding tag: Check customer's profile view to verify onboarding email was fired

Step #5: Follow-up & Schedule Onboarding

Owner: Account Manager

  • Reach out to customer to follow up
  • Set up onboarding time on onboarding calendar if not already booked
  • If customer already booked, confirm appointment and introduce yourself briefly
⬇

🔧 Technical Onboarding Process (Before Meeting)

Tech Team Task Delegation

Owner: Tech Operations (Irah)

When project submitted by account manager:
  1. Tech Operations receives project submission
  2. Delegates onboarding task to engineer:
    • • Suleman
    • • Tech Team Member
    • • Brand Locus
    • • Irah
    • • Michael (use last)
  3. Tech team follows package-specific HighLevel Tech Onboarding Guidelines based on the client’s plan (GHL + Ads, Social, etc.)

GHL Subaccount Configuration

Assigned Engineer

In Agency Account - Setup Checklist:
  • ✓ Set up snapshot for each niche
  • ✓ Adjust rebilling to 2x
  • ✓ Turn on HIPAA if needed
  • ✓ Fill out GHL with onboarding form data (if submitted)
  • ✓ Ensure opportunity cards are in correct spots
  • ✓ Create Notion database information
  • ✓ Create GHL database information

Onboarding Meeting Assignment

Owner: Tech Operations (Irah)

Tech Operations assigns who conducts onboarding:
  • Option 1: Irah
  • Option 2: Tech Team Member

Action: Check onboarding calendar for scheduled times

⬇

📅 ONBOARDING DAY

Onboarding Meeting Responsibilities

Account Manager + Tech Team

Account Manager Tasks

  • Lead the meeting & relationship
  • Collect credit card information for GHL rebilling
  • Ask about additional services or explanations
  • Collect passwords & 2FA accounts if needed
  • Manage client expectations & timeline

Tech Team Tasks

  • Handle ALL technical setup
  • Set up phone number & A2P (if docs ready)
  • Create business email via Google Workspace
  • Upload domain for Google Workspace
  • Configure email marketing domains
  • Determine lead assignment preferences
  • Present lead management options
⬇

📊 Post-Onboarding: Progress & Delivery

1

Onboarding Meeting

Kickoff, access, expectations, and plan confirmed

2

Weekly Email/Text Progress Updates

Light updates during build/setup phase

3

2-Week Progress Meeting

Review progress, collect missing assets, align expectations

4

30-Day Delivery Meeting

Walk-through deliverables, finalize setup, handoff into ongoing service

COMPANY

INFORMATION

LEGAL

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