Prepared for Mike Johnson, Owner - April 2026

Wasatch Structures
Operations Intelligence System

A system that makes information flow between pipeline stages, gives leadership daily visibility, and makes sales activity trackable - using the tools your team already has.

21 → 9 Pipeline Stages
72 Deals Migrated
6 Weeks Build Time
0 New Logins
✔
Same tools, new intelligence

The team keeps using Gmail, Google Chat, Google Calendar, and Copper. The intelligence layer is invisible to them. They just see the results: notifications, tasks, and leadership that knows what's going on.

01

The Problem

Information doesn't flow between stages. When something falls through the cracks, the customer gets hurt.

Every person interviewed described the same problem from a different angle: information does not flow between stages. There are no gates, no notifications, and no enforced handoffs.

⚠

21 Pipeline Stages

Seven have zero deals. Five are named after individual people instead of process steps.

💰

88% Missing Values

88% of deals have no dollar value entered. Deals move through the pipeline without critical data.

📞

147 Days No Follow-Up

Copper shows 147 days since last follow-up on active deals, because it only counts emails - not phone calls or texts.

📋

SOPs in a Folder

SOPs exist and they're well written. But they live in a folder with no way to deliver them at the moment someone needs them.

🚨
The core issue

Sales hands off deals without complete data. Estimating guesses because qualifying questions were never answered. There is no mechanism to enforce that steps were completed before work moves downstream.

02

Before and After

Here's exactly what changes across the three biggest pain points.

Pipeline and Process

TodayAfter
Pipeline stages 21 stages, 7 empty, 5 named after people 9 clean stages that follow the actual job flow
Moving deals Deals get dragged with nothing filled in System bounces the deal back and lists what's missing
SOPs Sit in a folder nobody opens Auto-populate on every deal at every stage, must be completed to advance
Handoffs Nobody knows when work arrives in their queue Chat notification the moment a deal enters your stage with your task list
Deal values 88% of deals have no dollar value Dollar value required before deals move past Proposal

Leadership Visibility

TodayAfter
Daily awareness No idea what each person did unless you ask 8am briefing: emails, calls, calendar, deals, and red flags for every team member
Call tracking Copper shows 147 days no follow-up (call happened) Calls and texts tracked and logged automatically
Calendar visibility Have to open 7 calendars Briefing flags empty calendars and schedule gaps
Email oversight No way to verify customer emails are being sent Exact email counts per person: sent, received, unreplied
Internal email Happens without leadership awareness Search any inbox from your own Gmail. Auto-receive copies of all company email.

Sales Accountability

TodayAfter
Call visibility No visibility into whether sales is making calls Every call and text logged with duration and summary
Follow-up verification Claims with no record to back them up Exact call count, text count, and email count daily
Activity checks No way to verify without asking Leadership sees it before the salesperson starts their day
03

What Gets Built

Eight pieces that work together to enforce process, track activity, and brief leadership every morning.

1

Pipeline Redesign

21 stages down to 9, with proper fields and structure

2

Stage Gates

Deals can't advance until required fields and tasks are done

3

SOP Task Creation

Leon's SOPs auto-populate as tasks on every deal at every stage

4

Chat Notifications

The next person knows immediately when work arrives

5

Daily Briefing

Every morning at 8am - what happened, what's on deck, what needs attention

6

Email Visibility

Search any team inbox from your own Gmail. 15 minutes to set up.

7

Call Tracking

Brandon's calls and texts logged, transcribed, and summarized

8

Zapier Replacement

Existing automations migrated - one less tool, one less bill

Details on each piece

The 9 new stages follow how a job actually moves: Opportunity, Qualifying, Estimating, Proposal, Agreement and Deposit, Drafting and Engineering, Procurement, Active Project Management, Completion and Closeout.

Five stages named after individual PMs get replaced with one stage and a Project Manager dropdown field. New fields get added for building dimensions, door type, snow load, number of units, customer timeline, lead source, and state.

All 72 existing deals get migrated to the new stages.

When someone moves a deal forward, the system checks required fields and SOP task completion. If anything is missing, the deal moves back automatically and the person gets a Google Chat message listing exactly what needs to be done.

A backup check runs every 30 minutes to catch anything that slipped through.

When a deal enters a new stage, the system creates Leon's SOP tasks on the Copper deal record. Each task is assigned to the right person with a target date.

Leon defines the tasks once per stage. Every deal gets the same checklist. When Leon updates an SOP, the templates update to match.

When a deal advances (all tasks complete, all fields filled), the next person gets a Google Chat message with the job name, customer, and their task list. They know work arrived the moment it happens.

Every morning at 8am, Mike and Leon receive one briefing in Google Chat covering every team member: emails sent and received, calls and texts made, calendar for today, active deals, task completion, and red flags like stale deals or zero-activity days.

Ends with the top 3 priorities needing leadership attention.

Mike and Leon can customize a daily directive per person through a Google Sheet. Type a message, it shows up in tomorrow's briefing. No technical skills needed.

Email delegation lets Mike and Leon open any team member's inbox from their own Gmail with full search. Content compliance auto-copies all emails to a monitoring inbox.

Both are native Google Workspace features. 15 minutes to set up. No additional tools or cost.

Brandon uses Quo on his Android. Makes calls and texts through the app. Every call is recorded, transcribed, and summarized. Data flows into Copper and the morning briefing automatically.

His existing number ports to Quo for free in 5 to 14 days. He can start calling immediately with a temporary number.

Avery's existing Zapier automations (job sheet creation, folder creation) get migrated to the same platform that powers everything else. One less tool, one less monthly bill.

ℹ
What does NOT change

Google Sheets job sheet template is untouched. QuickBooks is untouched. Google Drive folder structure stays the same. Nobody's Gmail, Calendar, or Chat experience changes. Call tracking only applies to sales - PMs, estimating, procurement, and accounting are not affected.

04

How It All Connects

The system enforces process, tracks activity, and delivers intelligence - all flowing into one morning briefing.

The information flow

Team Activity (inputs)

Copper CRM

Deal moves, field updates, task completion

Gmail

Emails sent, received, unreplied

Google Calendar

Meetings, schedule gaps

Quo (Brandon)

Calls, texts, recordings, transcripts

↓

Intelligence Layer (processing)

Stage Gates

Enforce fields + tasks before advancing

SOP Tasks

Auto-create checklists per stage

AI Processing

Summarize, flag, prioritize

↓

Outputs (what people see)

Chat Notifications

Instant alerts when work arrives or bounces back

8am Briefing

Full daily intelligence for Mike and Leon

Email Visibility

Search any inbox, auto-copy all email

What happens when a deal moves forward

1
Someone drags a deal to the next stage

In Copper, just like they do today

2
System checks required fields and task completion

Are all the required fields filled in? Are all SOP tasks for this stage marked complete?

✗
If something is missing: deal bounces back

The person gets a Chat message listing exactly what needs to be done

✓
If everything is complete: deal advances

SOP tasks for the new stage auto-populate, assigned to the right person with target dates

5
Next person gets a Chat notification

Job name, customer, and their task list - they know work arrived the moment it happens

05

What Your Team Experiences

Each person's change is small. The compound effect is huge.

Mike
Owner / Leadership

Opens Google Chat each morning and reads the briefing. Searches any inbox from his own Gmail. Customizes daily directives through a Google Sheet. Knows exactly what is happening without asking anyone.

Leon
Operations / SOPs

Defines the SOP task lists. Gets the daily briefing with Mike. His SOPs are enforced by the system instead of by him chasing people.

Brandon
Sales

Downloads Quo on his Android. Makes calls and texts through it. Fills out Copper fields and completes tasks before moving deals. Gets a Chat message when something bounces back. That is his only change.

Dylan
Estimating

Sees tasks on deals when they enter Estimating. Checks them off. Never opens a deal with blank qualifying data again. Gets a Chat notification when a deal is ready for him.

Avery
Drafting and Engineering

Zapier automations migrated. Gets Chat notifications for Drafting deals. Otherwise the same.

Chris
Procurement

Sees tasks when deals enter Procurement. Checks them off. Gets notified when work arrives. No other changes.

Katie
Accounting

Nothing changes. QuickBooks untouched. Not on Quo. No interaction with the automation system.

06

Timeline

Six weeks, three phases. Foundation first, intelligence second, handoff last.

Weeks 1-2
Foundation
  • ✓ Copper pipeline rebuilt: 21 stages to 9, new fields, task templates defined with Leon
  • ✓ 72 deals migrated to new stages
  • ✓ Google Workspace configured: email/calendar access, email delegation, content compliance
  • ✓ Brandon's Quo account created, A2P registration submitted, number port started
  • ✓ Zapier automations migrated
Weeks 3-4
Intelligence Layer
  • ✓ Stage gates live: deals bounce back when requirements are not met
  • ✓ SOP tasks auto-create on every stage change
  • ✓ Google Chat notifications live
  • ✓ Daily leadership briefing live for Mike and Leon
  • ✓ Quo data flowing into Copper and the briefing
  • ✓ Testing, tuning, and adjustments based on real usage
Weeks 5-6
Handoff
  • ✓ Documentation delivered: architecture, workflows, runbooks, training recordings
  • ✓ System handed over to Wasatch ownership
  • ✓ Monthly maintenance retainer begins
📋
What Wasatch provides to kick this off

Four things, one call: Google Workspace super admin access (or 5 minutes on a video call to click a few buttons). Copper admin API key generated under Mike's account. Brandon moves to Quo. Leon's SOP task lists per stage: the 3 to 7 steps per stage that must be completed before a deal advances.

07

You Own Everything

Every account, credential, and configuration belongs to Wasatch Structures. The consultant is replaceable by design.

☁
Google Workspace

Already yours. Email delegation, compliance rules, and the service account all live in your admin panel. Any Workspace admin can view, modify, or remove them.

📊
Copper CRM

Pipeline stages, custom fields, task templates, and API keys are all tied to the Wasatch account. Remove the consultant's access and nothing changes.

⚙
Automation Platform

Created under Wasatch's email. Workflows export as backup files. A different consultant can log in and pick up where the last one left off.

🧠
AI Processing

Created under Wasatch's email with your billing. The consultant configures prompts, but the account belongs to you.

📱
Quo

Workspace created under Wasatch. Mike is the owner. If Brandon leaves, his number and call history stay with the company.

Ongoing Maintenance

After the build, the system needs light upkeep. Estimated steady state: 2 to 5 hours per month.

2-5 hrs Per Month
80% Non-Technical
20% Needs Tech Help
🔍
Monitor automations for errors

Most months: nothing breaks

🔄
Update AI model versions

Roughly twice per year, 2 to 4 hours each time

📝
Adjust task templates

When Leon updates SOPs

👥
Add or remove team members

As the team changes

💬
Tune the briefing

Based on Mike's feedback

🔒
Documented and transferable

The system is documented with architecture diagrams, workflow documentation, plain-English runbooks, and training recordings. A future consultant or technically comfortable operations person can take over without the original builder. The system should outlast any single person, including the person who built it.