CRM Sales Workflow

Build a complete CRM sales management system via OpenClaw Ultra. From pipeline setup and lead qualification to deal progression and revenue forecasting, manage your entire sales operation from a single chat interface.

Core System Overview

INFO

This is a closed-loop CRM sales workflow. OpenClaw Ultra handles pipeline management, lead capture, contact enrichment, deal tracking, activity logging, and reporting via your CRM API, so you can run your sales process without switching between tabs.

System Layer	Core Function	Final Output
Connection Layer	CRM API authentication, workspace setup, connection verification	Verified CRM connection
Pipeline Layer	Deal stages, pipeline configuration, stage movement rules	Configured sales pipeline
Lead Layer	Lead capture, enrichment, scoring, qualification	Qualified lead pipeline
Contact Layer	Contact management, company enrichment, communication history	Complete contact profiles
Deal Layer	Deal creation, stage progression, probability tracking	Tracked deal pipeline
Activity Layer	Task creation, follow-up scheduling, call/email logging	Logged sales activities
Reporting Layer	Pipeline analytics, conversion rates, revenue forecasts	Periodic sales reports
Optimization Layer	Bottleneck analysis, process refinement, automation suggestions	Improved sales process

Prerequisites

Item	Requirement
OpenClaw Ultra	Installed and running
CRM Account	Active account with API access (HubSpot, Salesforce, Pipedrive, or similar)
CRM API Credentials	API key or OAuth token with read/write permissions
Pipeline Stages Defined	(Recommended) Your sales stages are set up in the CRM

Step 0 — Initialize Your CRM Sales System

Set up OpenClaw Ultra as your dedicated sales operations manager.

Operation Steps

1. Open OpenClaw Ultra new chat session
2. Gather your CRM API credentials and pipeline details
3. Paste the initialization prompt

Ready-to-Use Prompt

Act as my CRM sales operations manager.

My CRM:
- Platform: [HubSpot / Salesforce / Pipedrive / other]
- API credentials: [key or token]
- Pipeline name: [name]
- Deal stages (in order): [stage1 → stage2 → stage3 → ...]

Build a complete sales management system that covers:
- pipeline configuration and deal tracking
- lead capture and qualification
- contact management and enrichment
- activity logging and task management
- reporting and revenue forecasting

Step 1 — Connect to Your CRM

Establish a verified connection between OpenClaw Ultra and your CRM platform.

1.1 Authenticate with the CRM API

Connect to my [CRM platform] using these credentials: [API key or token]

Run these checks:
1. Verify the connection by calling the CRM's auth/me or equivalent endpoint
2. List my available pipelines and their stages
3. Return the pipeline ID, stage names, and stage order

If authentication fails, explain what is wrong and how to fix it.

1.2 Map Pipeline and Stages

Map my sales pipeline:

Pipeline: [pipeline name or ID]

For each stage, identify:
- Stage name and ID
- Deal count currently in this stage
- Total value of deals in this stage

Return a pipeline overview table:
| Stage | Deal Count | Total Value | Expected Close Window |

Step 1 Output

Verified CRM connection with a mapped pipeline and stage overview.

Step 2 — Configure Your Sales Pipeline

Set up deal properties and stage rules so your pipeline reflects your actual sales process.

2.1 Define Deal Properties

Configure deal properties for pipeline [pipeline ID]:

Required properties:
- Deal Name: text
- Amount: number (currency)
- Close Date: date
- Stage: pipeline stage (from existing stages)
- Owner: user/team

Custom properties:
- [property name]: [type / options]
- [property name]: [type / options]

Confirm each property exists and show the current deal schema.

2.2 Set Stage Movement Rules

Define stage movement rules for my pipeline:

Rules:
1. A deal cannot skip from [early stage] directly to [late stage] — it must pass through [middle stage]
2. If a deal stays in [stage] for more than [X days], flag it as stalled
3. When a deal moves to [stage], auto-set Close Date to [X days from now] if empty

Apply these rules and confirm they are in place.

Step 2 Output

Configured pipeline with defined deal properties and stage movement rules.

Step 3 — Capture and Qualify Leads

Bring leads into your CRM directly from chat.

3.1 Add a New Lead

Add a new lead to my CRM:

Lead details:
- Name: [contact name]
- Company: [company name]
- Email: [email]
- Phone: [phone]
- Source: [website / referral / event / cold outreach]
- Notes: [any qualifying info]

Assign to [owner], set stage to [first stage], and return the contact and deal IDs.

3.2 Enrich and Score Leads

Enrich lead [lead ID or email]:

1. Search for company info: industry, size, location, funding
2. Cross-reference: does this company match my ideal customer profile?
3. Score the lead on:
   - Fit (0-10): how well they match my ICP
   - Engagement (0-10): how responsive they have been
   - Priority (P1-P4): P1 = high fit + high engagement, P4 = low fit + low engagement

Return a qualification summary with the score and a recommended next action.

3.3 Import Leads in Bulk

Import these leads into my CRM:

Format: CSV with columns: name, company, email, phone, source, notes
[CSV data or paste rows]

Map each column to the correct CRM property. Skip duplicates by email. Return:
- Number of leads created
- Number of duplicates skipped
- Any rows that failed and why

Step 3 Output

Captured, enriched, and scored leads added to your CRM pipeline.

Step 4 — Manage Deals and Opportunities

Track deals through your pipeline stages.

4.1 Create a Deal from a Lead

Create a deal from lead [lead ID or contact name]:

Deal details:
- Amount: [estimated value]
- Close Date: [target date]
- Stage: [current stage]
- Products/Services: [what they are interested in]

Link the deal to the existing contact and company records. Return the deal URL and ID.

4.2 Move a Deal Forward

Move deal [deal ID or name] to stage [next stage].

Before moving, confirm:
1. Required fields for the current stage are complete
2. No missing data blocks the transition
3. Update the amount if it has changed: [new amount or "no change"]

After moving, return:
- New stage and a summary of deal changes
- Suggested next steps for the new stage

4.3 Review Your Pipeline

Review my sales pipeline as of today:

1. Count deals in each stage
2. Total pipeline value
3. Deals closing this week (amount + count)
4. Deals closing this month (amount + count)
5. Stalled deals — no activity in [X] days

Format as a pipeline review table:
| Stage | Count | Total Value | Stalled | Closing This Month |

Step 4 Output

Active deal pipeline with stage movement and regular reviews.

Step 5 — Track Sales Activities and Follow-ups

Log every interaction and keep follow-ups on schedule.

5.1 Log a Call or Meeting

Log a [call / meeting] with [contact name] regarding deal [deal ID or name]:

Details:
- Date: [date]
- Duration: [minutes]
- Notes: [key discussion points]
- Next steps: [agreed actions]
- Follow-up date: [date]

Create a contact activity record and a follow-up task due on the follow-up date.

5.2 Create Follow-up Tasks

Review all deals with no activity in the last [X] days:

For each stalled deal:
1. Create a follow-up task: "Follow up on [deal name] — last contact was [date]"
2. Set task due date: tomorrow
3. Assign to the deal owner

Return a table of created tasks: deal name, owner, task, due date.

5.3 Daily Sales Activities Report

Generate today's sales activities report:

1. Meetings scheduled today — time, contact, deal
2. Calls logged today — count and contacts
3. Emails sent today — count and contacts
4. Tasks due today — what, for which deal
5. Overdue tasks from previous days

Return a daily briefing I can review in 30 seconds.

Step 5 Output

Logged activities with automated follow-up tasks and daily briefings.

Step 6 — Generate Reports and Forecasts

Turn your CRM data into actionable reports.

6.1 Pipeline Health Report

Generate a pipeline health report:

Metrics:
- Total pipeline value: [calculated]
- Weighted pipeline value (value × probability per stage)
- Average deal size: [calculated]
- Win rate: [closed won / (closed won + closed lost)]
- Average sales cycle length: [days from creation to close]
- Deals created this week vs last week

Return a summary with month-over-month comparisons where available.

6.2 Revenue Forecast

Forecast revenue for the next [30 / 60 / 90] days:

Based on current pipeline:
1. Deals with close dates in the forecast window
2. Apply stage probability weighting
3. Group by month
4. Best case (all close) vs forecast (weighted) vs committed (90%+ probability)

Return a forecast table:
| Month | Best Case | Forecast | Committed |

6.3 Rep Performance Overview

Show me a performance overview for each sales rep:

For each rep:
- Active deals count
- Total pipeline value
- Deals closed this month (count + value)
- Win rate
- Average deal size
- Activities logged this week (calls + meetings + tasks)

Sort by pipeline value descending.

Step 6 Output

Pipeline health reports, revenue forecasts, and rep performance views.

Step 7 — Optimize Your Sales Process

Analyze your pipeline data and identify improvements.

7.1 Bottleneck Analysis

Analyze my pipeline for bottlenecks:

1. For each stage, calculate the average time deals spend there
2. Identify stages where deals spend more than [X] days
3. Find the stage with the highest drop-off rate
4. Compare current cycle times to the previous [30 / 60] days

Return a bottleneck report with specific recommendations for each problem stage.

7.2 Process Improvement Suggestions

Based on my pipeline data, suggest process improvements:

Analyze:
- Which lead sources produce the highest win rate
- Which activities (calls, emails, meetings) correlate with closed deals
- Common reasons deals are lost (from deal notes)
- Stage transition patterns for won vs lost deals

Return 3-5 specific, actionable recommendations with expected impact where possible.

7.3 Automation Opportunities

Identify automation opportunities in my sales process:

Look for:
1. Repetitive manual tasks (data entry, status updates, report generation)
2. Follow-ups that are consistently late or missed
3. Lead enrichment that happens outside the CRM
4. Report generation that takes more than 5 minutes each time

For each opportunity, suggest a prompt or workflow I can add to improve it.

Step 7 Output

Data-driven process improvements and automation opportunities for your sales pipeline.

Final Closed-Loop CRM Sales Workflow

CRM Connected → Pipeline Configured → Leads Captured →
Contacts Enriched → Deals Progressed → Activities Logged →
Reports Generated → Revenue Forecasted → Process Analyzed →
Bottlenecks Identified → Next Cycle Improved

Practical Usage Tips

1. Store your CRM API token in a .env file and reference it in prompts instead of pasting it each time
2. Start with one pipeline and expand after the deal tracking loop is working
3. Run the pipeline review prompt (4.3) at the start of each day — it takes 10 seconds and keeps the team aligned
4. Use the daily activities report (5.3) as your morning standup briefing
5. Most CRM APIs have rate limits — batch bulk operations into chunks of 50-100 records
6. Stage probability defaults vary by CRM — set them to match your actual historical win rates
7. For extracting CRM data into persistent notes, see Personal Knowledge Base