Beta Pilot Delivery (Proof Accumulation)

# SOP — Beta Pilot Delivery (Proof Accumulation)

**Tag**: Phase 0 — Proof First
**Timeline**: 5 days from kickoff
**Owner**: Devin (Delivery Ops) · Rick (Revenue) for intake and testimonial collection

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## Purpose

Beta pilots are the highest-leverage activity in Phase 1. We deliver one working automation to 3-5 beta clients at a deep discount in exchange for testimonials, feedback, and referrals. This is NOT charity — it's proof accumulation with skin in the game from both sides.

**Pricing — two options (client chooses):**
- **Option A: Cost + Setup** — Client reimburses infrastructure costs at cost + $500 setup fee. They pay upfront at a deep discount (vs. $5K+ Starter tier).
- **Option B: Pay-on-Value** — We build the system at no upfront cost. Client only pays if the system delivers measurable value (defined during scoping). Payment terms agreed before build starts.

Option A is preferred (filters for serious clients). Option B is available for high-potential prospects who need to see results first.

**What we get:**
- Honest feedback (improves the product)
- Testimonials with real numbers (social proof for paid clients)
- Case studies (show don't sell)
- Referrals (best clients come from other clients)
- Conviction (we know it works because we've seen it)
- Revenue (Option A) or deferred revenue (Option B)

**What we deliver:**
- One specific automation solving the client's #1 pain point
- Examples: missed-call follow-up bot, review automation, speed-to-lead system, appointment reminders

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## Phase 0: Sourcing & Qualification (Pre-Kickoff)

### Trigger
Clayton identifies prospect through DFW personal network, Google Maps prospecting, or warm referral.

### Steps
1. **Rick** qualifies the prospect:
   - Is this a service business in DFW?
   - Do they have a clear, painful, recurring operational problem?
   - Would they realistically convert to a paid client after seeing results?
   - Are they reachable and responsive?
2. **Rick** pitches the pilot and presents both options:
   - **Option A pitch:** "We're in beta — normally this is a $5K+ engagement. For our first few clients, we'll build it for just infrastructure costs + a $500 setup fee. All we ask is honest feedback and a testimonial if it works."
   - **Option B pitch:** "We're in beta. We'll build you one automation that solves [specific problem] at no upfront cost. If it delivers value — which we'll define together upfront — you pay [agreed amount]. If it doesn't, you owe nothing."
3. **Rick** confirms which option the client chooses and agrees on terms:
   - Option A: Estimate infrastructure costs (typically $0-50/mo for tools), confirm $500 setup fee
   - Option B: Define "value delivered" metric (e.g., X leads generated, X hours saved, X appointments booked) and payment amount if metric is hit
4. On agreement:
   - Rick creates deal in HubSpot pipeline → stage: "Pilot — Accepted"
   - Rick sends pilot kickoff email (template: `kickoff-pilot`) with intake questions and payment terms summary
   - Option A: Rick sends Stripe payment link ($500 + estimated infra costs)
   - Option B: Rick sends simple agreement outlining value metric and payment terms
   - Rick hands off to **Devin**

### Deliverables
- Prospect qualified and agreed to pilot
- Pricing option selected (A or B) with terms confirmed
- HubSpot deal created
- Intake questions sent
- Payment received (Option A) or agreement signed (Option B)

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## Phase 1: Discovery & Scoping (Day 1)

### Steps
1. **Devin** reviews intake responses
2. **Devin** conducts 20-min discovery call:
   - What is their single biggest operational headache?
   - What does their current process look like? (manual steps, tools used, time spent)
   - What would "fixed" look like to them?
3. **Devin** selects ONE automation to build (scope must be completable in 3 days):
   - Speed-to-lead (missed call → instant text/email response)
   - Review request automation (job complete → automated review ask)
   - Appointment reminders (booking → SMS/email reminders)
   - Lead intake form → CRM auto-entry
4. **Devin** confirms scope with client via email:
   - "Here's what we'll build: [one sentence]. Here's what it will do: [2-3 bullets]. Timeline: 3 days."

### Deliverables
- Discovery notes
- Single automation scope confirmed
- Client acknowledgment

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## Phase 2: Build (Days 2–4)

### Steps
1. **Devin** builds the single automation end-to-end:
   - Connect to client's existing tools where possible (Google Workspace, CRM, phone system)
   - If no existing tools, set up free-tier alternatives
   - Build the trigger → action → notification flow
2. **Devin** tests internally:
   - Simulate trigger event (e.g., missed call, form submission)
   - Verify the automation fires correctly
   - Verify the output reaches the right person/system
3. Document the build:
   - What was built, how it connects, how to check it's working

### Constraints
- **Scope lock**: ONE automation only. If the client asks for more during the build, note it for upsell but do NOT add to pilot scope.
- **No custom design**: Functional only. No branded dashboards, no custom reports.
- **Minimize tool costs**: Use free-tier tools where possible. Any paid tool costs are passed through to the client at cost (Option A) or absorbed as investment (Option B).

### Deliverables
- Working automation (tested)
- Build documentation (internal)

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## Phase 3: Install & Demo (Day 4)

### Steps
1. **Devin** installs automation in client's environment (or provides access link)
2. **Devin** conducts 30-min demo call:
   - Walk through the automation live
   - Trigger it in real-time so the client sees it work
   - Explain what happens at each step in plain language
   - Show them where to check that it's running
3. **Devin** answers questions
4. **Devin** sends follow-up email:
   - Summary of what was installed
   - How to check it's working
   - Contact for issues (3 days support included)

### Deliverables
- Automation live in client's environment
- Demo completed
- Follow-up email sent

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## Phase 4: Feedback & Testimonial Collection (Day 5+)

### Steps
1. **Rick** sends feedback request (2 days after install):
   - "How's the [automation] working? Any issues?"
   - Collect: what's working, what's not, what they wish it did
2. **Devin** fixes any issues reported (within the original scope)
3. **For Option B clients**: Rick checks value metric at Day 5:
   - Has the system delivered the agreed value? (X leads, X hours saved, etc.)
   - If yes: send invoice per agreed terms
   - If not yet: set 14-day checkpoint to reassess
   - If clearly not going to deliver: acknowledge honestly, offer to iterate or close
4. **Rick** sends testimonial request (5 days after install):
   - "Would you mind sharing a quick quote about your experience? Even 2-3 sentences helps."
   - Offer options: written quote, video (30 sec), Google review, LinkedIn recommendation
   - If the client is happy, ask: "Know anyone else who'd benefit from something like this?"
5. **Rick** logs testimonial in workspace memory
6. **Rick** updates HubSpot deal:
   - Testimonial received → "Pilot — Complete (Testimonial)"
   - No testimonial → "Pilot — Complete"
   - Option B paid → "Pilot — Complete (Paid)"
7. **Rick** sends retainer intro (7 days post-install):
   - "Now that [automation] is running, here's what a full engagement looks like…"
   - Link to Starter ($5K) or Growth Retainer ($2-3K/mo) info

### Deliverables
- Feedback collected
- Testimonial collected (target: 100% of pilots)
- Referral ask made
- Upsell intro sent
- HubSpot deal updated

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## QA Checklist

- [ ] Prospect qualified (DFW service business, clear pain point, conversion potential)
- [ ] Pricing option selected (A or B) with terms confirmed in writing
- [ ] Payment received (Option A) or agreement signed (Option B)
- [ ] Scope is ONE automation, completable in 3 days
- [ ] Automation tested internally before install
- [ ] Client saw live demo
- [ ] Follow-up email sent with documentation
- [ ] Feedback collected
- [ ] Value metric checked (Option B)
- [ ] Testimonial requested
- [ ] Referral ask made
- [ ] Upsell intro sent
- [ ] HubSpot deal closed

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## Agent Responsibilities

| Agent | Role |
|-------|------|
| Rick | Sourcing, qualification, pilot pitch, kickoff email, testimonial collection, upsell |
| Devin | Discovery, scoping, build, testing, install, demo, post-install support |
| Alfred | Monitors timeline, escalates if pilot stalls beyond Day 5 |

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## Anti-Patterns (Do NOT)

- Do NOT expand scope during the pilot. One automation only.
- Do NOT skip the testimonial ask. The entire point is proof accumulation.
- Do NOT deliver without a live demo. The client must SEE it work.
- Do NOT start an Option B build without a written agreement on the value metric and payment terms.
- Do NOT give the system away for free. Every pilot must have either upfront payment (Option A) or a clear pay-on-value agreement (Option B).