CreatiSoul
Agency OS · Design
CreatiSoul Agency OS · Pipelines

Every stage, from first hello to launched ads.

Two kinds of pipeline run the agency. Sales pipelines move an account from a fresh lead to a signed customer (and from renewal-due to renewed). Delivery pipelines move the work itself through each service line — Website, Social, Meta ads, Google ads, SEO. Where a stage needs creative, it hands off to the production platform (app.csoul.cloud) instead of re-building the brief→video engine here.

Sales — LIVE in CRM-1a Delivery — PROPOSED, needs sign-off Pulls from the creative platform AI assist on the stage
A
Sales pipelines
LIVE — CRM-1a

Both pipelines below are seeded and live today as Pipeline → Stage records. A Deal sits on exactly one stage at a time and carries status (open / won / lost), oneOffValue, mrr, currency, serviceLine and an owner. When a deal is marked Won, the built-in automation flips its Company to isCustomer = true and lifecycle customer — that handoff is what kicks off delivery (Section B).

New Business

For brand-new accounts. 5 stages. Owner is the assigned deal owner (sales) unless noted. Pipeline slug new-business.
Seeded Won → starts delivery
Stage 1
Lead In
Open
Entry trigger
Website form submit or manual entry creates the deal (today's only live sources).
Exit criteria
First contact made + fit roughly confirmed (budget / service / decision-maker).
Owner
SDR / deal owner
Typical actions
  • Respond within SLA; log first call/email Activity
  • Capture company, contact & service interest
  • Book a discovery call
AI assist
Lead enrichment + score and a drafted first-reply email; flags likely duplicates against existing companies.
Stage 2
Qualified
Open
Entry trigger
Discovery call held; need, budget & timeline are real. Company lifecycle → qualified.
Exit criteria
Scope agreed enough to price; ready to send a proposal.
Owner
Deal owner
Typical actions
  • Run discovery & document goals
  • Set oneOffValue / mrr & service line(s)
  • Log meeting Activity + next step
AI assist
Call-notes → summary + suggested service mix and ballpark pricing from comparable closed deals.
Stage 3
Proposal Sent
Open
Entry trigger
Written proposal / quote delivered to the client.
Exit criteria
Client engages on terms/price → Negotiation; or no fit → Lost.
Owner
Deal owner
Typical actions
  • Send proposal + scope/retainer doc
  • Set a follow-up reminder Activity
  • Answer questions; share case work
AI assist
Proposal draft generator from the qualified scope + a polite, timed follow-up nudge.
Stage 4
Negotiation
Open
Entry trigger
Client is negotiating price, scope or contract terms.
Exit criteria
Verbal/written yes → Won; or stalls/declines → Lost (with reason).
Owner
Deal owner + Owner
Typical actions
  • Finalise terms, currency & start date
  • Adjust mrr / oneOffValue as agreed
  • Confirm GST status (India vs export)
AI assist
Objection-handling prompts + discount-impact on margin; drafts a revised quote.
Stage 5 · terminal
Won
Won
Entry trigger
Deal status set to won. Fires the deal-won automation.
What happens
Company → isCustomer=true + lifecycle customer. Delivery (Section B) begins.
Owner
Owner → AM / delivery
Typical actions
  • Trigger onboarding & first invoice
  • Open Engagement(s) per service line
  • Link account to the platform if creative
AI assist
Auto-drafts the welcome/onboarding email and seeds the kickoff checklist for the won services.
Lost is not a stage — it's a status. A deal can be marked lost (with a reason) from any open stage; it leaves the active board but stays on the company timeline for win-back. Reopening sets it back to open on its last stage.

Renewals & Expansion

For existing customers — renewing a retainer or upselling a new service line. 3 stages. Owner is the account manager. Pipeline slug renewals-expansion.
Seeded Expansion = new Engagement
Stage 1
Renewal Due
Open
Entry trigger
Retainer end-date approaching (or AM spots an upsell). Auto-creates a renewal deal.
Exit criteria
Renewal conversation opened with the client.
Owner
Account manager
Typical actions
  • Pull results / delivery recap
  • Pre-empt churn signals
  • Set the renewal value & term
AI assist
Health score + churn-risk flag from activity gaps & delivery status; drafts a results-led renewal note.
Stage 2
In Discussion
Open
Entry trigger
Client is reviewing renewal/expansion terms.
Exit criteria
Agreement reached → Won; or declines → Lost (lifecycle may go churned).
Owner
Account manager
Typical actions
  • Negotiate new term / added scope
  • Adjust mrr for the expansion
  • Re-confirm GST & billing currency
AI assist
Upsell suggestions based on the account's current service mix & comparable customers.
Stage 3 · terminal
Won
Won
Entry trigger
Renewal/expansion deal set to won.
What happens
Company stays customer; retainer term extends. Expansion opens a new Engagement.
Owner
Account manager
Typical actions
  • Update subscription / retainer dates
  • Raise renewal invoice
  • Brief delivery on any new scope
AI assist
Schedules the next renewal cycle automatically and drafts the thank-you/expansion confirmation.
Where the two pipelines meet billing. New-Business Won → first invoice + subscription start; Renewals Won → extends the subscription & raises the renewal invoice. Both feed the GST / multi-currency engine on the Architecture page.
What advances a deal
  • Owner drags the deal card to the next stage on the kanban board (or sets the stage on the deal record).
  • Every move logs a system Activity on the company & deal timeline.
  • Stuck-deal age & next-step reminders surface on the dashboard.
What Won actually changes
  • Company isCustomer → true, lifecycle → customer (live automation).
  • Opens the matching delivery Engagement(s) per service line planned
  • Kicks off billing — first invoice + subscription / retainer start.
B
Delivery pipelines — per service line
PROPOSED — confirm

Once a deal is Won, the work runs through a delivery pipeline on its Engagement. Each service line has its own stage shape below. These pipelines, the Engagement → Deliverable → Task model, and the stage names are an inference about your real workflow — please confirm or correct before we build. Stages flagged via platform do not re-implement creative here; they hand off to the existing brief→video engine on app.csoul.cloud and link the result back to the engagement.

This whole section is a proposal

The five service lines (Website development, Social media, Meta ads, Google ads, SEO) are real, but the stage counts, names, ownership and AI assists here are our best guess at how you run delivery. Treat each strip as a draft to react to — tell us which stages you actually use, who owns them, and where the platform should plug in.

Website development

Project-style, one-off engagement. 6 stages · owner is the web project lead.
PROPOSED
Stage 1
Discovery
Entry
Engagement opened from Won deal.
Exit
Sitemap, scope & requirements signed off.
Owner
Project lead
Actions
  • Requirements & sitemap workshop
  • Reference sites & content audit
AI
Drafts the requirements doc & sitemap from discovery notes.
Stage 2
Design
Entry
Scope approved.
Exit
Mockups approved by client.
Owner
Designer
Actions
  • Wireframes → hi-fi mockups
  • Client review rounds
AI
Copy drafts & layout suggestions per page; alt-text.
Stage 3
Build
Entry
Mockups signed off.
Exit
All pages built on staging.
Owner
Developer
Actions
  • Build pages & integrations
  • Responsive + SEO basics
AI
Boilerplate copy, meta tags & schema scaffolding.
Stage 4
Review
Entry
Staging ready.
Exit
QA passed + client approval.
Owner
QA / lead
Actions
  • Cross-browser & device QA
  • Client UAT & fixes
AI
Auto QA checklist + copy/spelling proof pass.
Stage 5
Launch
Entry
Client approved.
Exit
Site live on production domain.
Owner
Developer
Actions
  • DNS, SSL, analytics, sitemap
  • Go-live smoke test
AI
Generates the launch & redirect checklist.
Stage 6 · done
Handover
Entry
Site is live.
Exit
Client trained; engagement closed or → care retainer.
Owner
Project lead
Actions
  • Docs, credentials, training
  • Final invoice; offer maintenance
AI
Drafts handover doc & the upsell-to-retainer note.

Social media

Recurring monthly cycle on a retainer engagement — loops every month. 5 stages · owner is the social manager.
PROPOSEDCreate can pull platform
Stage 1
Plan
Entry
New month opens on the retainer.
Exit
Content calendar approved internally.
Owner
Social manager
Actions
  • Themes, hooks & calendar
  • Tie to campaigns / offers
AI
Generates a month of post ideas & captions from the brand profile.
Stage 2
Create
via platform
Entry
Calendar approved.
Exit
Assets produced & collected.
Owner
Social + creative
Actions
  • Design statics; write copy
  • Video / reels via platform briefs
AI · platform
brief → video engine on app.csoul.cloud generates reels/clips; links back to the deliverable.
Stage 3
Approve
Entry
Assets ready.
Exit
Client sign-off on the batch.
Owner
Account manager
Actions
  • Share approval board
  • Collect & apply edits
AI
Summarises client feedback into a clean revision list.
Stage 4
Schedule
Entry
Client approved.
Exit
All posts scheduled / queued.
Owner
Social manager
Actions
  • Queue to each channel
  • Set posting times
AI
Suggests best post times & per-platform caption variants.
Stage 5 · loop
Report
Entry
Month's posts live.
Exit
Report sent → cycle restarts at Plan.
Owner
Account manager
Actions
  • Pull reach / engagement metrics
  • Send the monthly report
AI
Drafts the monthly report & surfaces top/under-performers for next month.
Monthly loop. Report → Plan repeats every billing month while the retainer is active. Each cycle is a fresh set of Deliverable → Task records under the same Engagement, so history is preserved month over month.

Meta ads

Paid-social retainer. 5 stages · owner is the media buyer. The Creative stage is the platform.
PROPOSEDCreative = platform engine
Stage 1
Strategy
Entry
Engagement opened / new flight.
Exit
Funnel, audiences & budget agreed.
Owner
Media buyer
Actions
  • Objectives, audiences, offer
  • Budget & KPI targets
AI
Suggests funnel structure, audiences & budget split from past results.
Stage 2
Creative
via platform
Entry
Strategy approved.
Exit
Approved ad creatives ready to launch.
Owner
Platform + buyer
Actions
  • Runs the campaign wizard on the platform
  • Intake → briefs → AI video/image
AI · platform
The full brief→video factory on app.csoul.cloud — winning formats, personas, per-clip generation. CRM just links the campaign.
Stage 3
Launch
Entry
Creatives approved.
Exit
Campaigns live in Ads Manager.
Owner
Media buyer
Actions
  • Build campaigns / ad sets / ads
  • Pixel & conversions QA
AI
Pre-launch QA: tracking, naming & policy-risk check.
Stage 4 · loop
Optimize
Entry
Campaigns running.
Exit
Flight ends / period closes.
Owner
Media buyer
Actions
  • Scale winners, cut losers
  • Refresh creative (back to Create)
AI
Flags fatigue & spend anomalies; suggests budget shifts & new creative angles.
Stage 5 · loop
Report
Entry
Reporting period ends.
Exit
Report sent → next flight at Strategy.
Owner
Account manager
Actions
  • ROAS / CPL / spend recap
  • Recommendations for next period
AI
Drafts the performance report & next-period plan from Ads-Manager data.
Meta ads is the deepest platform integration. The Creative stage is the existing campaign wizard on app.csoul.cloud (intake → research → ad sets → briefs → per-clip video). The CRM never duplicates it — it stores the platform campaign link on the engagement and shows generation status.

Google ads

Search / Performance-Max retainer. 4 stages · owner is the PPC specialist. Mostly keyword & text — lighter creative.
PROPOSED
Stage 1
Account setup
Entry
Engagement opened.
Exit
Account, conversions & structure ready.
Owner
PPC specialist
Actions
  • Keyword + competitor research
  • Conversion tracking & structure
  • Write RSAs & assets
AI
Keyword clustering, negative lists & responsive-search-ad copy.
Stage 2
Launch
Entry
Setup QA passed.
Exit
Campaigns live & spending.
Owner
PPC specialist
Actions
  • Go live; verify tracking fires
  • Set budgets & bid strategy
AI
Pre-launch audit of tracking, bids & policy compliance.
Stage 3 · loop
Optimize
Entry
Campaigns running.
Exit
Period closes.
Owner
PPC specialist
Actions
  • Search-term mining & negatives
  • Bid / budget / landing-page tuning
AI
Surfaces wasted spend, new keyword & negative suggestions weekly.
Stage 4 · loop
Report
Entry
Reporting period ends.
Exit
Report sent → continue optimising.
Owner
Account manager
Actions
  • CPA / conversions / spend recap
  • Next-period recommendations
AI
Drafts the monthly PPC report with plain-English insights.

SEO

Long-horizon retainer; reporting loops monthly. 5 stages · owner is the SEO specialist.
PROPOSED
Stage 1
Audit
Entry
Engagement opened.
Exit
Audit + keyword map delivered.
Owner
SEO specialist
Actions
  • Technical + content audit
  • Keyword & competitor research
AI
Crawls findings into a prioritised fix list & keyword clusters.
Stage 2
On-page
Entry
Audit approved.
Exit
Technical + on-page fixes shipped.
Owner
SEO + dev
Actions
  • Titles, meta, schema, speed
  • Internal linking & fixes
AI
Generates titles/meta & schema; flags thin/duplicate pages.
Stage 3 · loop
Content
Entry
On-page foundations set.
Exit
Planned content published.
Owner
SEO + content
Actions
  • Briefs, drafts, publish
  • Optimise existing pages
AI
Content briefs, outlines & first drafts; on-page optimisation scoring.
Stage 4 · loop
Link-building
Entry
Content live to point links at.
Exit
Outreach & placements done for the period.
Owner
Outreach
Actions
  • Prospecting & outreach
  • Digital PR / guest posts
AI
Finds prospects & drafts personalised outreach emails.
Stage 5 · loop
Report
Entry
Reporting period ends.
Exit
Report sent → loops to Content / Links.
Owner
Account manager
Actions
  • Rankings, traffic, links recap
  • Next-period roadmap
AI
Drafts the monthly SEO report with ranking/traffic movement & next steps.
Audit & On-page run once at engagement start; Content → Link-building → Report then loop monthly for the life of the retainer.
The platform handoff, in one line: only two delivery stages cross over to app.csoul.cloud — Social → Create (for reels / video) and Meta ads → Creative (the whole campaign wizard). Everything else stays in the CRM. The CRM never copies the brief→video engine; it stores a link to the platform campaign on the engagement and shows its status.

About this page

Section A (Sales) is built and live — the New Business and Renewals & Expansion pipelines are seeded in CRM-1a with the deal-won → customer automation. Section B (Delivery) is entirely PROPOSED — confirm: the service lines are real, but the stages, owners and AI assists are our draft of how you run the work. Review each strip and tell us what to change.

See it in context: Journey follows one account across these stages end-to-end; Architecture shows the Engagement → Deliverable → Task data behind delivery and the platform link; AI details each assist named here; SOPs turns the stages into checklists.