Inbound lead capture
Mark Reilly (Managing Partner at Crestwood) gets a warm intro from a former colleague: Sarah Williams, CFO at Helix BioPharma, just closed a $200M acquisition and needs an integration playbook. Sarah submits a strategy-conversation request on crestwoodstrategy.com later that day. Interface365 captures the lead with full source attribution to the partner-network referral. Mark routes the lead to Ben Carter, who leads Crestwood's M&A Integration practice — Ben becomes the deal owner; Mark stays in the loop as senior sponsor.
Source ("Website") is configured under Settings → Sources, so attribution is automatic. New leads land assigned to the on-call agent (round-robin via owner-assignment rule).Qualification call & lead enrichment
Ben calls Michael within an hour, qualifies the requirement, and enriches the lead record with custom fields. The lead status flows New → Contacted → Qualified.
Lead conversion — one click, three entities
With the lead qualified, Ben clicks Convert. Interface365 creates a Contact + Company + Deal all linked, and links them together.
Deal enrichment — buying committee, custom fields, tags
Consulting engagements at this scale involve a buying committee — champion, decision maker, delivery counterpart. Ben adds the COO and Head of Integration as additional contacts on the deal with explicit roles.
Expected close: May 15, 2026 (62 days)
Activities, notes & files — the full deal context
Over the next two weeks, Ben logs every interaction. Site visits, showings, internal notes, and uploaded documents all live on the deal record.
references_provided + practice-area + sector — 4 candidates. Picked the strongest 3, will broker calls this week.Tasks & follow-ups — never let a thread drop
Tasks attach to the deal with priority, due dates, and assignees. Polymorphic — they can also attach to contacts, companies, or projects.
Pipeline progression & stagnant alerts
As the deal advances, Ben drags it through stages. If activity drops for 14+ days, Interface365 flags it as stagnant and surfaces it on the dashboard.
Product catalog (listings & services)
Crestwood's catalog of standardized service offerings, hourly rates, and engagement modules — with lifecycle states (Active, Draft, Retired) so old rate cards don't pollute new SOWs.
SOW creation — phased fee structure with go/no-go gate
Ben assembles a formal Statement of Work pulling engagement modules from the catalog. Fees are snapshotted at the moment of creation — future rate-card changes won't retroactively affect this engagement.
| # | Item | Qty | Unit price | Disc % | Total |
|---|---|---|---|---|---|
| 1 | Phase 1 — Diagnostic & Roadmap 90 days · Senior Partner + 2 Senior Consultants · fixed fee · go/no-go gate before Phase 2 | 1 | $120,000 | 0% | $120,000 |
| 2 | Phase 2 — Implementation Support 6 months · Senior Partner (oversight) + Senior Consultant + Associate · fixed fee · monthly invoicing | 1 | $300,000 | 0% | $300,000 |
| 3 | Travel & expenses (T&E) Capped at 10% of fees · billed at cost · monthly reconciliation with receipts | est. | up to $42,000 | — | ≤ $42,000 |
Quote lifecycle — Sent → Viewed → Accepted
The quote progresses through statuses with timestamps captured at each step. Email-tracked views ping back to Interface365.
sarah.williams@helixbiopharma.com, daniel.chen@helixbiopharma.com Sentpractice_area = M&A Integration + industry_sector = Pharma/Biotech + post-engagement NPS > 8. Four candidates surface in 30 seconds. Picks 3, calls each former client, confirms availability, sends warm intros — all before lunch.Deal Closed Won 🏆
Quote acceptance triggers the deal to move to Closed Won. Probability flips to 100%. Forecast updates. The whole firm's pipeline KPIs ripple.
Webhooks fire — Slack, Zapier, accounting
The instant the deal flips to Won, Interface365 fires deal.won webhooks to every subscribed endpoint. Slack celebrates. Zapier syncs to QuickBooks. Email goes to leadership.
// POST https://hooks.zapier.com/... // X-I365-Signature: sha256=... { "event": "deal.won", "timestamp": "2026-03-26T10:31:14Z", "data": { "deal_id": "d_8h2f9k3", "name": "Helix BioPharma — Post-Merger Integration", "engagement_fee": 420000, "te_cap": 42000, "currency": "USD", "company": "Helix BioPharma", "contact": "Sarah Williams", "owner": "Ben Carter", "closed_at": "2026-03-26T10:31:14Z" } }
Ben Carter just signed Helix BioPharma — Post-Merger Integration for $420K (9-month delivery · ≤$42K T&E).
Partner commission: $42K. Days to close: 47. Lisa Park leads delivery — Phase 1 kickoff May 1.
X-I365-Signature: sha256=... header so receivers can verify authenticity. Failed deliveries auto-retry with exponential backoff. The Settings → Webhooks → Delivery logs page shows every fire with status code, response, and retry count.Engagement delivery — Phase 1 in flight
Auto-created on MSA-signed, the engagement project tracks the delivery work: kickoff, diagnostic interviews, working sessions, deliverable drafts, executive read-out. Tasks, budget, and stage all in one place — and Ben stays looped in via the linked deal.
On Day 45 of Phase 1, Helix's CEO joins a working session and flags that the diagnostic surfaced major cultural friction between the legacy and acquired teams. Asks Ben to add a parallel Cultural Integration workstream — not in original scope. Cost: $60K for 90-day add-on (uses Crestwood's beta module, see Step 8 catalog). Lisa logs the request as a task on the project, attaches the proposed scope memo.
Ben sees it on the project view immediately — current Phase 1 budget shows $76K of $120K spent (63.3%) with $44K remaining. If approved, the new workstream is added as a parallel Phase 1.5 with its own $60K budget — Phase 1's bar stays unchanged. The engagement total grows to $480K + ≤$48K T&E. He pulls Mark Reilly in via @-mention. Mark approves within 24 hours. Sarah Williams countersigns from Helix's side. Project health stays ● On track.
Without the project view: scope creep would surface either as missed Phase 1 deadlines OR as $60K of unbilled "favor" work the partners eat at year-end. Caught in time, it's a 24-hour decision, both sides sign off in one place, and the deal momentum carries into a higher-value Phase 2 conversation. Saved the margin AND expanded the engagement.
Dashboard view — the Friday after
It's Friday morning. Ben's Helix engagement signed Wednesday — one of 3 wins across the firm this quarter. Every number below rolls up Ben's deal alongside the other partners'.
What Crestwood set up before any of this worked
Rewind 30 minutes from "Day 1." Every screen you just walked through — the source dropdown on the strategy-conversation form, the buying-committee roles, the 7-stage consulting pipeline, the rate-card catalog, the SOW templates, the references_provided field — was configured once by Mark Reilly in Settings. Then it reused itself through every step that followed.
Entity relationship map
How every entity in this walkthrough connects
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