Lunch, a Napkin Sketch, and a No-Code Blueprint
What started as a casual “pick your brain” lunch turned into a game plan to automate handoffs between sales, dispatch, and delivery.
A few weeks ago, I grabbed lunch with a friend I hadn’t seen in a while.
He’s the COO of a fast-growing tech company that manages field services across hundreds of client locations.
I thought we met up just to catch up…until he leaned across the table and said:
“Okay, I need to pick your brain. We are absolutely drowning in handoffs between sales and delivery. Every time we win a deal, chaos follows. Can AI help?”
So between bites of salad and a second round of Arnold Palmers, we unpacked what was really going on. Then sketched a no-code blueprint to build a simple, AI-powered plan to fix it.
Everyone Was Doing Their Job But The Systems Weren’t Connected
Sales was closing major multi-site projects.
Ops was getting buried in onboarding.
Dispatch was left guessing about schedules, scope, and readiness.
Field techs were arriving at sites unprepared.
Clients were confused and losing confidence.
“It’s not that anyone is slacking,” he said.
“It’s just…no one has the full picture.”
Revenue was up. But margins were slipping.
And his day-to-day was spent firefighting instead of scaling.
Over Lunch, We Walked Through a Simple AI Framework
I sketched out a napkin-sized version of the Go-To AI-integration framework that I use:
1. Where’s the Friction?
We listed every handoff in the business:
From Sales → Project Managers → Dispatch → Techs → Customer service → Finance.
He immediately circled “Sales to Delivery” as the messiest point. Project Managers (PM) are the first layer of Delivery.
He described the friction that happens immediately after a deal is won:
Missing details in the scope
Assumptions not documented
PMs chasing down Sales for timelines or technical requirements
Delays in kicking off delivery or install plans
2. Who Needs What and When?
Sales
After a deal is closed, Sales has the basics (customer info, general scope, sometimes a start date) but not the nitty-gritty details needed to launch.
Operations
Ops needs those details first: the real scope, site readiness, equipment needs, and timeline confirmations. When they don’t get them upfront, they’re chasing clarification and playing catch-up.
Dispatch
Dispatch needs a clear schedule and a list of available techs who are actually qualified for the job. And they need it early enough to optimize routes and minimize downtime.
Field Techs
Then field techs need everything in hand before they show up: prep docs, equipment lists, install instructions, and client context.
If any of this hits late or out of order, the whole thing backs up. Everything was just late enough to cause rework, delays, and extra cost.
3. What Happens if This Fails?
SLAs get missed.
Jobs get pushed.
Techs get frustrated.
Clients get skeptical.
Revenue gets delayed.
Internal finger-pointing. Real costs. Real chaos.
4. What Could an AI Agent Help Do, Better and Faster?
This is the part in which I watched a shift in his body language and a lightbulb suddenly appear above his head.
“So you’re saying we don’t need a whole new system? Just agents that clean up the handoffs?”
Exactly.
The Solution: A Swarm of Agents That Automates the Entire Sales-to-Delivery Handoff
We mapped out a few lightweight, no-code agents, fully built around his existing tech stack.
Here’s how they work together:
Triggers at Closed-Won
As soon as a deal is marked closed, the Sales Handoff Agent kicks in—no human nudges needed.
Pulls Required Info
A Data Extraction Agent scrapes everything delivery needs: scope of work, timelines, install locations, equipment requirements, and client preferences.
Builds a Smart Checklist
A Checklist Generator Agent creates a job-specific readiness list—prepping PMs, techs, and dispatch with exactly what’s needed for success.
Pushes Updates to Teams
An Update Coordinator Agent sends personalized task lists and instructions to each stakeholder—in Slack, email, or whatever tools they already use.
Tracks Progress
A Status Sync Agent monitors milestones across systems and flags blockers before they turn into SLA breaches.
All without a single dev hour. All working behind the scenes.
The No-Code Stack We Picked
We didn’t reinvent the wheel, we just connected the right tools. Since his team already used HubSpot for CRM and sales pipeline management, we built the agent swarm to plug directly into that flow.
Here’s the exact no-code stack we mapped out:
Everything runs off Closed-Won deals in HubSpot, so there’s no extra data entry or workflow disruption.
The swarm kicks in exactly where your revenue team already works.
He Walked Away With a Blueprint. Not Another PowerPoint.
By the end of our 90-minute lunch, he didn’t have a theory.
He didn’t have a PPT full of buzzwords.
He had a practical, buildable, no-code blueprint, mapped to his real ops, built on tools his team already uses.
“This is more useful than the 6-week strategy deck we just got from a consultant,” he said.
“We can actually start building it next week. And this will actually stick because it’s built around how we already work.”
That’s the difference between AI hype and AI that works.
A map of his handoff pain points
A swarm of agents that could be live in days
A plan to scale without hiring or overhauling systems
So yeah…I made him pay for lunch.
Fair trade, right?
If You’re a Field Service Exec…
And your business installs, deploys, or supports tech across multiple locations, this is likely your biggest friction point too.
Sales wins the deal.
Delivery takes the hit.
Finance absorbs the delay.
Clients feel the gap.
It doesn’t have to be that way.
With the right AI agent swarm, you can:
Automate what’s currently being chased by humans
Give every team the right info at the right time
Save hours, recover margin, and protect trust
Scale without scaling your headcount
#AIForCOOs #RevOpsAutomation #FieldServiceOps #NoCodeBlueprint
What’s the handoff in your company that causes the most pain?
Drop it in the comments ⬇️
Let’s build smarter.
— Angela
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