Heritage Strategies · CRM AI Employee

01 / Overview

The brief

Today, client information lives across SharePoint Word documents, Excel meeting trackers, and Outlook threads. Asking "where are we on Koenigsberg?" triggers a manual hunt every time. Hank fixes that. Every prospect and client gets one record. Every document, email, call, meeting, and task belongs to that record. Each client carries a stage, a happy-path checklist tied to the stage, and a health score the team can read at a glance.

Hank is differentiated from Foreman. Foreman runs internal team coordination: meeting capture, tasks, the prep protocol, daily digests. Hank owns client-level context: who they are, what stage they are at, what is on their record, and what should happen next. The two share one task and data layer. Tasks Hank generates from a stage progression land in Foreman. Foreman tasks attached to a client surface on Hank's record. The team toggles between the two with one switch.

Heritage owns the pipeline and approves every outbound message. No outbound to a client or prospect leaves the platform without a named approver.

02 / Objectives

What success looks like

One client record per prospect and client. Documents (read from SharePoint), emails, calls, meetings, and tasks all surface in one place.
A clear stage and a green-amber-red health score per client, visible at a glance.
A happy-path checklist tied to each stage. Hank tells the team what should happen next without anyone asking.
Outbound, response, and follow up drafts generated by Hank in Heritage voice when something needs to go out. Heritage employees approve before sending. No autonomous outreach.
Direct collaboration with Foreman: shared task layer, shared data layer, one switch between the two.

03 / Scope

Scope of work

Stage 1 · Months 1 to 2

One client record

Every prospect and client gets one record. Every document, email, call, meeting, and task attaches to that record.

One record per prospect and client. Holds all linked documents, emails, calls, meetings, and tasks.
Inbound capture from Heritage Strategies and Heritage AI website forms creates a Prospect record with source and owner.
Automatic email logging through Outlook integration. Emails to or from a tracked stakeholder land on the client record.
Documents surface on the client record via SharePoint integration: scopes of work, meeting letters, supporting files. Documents stay in SharePoint; Hank reads them where they live.
Stakeholder map per client (principals, spouse, attorneys, accountants, partner advisors) populated from logged emails and meeting letters.
Customer type tag per record (e.g. HNW family, partner-firm client, board, other) for filtered views and routing.
Conversational lookup by chat or voice for client-level questions with sourced answers.

Stage 2 · Months 3 to 4

Stages, happy paths, and account health

Each client carries a stage and a happy-path checklist Hank advances. A green, amber, red health score gives the team an at-a-glance read.

Each client carries a stage. Heritage defines the stages (e.g. New Lead, Engaged, Qualified, Active Client, Churned). Hank tracks where each client sits.
Happy-path checklist per stage. Tasks auto-instantiate when a client enters a stage and land in the shared Foreman task layer with named owner and due date.
Account health per client (On Track, At Risk, Critical) with a plain-language reason: days in stage, overdue items, meeting cadence.
Morning client digest: who moved stages, who is at risk, what to look at today.
Opportunity object on the client record: name, type (insurance, investment, expansion, other), expected revenue, status, owner, due date. Hank surfaces open opportunities in the morning client digest.
Pre-meeting prep summary delivered before the meeting: last interactions, open obligations, current scope of work, recent vault changes.

Stage 3 · Months 5 to 6

Outbound drafts and connectors

Outbound, response, and follow up drafts generated by Hank when something needs to go out. Heritage AI app linkage and the Foreman environment switcher live.

Outbound, response, and follow up drafts generated by Hank in Heritage voice when something needs to go out. Heritage employees approve before sending.
Heritage AI app linkage: book production status visible on the client record. Document inventory linked to tasks.
Environment switcher between Hank and Foreman (and Sam when live). Single sign-on. Shared data layer for Tasks, Meetings, Documents, and Stakeholders modeled once.
Additional connectors available after alignment with Heritage.

04 / Out of scope

Out of scope

Item	Status
Autonomous outreach (cold outbound, AI SDR)	Not in scope
Sales forecasting, pipeline analytics, and quota dashboards	Not in scope
Self-serve schema editor and custom object builder	Not in scope
Document storage (client folders and files stay in SharePoint; Hank auto-creates and links folders to the client record but does not replace the file system)	Not in scope

05 / Timeline

Six months across three stages

Phase	Duration	Outcome
Stage 1: One client record	Months 1 to 2	One record per prospect and client live. Documents, emails, calls, meetings, and tasks attached. Inbound capture running. Conversational lookup answering client-level questions.
Stage 2: Stages, happy paths, health	Months 3 to 4	Each client has a stage, happy-path checklist, and green-amber-red health score. Tasks land in Foreman on stage entry. Morning client digest delivered. Pre-meeting prep summary running.
Stage 3: Drafts and connectors	Months 5 to 6	Outbound, response, and follow up drafts generated by Hank in Heritage voice, approved in under five minutes. Heritage AI app linkage live. Environment switcher with Foreman live.

06 / Required inputs

What Heritage provides

Inputs are grouped by stage. Stage 1 inputs are required for launch. Stage 2 and Stage 3 inputs are required by the start of those stages. Approval delays extend cadence day for day. Supernal inventories what is reusable upfront and only asks Heritage to fill the gaps.

6.1 Engagement and approvals

Single named approver for client stages, happy paths, and outbound voice.
Weekly 30-minute review call during build.

6.2 Stage 1 inputs

Active prospect and client list with current owner and last interaction.
Stakeholder taxonomy (examples: principal, spouse, attorney, accountant, partner advisor, other).
Heritage Strategies and Heritage AI website form endpoints.
Outlook and email read access for auto-logging. Microsoft 365 single sign-on.
SharePoint read access to client folders so Hank can surface scopes of work, meeting letters, and supporting files on each client record.

6.3 Stage 2 inputs

Heritage's client stages with entry and exit criteria per stage.
Happy-path checklist per stage: the tasks the team typically does on a client at that stage.
Definition of On Track, At Risk, and Critical for the health score (signals and thresholds).

6.4 Stage 3 inputs

5 to 10 examples of existing Heritage outbound copy.
Style guide: tone, do and don't, banned phrases. Locked before drafts go live.
Heritage AI app read-only access for book status and document inventory.

Investment

Pricing

$5,000 / month