Delivery Workflow
Step-by-step operational flow for client delivery.
Step 1: Trial Agreement & Payment Setup
| ID | Sub-step | Owner | Tool | Input | Output | Definition of Done |
|---|---|---|---|---|---|---|
| 1.1 | Send trial contract | You/Hannah | Ignition / BreezeDoc | Client agreement terms | Signed trial contract | Contract signed by client |
| 1.2 | Issue and confirm payment | Hannah | Invoice system | Trial pricing + duration | Payment confirmed | Invoice paid and status updated internally |
| 1.3 | Document scope and deliverables | You | Internal SOP tracker | Client niche/location/offer | Clear trial scope | Team has one agreed scope of work |
Step 2: Set Up Basic Assets
| ID | Sub-step | Owner | Tool | Input | Output | Definition of Done |
|---|---|---|---|---|---|---|
| 2.1 | Set up Drive Uploader + asset folder | VA | Drive Uploader + Google Drive | Client name + folder template | Upload link and organized folder | Client can upload from phone and files appear in Drive |
| 2.2 | Compress and organize media | VA | Image compression + Drive | Raw client photos/videos | Web-ready assets | Assets meet quality and performance requirements |
| 2.3 | Buy and prepare core infrastructure | VA | Domain provider + GHL + forms | Brand details + phone setup requirements | Domain + number + client records prepared | Domain/number/setup checklist complete |
Step 3: Build Website & CRM
| ID | Sub-step | Owner | Tool | Input | Output | Definition of Done |
|---|---|---|---|---|---|---|
| 3.1 | Build and brand landing page website | VA | Cloudways + WordPress + Elementor | Template + brand assets + copy | Live branded landing page | No template traces, mobile friendly, brand and service content updated |
| 3.2 | Connect form/webhooks to GHL | VA | WordPress + GHL workflows | Form + webhook endpoints | Lead data routed into CRM | Test form creates correct contact in GHL |
| 3.3 | Configure GHL sub-account and automations | VA | GoHighLevel | Brand profile + workflow template | Working CRM account | Phone/email/workflows/settings configured and tested |
Step 4: Set Up Ad Platforms
| ID | Sub-step | Owner | Tool | Input | Output | Definition of Done |
|---|---|---|---|---|---|---|
| 4.1 | Configure Google Ads account and campaign shell | VA | Google Ads | Domain, services, location, keywords | Ready-to-launch Google campaign | Keywords, negatives, budget, tracking template, conversions set |
| 4.2 | Configure Meta page, pixel, and ad account | VA | Meta Business Manager + WordPress | Client page + dataset/pixel details | Tracked Meta setup | Pixel events test successfully and account is connected |
| 4.3 | Set analytics/tracking stack | VA | GA4 + GTM + Site Kit | Conversion actions and tags | Measurement and conversion tracking ready | Core events fire and appear in tools |
Step 5: Create & Publish Ads
| ID | Sub-step | Owner | Tool | Input | Output | Definition of Done |
|---|---|---|---|---|---|---|
| 5.1 | Create static + video ad set | You/VA | Canva + CapCut/Premiere + AI copy | Research + messaging + assets | Ad creatives and copy set | Both static and video variants prepared for launch |
| 5.2 | Upload ads and apply technical checklist | VA | Meta + Google Ads | Final creatives + destination URLs | Published campaigns | Correct page, links, CTA, and UTM parameters on all ads |
Step 6: Verify Leads Are Working
| ID | Sub-step | Owner | Tool | Input | Output | Definition of Done |
|---|---|---|---|---|---|---|
| 6.1 | Test lead flow end-to-end | VA/Hannah | Website + GHL + phone | Test submissions/calls | Verified lead capture and call routing | Phone + form leads reach correct CRM/contact path |
| 6.2 | Prepare client access handover | Hannah | GHL user management | Client details | Client login and access provided | Client receives credentials and can access leads |
| 6.3 | Confirm trial is live | You | Mission Control + GHL | Verification checklist | Go-live confirmation | Leads are coming in and confirmed working |