Part 1
Roles
- Clinton — Owner / Sales & Commercial
- Lead intake & qualification, fit calls, scoping prices, proposals, commercial sign-off, change-order pricing, renewals and negotiation, top-level escalations. Does the relationship handoff to Derek at Closed-Won.
- Derek — Delivery Lead / Client POC
- Leads the dev team, owns client communication from kickoff onward, technical scoping & feasibility, delivery oversight, client health monitoring, referral/testimonial asks, first/second-level escalation.
- Dev team (Jesse, Jordan, JC)
- Build execution, technical scoping input, QA. Not client-facing during the front end.
RACI key
R = Responsible (does the work) · A = Accountable (owns the outcome) · C = Consulted · I = Informed.
Part 2
RACI by activity
Format: Activity — Clinton / Derek / Dev team
- Lead intake & qualification
- A,R / C / I
- Fit call
- A,R / R (technical) / I
- Scope & price
- A / R (technical estimate) / C
- Proposal presentation & close
- A,R / C / I
- Deposit & billing setup
- A,R / I / —
- Relationship handoff (Closed-Won)
- A,R / R (receives) / I
- Onboarding & kickoff
- C / A,R / C
- Discovery & build plan
- I / A,R / R
- Build execution
- I / A / R
- Client communication during build
- I / A,R / I
- Change orders
- A (pricing) / R (assess & log) / C
- QA & acceptance
- I / A,R / R
- Go-live
- I / A,R / R
- Managed-infrastructure support
- I / A,R / R
- Client health & NPS
- I / A,R / C
- Referrals & testimonials
- C / A,R / I
- Expansion / account growth
- A (price & close) / R (surface & frame) / C
- Contract renewals
- A,R / R (value story) / I
- Payment failure & collections
- A,R / I / —
- Client offboarding / cancellation
- A,R / R (technical & data) / C
Future: dedicated PM / AM
As the team grows, a dedicated PM or account-management role could take the "Derek" column for delivery and health, freeing Derek to lead the dev team. Revisit this matrix at that point.
Part 3
Tool / system map
What it's for · Source of truth for · Owner / admin.
Craft Brain (own tool / CRM)
- For
- Pipeline, client records, internal task & milestone tracking, health/NPS log.
- Source of truth for
- Opportunities, the Client Record, locked dates, internal tasks, account health.
- Owner
- Clinton + Derek (built and maintained in-house).
cal.com
- For
- Booking fit calls, proposal presentations, kickoffs, check-ins, QBRs.
- Source of truth for
- Scheduling / availability.
- Owner
- Clinton / Derek.
Lovable
- For
- Proposals, SOWs, e-signature (SOW terms integrated here).
- Source of truth for
- Signed contracts / SOWs and their terms.
- Owner
- Clinton.
Stripe
- For
- Invoicing, deposits, build balances, managed-infrastructure subscriptions (ACH or card).
- Source of truth for
- Payment status and billing.
- Owner
- Clinton. Connects to → Mercury.
Mercury
- For
- Business banking; receives funds from Stripe.
- Source of truth for
- Cash / settled funds.
- Owner
- Clinton.
Slack (one channel per client)
- For
- All client-facing communication, updates, blockers; internal coordination.
- Source of truth for
- The client communication record.
- Owner
- Derek (per-client); admin shared.
Google Drive
- For
- The SOP library and shared documents.
- Source of truth for
- The playbooks and templates.
- Owner
- Clinton.
Part 4
Data flow — how a deal moves through the stack
- 1Opportunity logged in Craft Brain
- 2Call booked via cal.com
- 3Proposal & SOW in Lovable (signed)
- 4Deposit + subscription scheduled in Stripe (funds → Mercury)
- 5Client Slack channel opened at Closed-Won
- 6Delivery runs in Slack (client-facing) + Craft Brain (internal)
- 7Managed-infrastructure billing fires from Stripe on the locked date
- 8Health, growth, and renewal signals tracked in Craft Brain
Source-of-truth quick reference
- What did we agree / what are the terms?
- Lovable (signed SOW)
- What's the status / who's the contact / what are the dates?
- Craft Brain (Client Record)
- Did they pay / are they current?
- Stripe
- What was said with the client?
- That client's Slack channel
Decision to confirm
Tool access / admin: who holds admin on each tool, and backup access if someone is out.