Tools & Software

This page covers every tool the sales team uses, how to get access, what each tool is used for, and where to find training. If you need access to any tool, contact Makena.

📋 Quick Reference — Sales Team Tech Stack

Tool

What It's For

Access Via

AgencyZoom

CRM — lead management, pipelines, automation

Login at agencyzoom.com

Calendly

Appointment scheduling & routing

Login at calendly.com

Zoom

Sales calls & meetings

Login at zoom.us

Avoma

Call recording, transcription & AI notes

Login at avoma.com

RingCentral

Phone, SMS & team chat

App on phone + desktop

Gamma

Sales decks & custom proposals

Login at gamma.app

Claude AI

Custom project pricing & research

Login at claude.ai

Stripe

Payment processing & purchase links

Links provided — no login needed

Website

Lead capture forms & resources

acceleratedautomation.net

Jotform

Cross-sell leads, daily activity & internal forms

Links provided per form

1. 📊 AgencyZoom

What it's for: Your primary CRM. Every lead, task, pipeline stage, note, quote, and client record lives here.

Key uses for sales:

• Working leads through the pipeline

• Logging calls, notes, and tasks

• Sending proposals via email templates

• Creating quotes and tracking pipeline revenue

• Running automated follow-up campaigns

Training:

• 👉 AgencyZoom Essentials Course — required for all new hires

• 👉 Lead Flow & Pipeline Management — how to work leads in AZ

• 👉 AgencyZoom Demo Account — use for practice during onboarding

Important reminders:

• Every active lead must have an open task

• Do not move leads between pipelines — use Smart Cycle

• All calls must be recorded via Avoma

2. 📅 Calendly

What it's for: Scheduling all sales appointments. Calendly routes leads to the right call type and rep automatically.

Key uses for sales:

• Discovery Calls (existing AZ users)

• AgencyZoom Demo Calls (non-AZ users)

• Round-robin assignment for team scheduling

• Facebook ad lead routing

How routing works:

• Website leads → Routing form: "AgencyZoom User?" → routes to Discovery or Demo call

• FB Ad leads → Routing form: "AgencyZoom User? (fbad)" → round-robin team assignment

• Leads can select a specific rep OR choose "No Preference / First Available"

Training:

• Your Calendly links and event types will be set up by Makena during onboarding

• Review the Lead Flow page for full routing details

Important reminders:

• Do not share your personal Calendly link for sales calls — always use the team routing link

• If Calendly doesn't update AZ automatically after a booking, manually move the lead to Scheduled First Call

3. 💻 Zoom

What it's for: Running all sales calls and meetings.

Key uses for sales:

• Discovery Calls

• Demo Calls

• Custom project calls

• Shadow calls during onboarding

Setup:

• Download Zoom desktop app + mobile app

• Set your company Zoom background (sent by Makena during onboarding)

• All calls must have Avoma active for recording

Mariah's Zoom Link (for manual calendar events): https://acceleratedautomation-net.zoom.us/my/mariahgates

Training:

• Zoom is straightforward — if you need help with settings, contact Makena

4. 🎙️ Avoma

What it's for: Automatic call recording, AI-generated transcripts, and call notes for every sales meeting.

Key uses for sales:

• Records all Zoom sales calls automatically

• Generates transcripts and AI summaries

• Allows Mariah to review calls for coaching

• Creates shareable call recordings for follow-up

Important reminders:

• ⚠️ All sales calls must be recorded via Avoma — no exceptions

• Confirm recording is active at the start of every call

• Your account will be set up and recording turned on by Makena during onboarding

Training:

• Avoma runs in the background once set up — no action needed per call

• If recording fails, notify Mariah immediately

5. 📞 RingCentral

What it's for: All outbound/inbound calling, SMS to leads, and internal team communication.

Key uses for sales:

• Making outbound calls to leads

• Sending and receiving SMS

• Team chat (Sales Chat, Teams Chat)

• Daily communication with the team

Setup checklist:

• Download RC app on your phone AND desktop

• Add all team members to your contacts

• Join Sales Chat and Teams Chat groups

• Confirm you're in the all-staff chat

Important reminders:

• All outbound calls to leads should be made through RingCentral — not your personal cell

• Text compliance: only text leads who have opted in

• Farmers agents note: their email does not integrate with AZ — replies go to their Farmers email. They need their own domain for VOIP/text compliance.

Training:

• Contact Makena if you have setup issues

• For VOIP questions from prospects: "That's a great question — our trainers will make sure your system is set up correctly on your call."

6. 🎨 Gamma

What it's for: Creating sales decks and custom project proposals.

Key uses for sales:

• AA pitch deck (used during sales calls)

• TechOps pitch deck

• Custom project scope of work presentations

• Visual proposals for complex custom builds

Resources:

• 👉 AA Pitch Deck

• Additional decks will be shared by Mariah as needed

Training:

• New reps: Mariah will walk you through when and how to use the pitch deck during shadow calls

• For custom proposals: do not create independently until authorized — work with Mariah

7. 🤖 Claude AI

What it's for: Custom project pricing analysis and research support.

Key uses for sales:

• Analyzing discovery call transcripts to determine custom project scope

• Calculating custom pricing using our pricing framework

• Researching prospect agency details before calls

• Drafting follow-up email language

How to use for custom pricing:

1. Complete your discovery call and get the Avoma transcript

2. Log into claude.ai

3. Paste the transcript and use the custom pricing prompt (pinned in Sales Chat)

4. Review the output and confirm with Mariah before sending any custom proposal

Important reminders:

• Claude AI is a tool to assist your thinking — always review and verify outputs before using

• Do not paste confidential client financial data into public AI tools — use Claude.ai only

• New reps: do not use for custom pricing independently until authorized by Mariah

8. 💳 Stripe

What it's for: Processing all client payments. You don't need a Stripe login — just use the links below.

Purchase Links:

Product

Price

Link

Scale

$10,000

https://buy.stripe.com/4gMeVd8n02cz3FJ7xA8so0o

Sprint

$5,000

https://buy.stripe.com/4gM00jcDgeZlccf0588so0h

Custom Amount

Variable

https://buy.stripe.com/fZu3cv6eSeZlgsvaJM8so0g

Zapier Maintenance (<10 zaps)

$250

https://buy.stripe.com/14A8wPav84kH3FJ19c8so0q

Zapier Maintenance (15+ zaps)

$500

https://buy.stripe.com/7sYaEXfPs3gD1xB0588so0f

Financing options for clients:

• 👉 Affirm Pre-Approval Link — share with clients who want to split payments

• Klarna also available at checkout

• Mention financing starting from your first follow-up email — don't wait until they push back on price

9. 🌐 Website Resources

What it's for: Lead capture, client-facing information, and post-sale onboarding.

Key links for sales:

Resource

Link

Main Website

acceleratedautomation.net

Agent Onboarding Page (post-sale)

https://acceleratedautomation.net/agent-onboarding/

AZ Essentials Course

https://acceleratedautomation.net/courses/agencyzoom-essentials2/

Important reminders:

• Send the agent onboarding page link to every client immediately after they purchase

• The website purchase links are also available on the site under each package

10. 📝 Jotform — Sales Forms

What it's for: Capturing leads for cross-sell campaigns, tracking daily activity, and internal sales workflows.

Forms used by the sales team:

Form

What It's For

Link

Daily Activity Form

Log your daily calls, appointments, and closes — required every day

https://form.jotform.com/251038182143045

Cross-Sell Lead Form

Submit a lead for a cross-sell campaign

(add link)

(add additional forms)

Important reminders:

• Complete the daily activity form every single day before you end your shift

• Use Jotform cross-sell forms to flag existing clients who may be a fit for additional services — do not manually reach out without submitting the form first

🤝 Revenue Share Partner Referrals

When a prospect or client needs a service we don't provide directly, refer them to one of our trusted revenue share partners using the links below. These are tracked — always use the correct link so you get credit.

Partner

What They Do

Referral Link

(Partner Name)

(Description)

(Add link)

(Partner Name)

(Description)

(Add link)

(Partner Name)

(Description)

(Add link)

How to submit a referral:

1. Use the partner's referral link above

2. Fill in the prospect's info

3. Note the referral in the lead's record in AgencyZoom under Notes

4. Tag the lead with the appropriate partner tag

💡 Revenue share partners are a win-win — the prospect gets connected to a trusted resource, and you earn additional income. Make it a habit to ask every prospect what else they're working on.