AviaryAI HubSpot Lead Handoff Process
Overview
When Asymmetric generates leads for AviaryAI — through ads, outbound, or other initiatives — those leads must be created directly in HubSpot and Aaron Grossman notified promptly. HubSpot is the agreed single source of truth for all pipeline activity.
This process was established during the [1] kickoff call on 2026-01-07.
Lead Creation Workflow
- Create the contact and/or company record in HubSpot as soon as a lead is identified or responds.
- Assign the appropriate lifecycle stage (see below).
- Notify Aaron Grossman via email or Slack that the lead has been created. Include a direct link to the HubSpot record where possible.
Aaron confirmed he "lives in HubSpot" and will act on leads immediately upon notification. He is flexible on notification method — email, Slack, or text — but the record must exist in HubSpot first.
"Whatever is fastest for you to get it to me, I'll hop all over it." — Aaron Grossman
Lifecycle Stage Definitions
The following stages were in place at kickoff. Aaron will provide written definitions for each; Asymmetric (Mark Hope / Sebastian Gant) will review and may propose refinements.
| Stage | Description |
|---|---|
| Lead | Initial contact; not yet evaluated |
| Pre-Qualified | Early engagement; some signal of fit |
| Qualified | BANT criteria partially met; active opportunity |
| Proposal / Contract Review | Proposal submitted; under review |
| Contract Negotiation | Terms being finalized |
Note: Aaron uses a modified BANT framework (Budget, Authority, Need — Timeline is de-emphasized given how new the product category is). A "good" first call results in the prospect opening the next meeting to a larger internal audience.
Aaron noted the lifecycle stages were assembled quickly and he is open to restructuring them as the sales process matures.
Notification Protocol
- Primary channel: Email to Aaron Grossman (
agrossman@helloaviary.ai), CC Justin Dwyer (jdwyer@helloaviary.ai) - Secondary channel: Slack (AviaryAI has Slack; Aaron monitors it on desktop)
- Do not rely on HubSpot automation alone — a direct human notification ensures fast follow-up
If HubSpot automations are configured later (e.g., task creation or Slack alerts on new contact creation), the manual notification step can be revisited.
Key Contacts
| Role | Name | Contact |
|---|---|---|
| Day-to-day sales lead | Aaron Grossman | agrossman@helloaviary.ai |
| CC on all outbound/lead comms | Justin Dwyer | jdwyer@helloaviary.ai |
| Asymmetric Account Manager | Sebastian Gant | sebastian.gant@asymmetric.pro |
| Asymmetric Strategy Lead | Mark Hope | mark.hope@asymmetric.pro |
ABM List Context
Leads generated from the tiered ABM list should be traceable back to their tier:
- Dream Accounts (100): Highest priority; flag these explicitly when handing off
- Play Accounts (500): Active outreach targets
- Other / Inbound: Anyone not on the list who contacts Aviary gets added dynamically
See [2] for full targeting criteria.
Related Notes
- [3]
- [4]
- [2]
- [5]