PaperTube Hot & Warm Lead Sales Flows

Overview

PaperTube has historically had no shortage of leads but has lacked a structured process for nurturing high-quality prospects. In a February 2026 strategy session, Asymmetric designed two distinct sales follow-up tracks based on lead temperature — a rapid-response hot lead track for form fills and a multi-touch warm lead track for intent-signal prospects. The goal of both tracks is to book a discovery meeting.

This framework was designed to be adopted first by Parag directly, then handed off to sales reps with enough automation and templating to enforce process compliance.

Track 1: Hot Leads (Form Fills)

Trigger: A prospect submits a landing page form.

Rationale: Form fills represent explicit, high-intent engagement. Delay creates lead leakage. The hot track is intentionally more aggressive than the warm track.

Key rules:
- Form fills must not be routed into the standard round-robin or existing automation flows.
- All form fills route directly to Parag for initial handling.
- Forms will include a phone number field to enable immediate outbound calling.

Process:
1. Within 1 hour: Attempt a phone call. Goal is to either begin a brief discovery conversation or set a 30-minute meeting.
2. Same day: Send a personalized intro email referencing their interest, with a calendar link.
3. If no response: waterfall into the warm lead sequence below.

"If someone contacts us and they provide us a phone number, I think a rep should call them within an hour because it's hot. They want to engage." — Parag

Track 2: Warm Leads (Intent Alerts)

Trigger: Salesforce / Account Engagement intent signals, including:
- 5+ email opens (any combination)
- 2+ visits to a landing page

When triggered, the lead's status is updated and a notification is sent so the account can be reviewed and actioned.

Rationale: These prospects have shown interest but haven't raised their hand. The goal is to nurture warmth into a meeting request without being so aggressive as to feel intrusive.

Phase 1: Research & Qualification (Day 0–1)

Before any outreach, the lead is gut-checked for fit. If qualified, conduct research to build context:

Sustainability practices / B Corp status
Recent product launches or brand news
Acquisitions or funding events
Current brand positioning
Decision-making unit: identify the likely buyer (CEO for smaller companies, procurement/marketing lead for larger ones)

All contacts identified are added to Salesforce. A summary document is also recommended to capture this intel in a scannable format for use during outreach and calls.

"I think the reps aren't probably going to do it either. They're just going to fire an email and try to get them on the phone. So it seems pretty ideal to get it just automated." — Parag

Automation opportunity: Use a Zap or similar flow to trigger a ChatGPT prompt on the company name, pulling B Corp status, recent launches, and brand positioning into an auto-generated research doc pushed to Salesforce. See ^[1] (future).

Phase 2: Multi-Touch Outreach Sequence (~22 Days)

Day	Action
1 (AM)	Send personalized email to primary contact (the person who triggered the alert). Reference their brand specifically — product line, values, or recent news.
1 (PM)	Engage with the company's LinkedIn page and brand content (like/comment). Do not connect or message yet.
2–3	Draft and send emails to secondary contacts identified in the decision-making unit.
3–5	Send LinkedIn connection requests and brief messages to primary and secondary contacts.
5–7	Initial phone call attempt if no responses received.
10–14	Send a custom value-add — e.g., a short Loom video referencing their brand, or a ChatGPT-generated brief on their packaging opportunity.
14–21	Send a physical sample kit (PaperTube already does this regularly).
18–22	Final LinkedIn and email follow-up touches.
22+	If no response or engagement: move lead back to a nurture status. Set reminders for future follow-up. Consider additional ambient engagement (Instagram, influencer connections).

Note: If a response is received at any point, the sequence pauses. If a conversation goes cold after 7+ days, the prospect can be re-entered into the flow at an appropriate step.

Automation Layer

Both tracks benefit from automation to reduce manual burden and enforce process rigor. Planned automations:

Research Enrichment

Trigger: Lead reaches "qualified" status in Salesforce
Action: AI-powered lookup (ChatGPT via Zap/flow) generates a company brief — B Corp status, recent launches, brand positioning
Output: Document pushed to Salesforce record or linked Google Doc

Task Creation

Trigger: Each stage of the warm lead sequence
Action: Salesforce automatically creates a task for the rep (e.g., "Send personalized email — use Template: Warm Intro v2")
Benefit: Enforces sequence compliance without requiring reps to self-manage the cadence

Email Templates

Pre-built templates in Salesforce for each outreach step
Merge fields handle brand name and contact name automatically
Personalized fields (specific product, recent news) are flagged for manual fill-in before sending

"Even if we're not automatically sending out the email, maybe there's a way to do it so that, okay, here's the task, here's the actual template for the email, do it, send it." — Parag

Lead Scoring (Future)

Once the two tracks are live, the team plans to implement Salesforce lead scoring to automatically route leads into the appropriate track based on:
- Industry type
- Company size signals
- Website activity (pages visited, time on site)
- Email engagement history

This would remove the manual gut-check step and allow reps to act on pre-scored, pre-routed leads. See ^[2] for broader project context.

Key Decisions

Two tracks, not one: Form fills get an aggressive, phone-first response. Intent alerts get a slower, research-first nurture sequence.
Route form fills to Parag directly — not round-robin, not existing automation flows.
Automate research enrichment — manual research won't happen reliably at rep level.
Automate task creation — structure enforces compliance even without full email automation.
Launch campaigns first, then build automation — don't hold up the email/LinkedIn launch waiting for the full automation layer.

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