Discovery preparation is rebuilt manually when a deal is scheduled.
Use case 02 · Deal-to-Delivery Orchestration
Turn CRM stage changes into a structured delivery process.
A connected system that prepares the team for discovery, adapts project requirements to the selected service, and automatically creates the delivery structure once the deal is won.
- Discovery scheduled→
- Discovery preparation→
- Deal won→
- Delivery structure
System walkthrough
See the deal-to-delivery process in action.
Watch how CRM stage changes trigger discovery preparation, service-specific project setup, and the creation of a structured delivery workspace in ClickUp.
The problem
The handoff from sales to delivery is often rebuilt by hand.
Scheduling discovery already creates operational work: teams need the right context, requirements, and tasks before the call. When a deal is won, another manual setup begins with project creation, stages, and service-specific delivery requirements.
Generic checklists miss the requirements of the service being sold.
Project workspaces are created from scratch after every won deal.
Delivery stages and tasks are recreated by hand.
Sales context is easily lost during the handoff.
Teams receive inconsistent structures as responsibility moves into delivery.
The problem is not just project setup. It is losing time and context every time responsibility moves from sales into delivery.
Process transformation
From manual handoff to connected delivery.
Before
- Manual discovery preparation→
- Generic checklists→
- Manual project creation→
- Recreated delivery tasks→
- Inconsistent handoffs
Teams rebuild preparation and delivery structures as every deal progresses.
With Gradia
- Automatic discovery preparation→
- Service-specific checklists→
- Automatic project creation→
- Service-specific delivery structure→
- Consistent sales-to-delivery handoff
Stage changes trigger the right preparation and service-specific delivery structure.
System walkthrough
Two stage changes, one connected delivery flow.
- 01
01 — Detect Discovery Scheduled
The CRM stage change starts the preparation flow.
- 02
02 — Read CRM context
Deal, contact, company, and existing discovery context are retrieved.
- 03
03 — Create discovery preparation task
A focused task gives the team a clear place to prepare for the call.
- 04
04 — Build service-specific checklist
The selected service determines the requirements for discovery.
- 05
05 — Detect Deal Won
The won stage change starts delivery workspace creation.
- 06
06 — Create delivery workspace
A dedicated project is created inside the active delivery environment.
- 07
07 — Build project stages
The project receives the stages needed for the engagement.
- 08
08 — Create service-specific tasks
Tasks and subtasks are generated to match the service sold.
Adaptive project structure
The project structure changes with the service sold.
This is not one static ClickUp template copied for every client. The CRM service selection controls which preparation and delivery structure is created.
Website
Can create a delivery path with discovery, planning, design, development, QA, and launch.
Branding
Receives its own service-specific requirements and task structure rather than inheriting a website setup.
Marketing
Can follow a different workflow shaped around the requirements of the engagement.
Connected context
Delivery does not start from an empty project.
The handoff carries the useful context forward so the delivery team can begin with the original opportunity in view.
original HubSpot dealdiscovery briefrequirements gatheringproject scoping
System architecture
Business logic first. Providers second.
- HubSpot Deal↓
- Deal Stage Logic↓
- Service Selection↓
- Discovery Preparation↓
- Deal Won↓
- Project Structure↓
- ClickUp Delivery Workspace
The architecture keeps stage logic, service selection, and delivery structure connected while leaving provider details secondary to the business process.
Outcome
A cleaner handoff from sales into delivery.
The system turns stage changes into a consistent operating rhythm while keeping the structure appropriate to the service sold.
Discovery starts prepared
The team receives the right requirements before the sales conversation.
Structure matches the service
Website, Branding, and Marketing engagements do not need to share one generic setup.
Projects are created automatically
The delivery workspace, stages, tasks, and subtasks are prepared when the deal progresses.
Context moves with the deal
Relevant CRM information remains available as responsibility moves into delivery.
Connected systems
Part of a broader client lifecycle.
These systems can operate independently or as connected parts of a wider sales-to-delivery process.
Build a similar system
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