Published 23 October 2026
START WITH THE GAPS IN THE BUYING JOURNEY
Contract end dates buried in spreadsheets, surveys booked and never followed up, and grant or tariff deadlines that pass without the pipeline being worked.
This guide describes the workflow design published in Xiilio’s industry playbook. It is not a case study or a claim of achieved results. Access, permissions and the connected systems determine what can be deployed.
- Contract end dates live in spreadsheets and are missed
- Surveys are booked and then never followed through to quote
- Quotes sit unchased across a decision cycle measured in months
- Grant, tariff and scheme deadlines pass without the relevant pipeline being worked
MAP THE HANDOVERS BEFORE ADDING AUTOMATION
Write down the decision at each stage, who owns it and what information the next person needs. Qualification is not a substitute for a regulated or commercial decision.
- Trigger: Price rise, contract end, a sustainability target, a grant window or a new site.
- Research: Comparison of suppliers or installers; payback and disruption are the real questions.
- Survey and quote: Site survey, technical design, quote. Long gap before decision is normal.
- Decision and install: Board or owner approval, financing, then scheduling and installation.
CONTRACT-END PIPELINE
Agree these steps with the owning team, test the handovers and review exceptions before enabling the workflow.
- Contract end date captured on every conversation and stored in the CRM
- Nurture opens at the window you define ahead of the date
- ARIA re-qualifies usage and decision maker
- Meeting or quote request booked with the account manager
SURVEY TO QUOTE TO DECISION
Agree these steps with the owning team, test the handovers and review exceptions before enabling the workflow.
- Survey booked and confirmed with reminders
- Quote issued using your approved calculator outputs only
- HERALD follows up across the decision cycle with relevant, dated reasons
- Won, lost or deferred recorded, with deferred entering a dated nurture
SCHEME AND GRANT WINDOW
Agree these steps with the owning team, test the handovers and review exceptions before enabling the workflow.
- Eligible segment identified from your CRM criteria
- Message drafted referencing only published scheme terms
- Human approves before the campaign runs
- Eligibility always confirmed by a person, never by the agent
CONNECT THE EXISTING STACK, WITH EXPLICIT BOUNDARIES
No rip-and-replace is the starting point. Confirm API availability, permissions, record mapping and failure handling with the system owner. Product names in the playbook describe systems commonly used in this sector; they do not imply a partnership or a prebuilt connector for every installation.
- CRM
- Surveyor and installer calendars
- Quoting and design tools
- Telephony and email
- Half-hourly consumption data feeds where available
KEEP THE APPROVAL GATES VISIBLE
Automation should stop at the boundaries agreed with your team. Record escalations and approval decisions alongside the workflow activity.
- All savings and payback figures human-approved
- Scheme eligibility confirmed by a person
- Domestic campaign copy approved before launch
- Contractual terms issued only by your team
MEASURE OUTCOMES, NOT ACTIVITY ALONE
Agree the baseline, reporting period and source of each metric before launch. Reconcile CRM outcomes with your own records; do not treat a modelled return or an advertising dashboard as independently audited revenue.
- Contract end dates captured per month
- Survey booking and attendance rate
- Quote to install conversion
- Cost per installed job or contracted site
- Average days from quote to decision