Deal Stage Trigger For Project Setup
When a deal hits production planning, the agent creates the Drive folder, generates the 50% deposit invoice.
founders and execsops and IT teams
What it does
When your deal reaches production planning, you get an instant project folder in Google Drive, a 50% deposit invoice ready to send, and a dedicated Slack channel for your team. The agent also fills out the creative brief with discovery notes so work can start immediately without manual setup.
Step by step
- Configure a Zapier or Make.com trigger to listen for 'Stage Changed' events in your CRM when the new stage equals 'Production Planning'.
- Set up a Google Drive action to create a folder named with the Deal ID and Client Name, ensuring unique naming conventions to prevent conflicts.
- Construct a Slack webhook payload that defines the channel name as private or public based on team policy and adds initial members from your CRM contacts.
Where the LLM does the work
- Pass the raw discovery notes field into an LLM prompt to summarize key requirements, target audience insights, and specific creative constraints for the brief.
- Generate a structured JSON object or plain text summary from the LLM output that maps directly to the fields in your Google Docs template or internal database.
Watch out for
LLM outputs can sometimes include markdown formatting that breaks simple text fields, so strip all asterisks and backticks before writing to the brief.
Slack channel names cannot contain spaces or special characters, so sanitize the client name using a slugify function before passing it to the webhook.
Invoice generation tools often require specific currency codes and tax IDs that might not be in your CRM, so add a validation step to ensure these fields are populated.
If the discovery notes field is empty or null, the LLM will fail or return generic text, so add a conditional branch to skip invoice creation if no brief data exists.
Tools that fit
The agent brief
Everything your agent needs, including the gotchas. Copy it and go.
You are helping me build the following AI agent workflow. ## Goal Deal Stage Trigger For Project Setup: When a deal hits production planning, the agent creates the Drive folder, generates the 50% deposit invoice. ## Specification - What it does: When your deal reaches production planning, you get an instant project folder in Google Drive, a 50% deposit invoice ready to send, and a dedicated Slack channel for your team. The agent also fills out the creative brief with discovery notes so work can start immediately without manual setup. - Trigger: Triggered by an event (Event · on deal stage change) - Autonomy: Fully hands-off - Expected setup effort: about an afternoon - Tools/services involved: - Google Drive: Create project folder structure - LLM: Populate creative brief template with discovery notes - Slack: Create internal discussion channel via webhook ## Known pitfalls, handle each one explicitly in your implementation 1. LLM outputs can sometimes include markdown formatting that breaks simple text fields, so strip all asterisks and backticks before writing to the brief. 2. Slack channel names cannot contain spaces or special characters, so sanitize the client name using a slugify function before passing it to the webhook. 3. Invoice generation tools often require specific currency codes and tax IDs that might not be in your CRM, so add a validation step to ensure these fields are populated. 4. If the discovery notes field is empty or null, the LLM will fail or return generic text, so add a conditional branch to skip invoice creation if no brief data exists. ## Reference implementation https://www.youtube.com/watch?v=vd7nuYXQFU0 (workflow template) Fetch and inspect this before building. If it matches my stack, adapt it; if not, rebuild the pattern with my tools. ## Process requirements 1. Before building: ask me which of the listed tools I actually use and what my platform is (n8n / Make / code / other). Do not assume. 2. Adapt the pattern to my answers; do not force the reference stack. 3. Address every pitfall above; tell me how you handled each. 4. Provide a test plan I can run before letting this touch real data. 5. Ask before any step that sends messages, modifies data, or spends money. Source: https://usecasesforagents.com/use-case/deal-stage-trigger-for-project-setup/ via usecasesforagents.com
Frequently asked questions
Can I use a different Cloud Storage than Google Drive?
Yes. Google Drive is only the example cloud storage in this recipe. The same flow works with Dropbox, Google Cloud Storage, Microsoft OneDrive and Nextcloud. Swap the cloud storage connection and keep the rest of the setup as written.
Want this running in your business?
This is what I do. I design and build AI agents like this one, and keep them running. If you want it set up for your team instead of doing it yourself, get in touch.
Who it's for
Built for founders and execs who need operations handled without hiring for it.
Ops-IT teams triaging their own internal requests get the same pattern, different queue.