Quickstart: Your Revenue Machine
Configure pipelines, import contacts, set up AI lead scoring, wire two-way email sync, generate AI sequences, activate the Deal Coach — the full setup in 6 steps, in under 20 minutes.
Configure Your Pipelines
| Field | What it controls | Default |
|---|---|---|
| Stages | Ordered list of deal states | "Lead → Discovery → Proposal → Closed Won/Lost" |
| Stage probabilities | Forecast weighting per stage | 10% / 30% / 60% / 100% |
| Rotting deal alerts | Days of inactivity before flagging | 14 days |
| Required fields | Fields that MUST exist before moving to next stage | None (configurable) |
| Custom fields | Pipeline-specific fields (e.g., "Enterprise PoC contact") | None |
| Routing rules | Auto-assign new deals based on criteria | Round-robin to active reps |
Import Your Contacts
Use the native Import tool (Admin → CRM → Import). Source options:
- Salesforce — OAuth + bidirectional sync (changes flow both ways during parallel-run cutover)
- HubSpot — OAuth + bidirectional sync
- Pipedrive / Close / Copper — OAuth one-way migration
- CSV — drag-and-drop with field-mapping wizard (Singularity-powered)
- API — programmatic via
POST /api/v1/contactsor the batch endpoint - Email forward — forward contact-rich emails to
import@<tenant>.aeionos.com
De-dup on import: the engine fingerprints contacts by email (primary) + phone (secondary) + first+last name (tiebreaker). Matched records merge automatically; conflicting fields surface in a manual-review queue.
Enrichment auto-trigger: contacts with company-domain emails (non-Gmail / Outlook / Yahoo) trigger automatic enrichment in the background. Within minutes you have job title, LinkedIn URL, company size, industry, location, professional summary.
Configure AI Lead Scoring
| Trait | Example values | Typical points |
|---|---|---|
| Job title | VP / Director → +10; Manager → +5 | 5-15 |
| Company size | 500+ → +10; 50-500 → +5 | 0-10 |
| Industry | Target verticals → +10 | 0-10 |
| Geography | Target regions → +5 | 0-5 |
| Tech stack | Uses competing product → +15 | 0-15 |
| Behavior | Typical points | |
| ------------------------ | -------------- | |
| Email open | +1 | |
| Email click | +5 | |
| Pricing page visit | +10 | |
| Document download | +10 | |
| Demo request | +25 | |
| Sales call accepted | +20 | |
| 3+ pages in single visit | +15 | |
Wire Two-Way Email Sync
Connect Google Workspace or Microsoft 365 in Admin → CRM → Email Sync (per-rep OAuth).
What sync captures:
- Sent emails → logged on contact timeline
- Received emails → logged on contact timeline (sender-matched)
- Replied threads → grouped as conversations
- Attachments → linked to the contact record
- Calendar events with contact email → tracked as meetings
Privacy controls per rep:
- Sync all (default) — every email sent to/from a contact lands in the CRM
- Sync selected — only emails with specific labels / categories
- Sync internal-only — drafts not synced; only sent + received
Aliases + multiple inboxes — reps with multiple inboxes (sales@, personal@) can connect them all. Aeion deduplicates emails appearing in multiple mailboxes.
Bidirectional templates — reps can compose emails from Gmail/Outlook using Aeion-managed templates with merge variables. Sent emails sync back with template attribution for analytics.
Generate AI Email Sequences
Navigate to CRM → Sequences → New and describe the campaign goal in plain English:
"Enterprise outreach for our Q4 platform renewal — target VPs of
Engineering at companies between 500 and 5000 employees. 7-step
sequence, emphasize ROI from automation."
The AI generates:
- 7 emails with subject lines (A/B-tested via Wilson Score)
- Delays between emails (typically 3-5 days)
- Manual follow-up tasks (call after step 4)
- Personalization variables (
{{firstName}},{{company}},{{painPoint}}) - Auto-unenrollment rules (reply received, meeting booked, opted out)
Review + edit — every AI-generated step is human-editable. Tweak subject lines, add legal disclaimers, customize signature blocks.
Sequence types:
- Cold outbound — for new prospects
- Warm inbound — for trial signups, demo requests
- Re-engagement — for lapsed customers
- Renewal — for upcoming subscription end-dates
- Reference / case study — for solicitating customer references
typescript
// Programmatic sequence enrollment
await aeion.api.post(/api/crm/sequences/${sequenceId}/enroll, {
contactIds: ["ct_xyz", "ct_abc", "ct_pqr"],
startNow: true,
ownerOverride: "user_alice@acme.com", // Otherwise uses rep's email
});
Activate the AI Deal Coach
The Deal Coach surfaces every morning in each rep's Morning Brief dashboard (Admin → CRM → My Dashboard).
What the Coach analyzes daily:
- Deal velocity (is this deal stalling vs. similar deals?)
- Stakeholder coverage (do we have multi-threaded contacts?)
- Engagement depth (recent activities vs. competitor benchmark)
- Forecast risk (high-probability deals showing red flags)
- Next-best-action recommendations
Per-deal coach card shows:
- Specific blocker (e.g., "No procurement contact identified — risks 3-week delay at close")
- Suggested next action (e.g., "Ask champion for procurement intro via this template")
- Success-pattern reference ("Deals like this closed when X happened by Day Y")
- One-click action buttons (book meeting, send email, create task)
Configuration under Admin → CRM → Deal Coach:
- Sensitivity (conservative / balanced / aggressive)
- Coverage thresholds (min stakeholders per deal-stage)
- Velocity benchmarks (auto-derived from your historical wins)
Integration Recipes
Commerce → CRM auto-create. First-time customer completes a purchase → CRM contact created automatically with name, email, order history, and LTV. Marketing campaigns can target them.
Connect → CRM call logging. Every phone call / SMS / chat in Connect is logged on the contact's timeline with full transcript + sentiment analysis.
Helpdesk → CRM ticket context. Support tickets appear on the contact's CRM record so account managers see the full relationship history (deals + support + tickets).
Marketing → CRM segment-driven nurture. When a contact crosses a CRM segment threshold ("VIP", "At Risk"), Marketing auto-enrolls them in matching nurture sequences.
Blueprint → CRM workflow automation. Multi-step processes (lead routing, contract approval, renewal workflow) live in Blueprint, triggered by CRM events.
AeionClaw → CRM chat assistant. The aeion-crm-assistant skill drafts personalized outreach, scores leads on demand, runs pipeline analyses, and surfaces stuck deals with recommended next steps.
Troubleshooting
Contacts not enriching automatically. Check Admin → CRM → Enrichment → Health. Common cause: AI provider down or out of budget. Fall through to deterministic enrichment via WHOIS + LinkedIn API works when AI is unavailable.
Email sync not capturing replies. Check the rep's OAuth scope (Admin → Email Sync → per-rep status). If they revoked permissions, re-authorize. Also check sync direction — read-only mode won't capture writes.
Lead score not updating. Score recalculation runs hourly. Force a recalc from the contact record (Admin → Contacts → [contact] → Recalculate Score). If still no change, verify the scoring model's behavioral triggers are firing (check crm.behavior_event log).
Sequence not advancing. Sequences auto-pause on holidays + non-business hours by default. Check Sequence Settings → Schedule. Also verify the contact hasn't been auto-unenrolled (replied, opted out, etc.).
Pipeline forecast looks off. Common causes: (1) deals not moving stages correctly, (2) probability percentages not aligned to your win-rate reality. Run "Recalibrate Probabilities" (Admin → Pipelines → [pipeline] → Recalibrate) — uses last 90 days of closed deals.
Bidirectional sync conflicts. If a record updates in both Salesforce + Aeion CRM, last-write-wins by default. Per-field merge strategies configurable for high-stakes fields (deal amount, close date). Conflicts log to crm.sync_conflicts for manual review.
Frequently Asked Questions
True two-way sync. Connect Google Workspace or Outlook per-rep. Any email sent to or received from a recognized contact appends to their chronological Activity Timeline. Threads group as conversations; attachments link to the contact.
Yes. Unlimited pipelines ship in the flat $49/mo price. Run B2B Enterprise Sales, SMB Inbound, and Customer Success Renewals simultaneously, each with their own stages + probabilities + routing rules.
No. Aeion CRM never penalizes you for database growth. The flat price includes unlimited contacts, companies, and deal records. Production customers run 10M+ contacts with sub-100ms search.
The AI researches the contact's professional profile from web sources, extracting job title, LinkedIn URL, company industry, size, location, and a professional summary. Enrichment is timestamped so you can see how fresh the data is. Re-enrichable on demand for stale records.
The event bus fires `crm.lead_score.automation_triggered`. Blueprint subscribes; high-touch sequences auto-enroll, deals route to closing teams, account managers get a notification — all configurable without code.
Yes — Singularity has bidirectional connectors. Contacts, deals, activities, attachments, custom fields all import. Run parallel-mode (writes to both systems) for 2-4 weeks during cutover, then cut over fully. No history loss.
Sequences are 1:1 personalized rep-driven outreach (your rep sends them, replies hit their inbox). Campaigns are broadcast marketing (mass emails, A/B-tested, with marketing-team ownership). Both modules share the same templates + tracking; choose based on whether the email is from-rep or from-marketing.
Coach analysis runs against your tenant data only. Under GDPR-strict mode, AI providers must be EU-region; under HIPAA mode, only BAA-signed providers (Azure OpenAI, AWS Bedrock) can be invoked. Coach insights stored in your tenant DB — exported on demand, deleted on tenant deletion.
Yes. Three options: (1) Aeion BI native dashboards with drag-drop chart builder, (2) raw SQL via the analyst workbench, (3) Looker / Tableau / Metabase connect directly to Aeion's BI views. Common reports (pipeline forecast, rep performance, deal velocity, conversion funnel) ship as built-in templates.
Yes. Define territories by geo, named accounts, vertical, or arbitrary segment. Auto-route new contacts/deals to the territory owner. Override available per-record. Quota tracking + commission calc tie to territory ownership.