Skill: clawdssen/agentledger-crm (version 1.0.1)

--- name: client-relationship-manager version: "1.0.0" url: https://github.com/theagentledger/agent-skills description: Lightweight AI-native CRM for solopreneurs and freelancers. Track clients, relationships, follow-ups, deal stages, and interaction history in plain text files — no SaaS subscription required. Use when managing client relationships, preparing for meetings, tracking follow-ups, or reviewing pipeline status. tags: [crm, clients, sales, freelance, solopreneur, relationships, pipeline] platforms: [openclaw, cursor, windsurf, generic] category: business author: The Agent Ledger license: CC-BY-NC-4.0 --- # Client Relationship Manager ### by [The Agent Ledger](https://theagentledger.com) A lightweight, AI-native CRM for solopreneurs and freelancers. No SaaS subscription. No monthly seat fees. Just plain text files your agent can read, update, and reason over — with you keeping full control of your data. --- ## What This Skill Does - Maintains structured client records in plain text - Tracks deal stages, interaction history, and follow-up queues - Prepares meeting briefs from client context - Surfaces overdue follow-ups automatically - Generates pipeline snapshots and revenue forecasts - Stays out of the way when you don't need it --- ## Setup (5 Steps) ### Step 1: Create Your CRM Directory ``` crm/ ├── clients/ # One file per client ├── pipeline.md # Active deals and stages ├── follow-ups.md # Pending follow-up queue └── README.md # Index of all clients ``` Ask your agent to create this structure: > "Set up a CRM directory at `crm/` with subdirectories for clients, and files for pipeline.md and follow-ups.md." --- ### Step 2: Add Your First Client Record Each client lives in `crm/clients/[client-slug].md`. Use this template: ```markdown # [Client Name] **Company:** [Company or "Individual"] **Contact:** [Primary contact name] **Email:** [email] **Phone:** [phone — optional] **Timezone:** [their timezone] **Introduced:** [YYYY-MM-DD] **Source:** [How you met — referral, cold outreach, inbound, etc.] **Tags:** [industry, service-type, etc.] ## Status **Stage:** [Lead / Prospect / Active / Paused / Closed-Won / Closed-Lost] **Value:** [$X/project | $X/month | TBD] **Next Action:** [What needs to happen next] **Next Action Due:** [YYYY-MM-DD] ## Background [2-3 sentences on who they are, what they do, what problem they're trying to solve] ## Our Work Together [What service/product you're providing or discussing] ## Interaction Log ### YYYY-MM-DD — [Medium: email/call/meeting/message] [Brief summary of what was discussed, decided, or agreed] ### YYYY-MM-DD — [Medium] [...] ``` --- ### Step 3: Set Up Your Pipeline `crm/pipeline.md` tracks all active deals in one view: ```markdown # Pipeline _Last updated: YYYY-MM-DD_ ## Active Deals | Client | Stage | Value | Next Action | Due | |--------|-------|-------|-------------|-----| | [Name] | Proposal Sent | $X | Follow up if no response | YYYY-MM-DD | | [Name] | Negotiating | $X | Send revised scope | YYYY-MM-DD | | [Name] | Active | $X/mo | Monthly check-in | YYYY-MM-DD | ## Pipeline Summary - **Total pipeline value:** $X - **Weighted forecast (50% close rate):** $X - **Active client MRR:** $X ## Recently Closed | Client | Outcome | Value | Date | |--------|---------|-------|------| | [Name] | Won | $X | YYYY-MM-DD | | [Name] | Lost | — | YYYY-MM-DD | ``` --- ### Step 4: Set Up Your Follow-Up Queue `crm/follow-ups.md` is your daily action list: ```markdown # Follow-Up Queue _Last updated: YYYY-MM-DD_ ## Overdue - [ ] **[Client Name]** — [What to do] _(was due YYYY-MM-DD)_ ## Due Today - [ ] **[Client Name]** — [What to do] ## Due This Week - [ ] **[Client Name]** — [What to do] _(YYYY-MM-DD)_ ## Due Next Week - [ ] **[Client Name]** — [What to do] _(YYYY-MM-DD)_ ## Someday / No Date - [ ] **[Client Name]** — [Reconnect when budget opens] ``` --- ### Step 5: Give Your Agent the Standing Instructions Add to your `AGENTS.md` or system prompt: ``` ## CRM Protocol When I mention a client or prospect: 1. Check if they have a record in crm/clients/ — if not, offer to create one 2. After any meeting or call I describe, offer to log an interaction entry 3. If I ask for a "CRM review" or "pipeline check," read crm/pipeline.md and crm/follow-ups.md and report: overdue items, upcoming actions, pipeline value, and any clients I haven't touched in 30+ days 4. If I say "prep me for [client]," read their client file and give me: background, last interaction, current stage, and what I should know before talking to them Never auto-update files without confirming the entry first. ``` --- ## Usage Patterns ### Meeting Prep > "Prep me for my call with Acme Corp at 2pm." Your agent reads `crm/clients/acme-corp.md` and gives you: - Who you're talking to and their background - Current deal stage and value - Last interaction summary - What was agreed or outstanding - Suggested talking points based on next action ### Log an Interaction > "Just got off a call with Sarah at Designworks. She liked the proposal but wants a 10% discount. Follow up Friday." Your agent drafts the interaction log entry and updates the next action + due date. You confirm before it writes. ### CRM Review > "Give me a CRM review." Your agent reads pipeline.md and follow-ups.md and reports: - Overdue follow-ups - Actions due today and this week - Pipeline summary (total value, count by stage) - Clients not touched in 30+ days (potential churn risk) - Any deals with stale "next action" dates (no movement in 14+ days) ### Add a New Lead > "Add Jane from TechStartup as a lead. Met her at a conference. She's interested in monthly consulting. Her email is [REDACTED_SECRET]." Your agent creates `crm/clients/techstartup-jane.md` using the template, fills in what you've told it, and flags the fields that need more information. ### Weekly Pipeline Update > "Update the pipeline." Your agent reads all client files, cross-references with pipeline.md, and proposes updates for any stages that appear stale or inconsistent with recent interaction logs. --- ## Deal Stages (Customize These) | Stage | Definition | |-------|------------| | **Lead** | Identified as a potential client, no real conversation yet | | **Prospect** | Had initial conversation, they know what you offer | | **Qualified** | Confirmed budget, timeline, and decision-maker involvement | | **Proposal Sent** | Formal proposal or scope submitted, awaiting response | | **Negotiating** | Active discussion on terms, scope, or price | | **Active** | Paying client, work in progress | | **Paused** | Project on hold — agreed to revisit later | | **Closed-Won** | Project complete or ongoing retainer secured | | **Closed-Lost** | Didn't move forward — log the reason | Adapt these to your sales process. The stage names in client files and pipeline.md should match. --- ## Automated Follow-Up Review (Optional) Add a periodic check to your HEARTBEAT.md: ``` ## CRM - Read crm/follow-ups.md and flag any overdue items - Check for clients in crm/clients/ with no interaction in 30+ days - If pipeline hasn't been updated in 7 days, flag for review ``` Or set a weekly cron: ```bash openclaw cron add \ --name "weekly-crm-review" \ --cron "0 9 * * MON" \ --model [REDACTED_SECRET] \ --session isolated \ --message "Read crm/pipeline.md and crm/follow-ups.md. Report: overdue follow-ups, pipeline value by stage, clients not touched in 30+ days, and deals with no movement in 14+ days. Be concise." \ --announce \ --to "[YOUR_TELEGRAM_CHAT_ID]" \ --tz "America/Chicago" ``` --- ## Customization Options ### Industry-Specific Stage Names Replace the default stages with language that fits your context: - **Freelancers:** Inquiry → Brief → Quoted → In Progress → Review → Invoiced → Paid - **Coaches:** Discovery → Enrolled → Active → Alumni - **Agencies:** RFP → Scoping → Proposal → Negotiation → Onboarding → Retained ### Client Tiers Add a tier field to segment by relationship priority: ``` **Tier:** A (Top client / referral source) | B (Active, standard) | C (Occasional) | D (Dormant) ``` ### Revenue Tracking Extend pipeline.md with a monthly revenue section: ```markdown ## Revenue (Current Month) - Invoiced: $X - Collected: $X - Outstanding: $X - Projected (next 30 days): $X ``` ### Referral Tracking Add a referrals section to client files: ```markdown ## Referrals Sent - Referred [Name] to [Client] on [date] — [outcome if known] ## Referrals Received From This Client - [Name/Company] — [date] — [outcome] ``` --- ## Integration With Other Agent Ledger Skills | Skill | How They Work Together | |-------|----------------------| | **solopreneur-assistant** | Include pipeline summary in your weekly business dashboard | | **inbox-triage** | Flag emails from pipeline clients as higher urgency | | **project-tracker** | Link active clients to their project files for unified status | | **decision-log** | Log major client decisions (pricing changes, scope decisions) | | **content-calendar** | Track case study opportunities from Closed-Won clients | --- ## Troubleshooting | Problem | Fix | |---------|-----| | Agent doesn't know about a client | Check that client file is in `crm/clients/` and agent has access to the directory | | Pipeline gets stale | Add CRM review to your HEARTBEAT.md or set a weekly cron | | Too many files to manage | Use README.md in `crm/` as a client index with quick status for each | | Agent writes to files without confirming | Reinforce "never auto-update without confirming" in your AGENTS.md | | Deal stages are confusing | Pick 4-5 stages max and define them clearly in your AGENTS.md | --- ## Privacy Note All CRM data lives locally in your workspace. Nothing is synced, shared, or processed externally unless you explicitly ask your agent to send something. Your client data stays yours. If you're subject to client confidentiality obligations (legal, financial, healthcare), keep this in a local-only workspace and avoid syncing to cloud-backed directories without reviewing your obligations. --- ## About This Skill Built by [The Agent Ledger](https://theagentledger.com) — practical guides and tools for AI-augmented solopreneurs. Subscribe for new skills, guides, and subscriber-only content at **theagentledger.com**. **License:** [CC-BY-NC-4.0](https://creativecommons.org/licenses/by-nc/4.0/) — free for personal use, not for resale or redistribution. --- _Disclaimer: This skill provides a framework for organizing information. It does not replace professional CRM software for enterprise use cases, and the author makes no warranty as to fitness for any particular purpose. Use responsibly and in compliance with any applicable data protection laws and professional obligations._

path: references/advanced-patterns.md
content: # Client Relationship Manager — Advanced Patterns

_by The Agent Ledger | theagentledger.com_

---

## 1. The Weekly CRM Ritual

A structured weekly CRM review keeps your pipeline honest and your relationships warm. Run this every Monday morning (cron or manual):

```
CRM Weekly Review Protocol:

1. FOLLOW-UPS: Read follow-ups.md. List everything overdue + due this week. Flag any item overdue by 7+ days as "stalled."

2. PIPELINE HEALTH: Read pipeline.md. For each deal in Proposal Sent or Negotiating stage:
   - How many days since last interaction?
   - Is the next action date still in the future, or has it passed?
   - Flag deals with no movement in 14+ days as "at risk."

3. RELATIONSHIP WARMTH: Scan all client files for "Active" clients. Flag any with no interaction log entry in 30+ days.

4. CLOSED-WON REVIEW: Check for any Closed-Won clients from the last 90 days. Are there upsell or case study opportunities?

5. OUTPUT: Weekly CRM summary — 10 lines or less. Overdue items, at-risk deals, relationship alerts, one recommended priority action.
```

---

## 2. Multi-Service Tracking

If you offer multiple services, track them per-client with a services section:

```markdown
## Services

| Service | Status | Rate | Started | Renewed |
|---------|--------|------|---------|---------|
| Monthly Retainer | Active | $X/mo | 2025-09-01 | 2026-01-01 |
| Project: Website Redesign | Complete | $X | 2025-07-15 | — |
| Ad-Hoc Advisory | Occasional | $X/hr | 2025-08-01 | — |

**Total LTV:** $X
**Annualized value (current):** $X/yr
```

Then your pipeline.md value column reflects total annual value, not just the current engagement.

---

## 3. Relationship Score System

Rate relationship health on a simple 1-5 scale:

```markdown
**Relationship Score:** 4/5
**Score Rationale:** Strong rapport, pays on time, refers occasionally. Would take another project. Minor tension around scope on last engagement — resolved but worth watching.
**Last Scored:** YYYY-MM-DD
```

Review and update scores quarterly. Declining scores on active clients are early churn signals.

---

## 4. The Pre-Meeting Brief Template

When you say "prep me for [client]," your agent should produce this format:

```
MEETING BRIEF: [Client Name]
Date: [Today]
Meeting type: [Call / In-person / Video]

WHO YOU'RE TALKING TO
[Contact name], [title], [company]. [1 sentence on their background].

WHERE THINGS STAND
Stage: [Current stage]
Value: [Deal value or MRR]
Last contact: [Date] via [medium]

LAST INTERACTION SUMMARY
[2-3 sentences on what was discussed, what was agreed, what's outstanding]

WHAT THEY CARE ABOUT
[From background section — their key priorities, concerns, or constraints]

YOUR NEXT ACTION
[What you said you'd do / what you're asking for in this meeting]

WATCH FOR
[Any known friction points, sensitivities, or things to handle carefully]

SUGGESTED TALKING POINTS
1. [Open with this]
2. [Address this proactively]
3. [Ask about this]
```

---

## 5. Deal Post-Mortem (Closed-Lost)

When a deal is lost, log a brief post-mortem before archiving:

```markdown
## Post-Mortem (Closed-Lost)

**Lost Date:** YYYY-MM-DD
**Loss Reason:** [Price / Timing / Competitor / Scope mismatch / No decision / Other]
**Competitor (if known):** [Name or "Unknown"]
**Decision Maker:** [Did I reach the actual decision-maker? Yes/No]
**Biggest Obstacle:** [In one sentence]
**What I'd Do Differently:** [One actionable lesson]
**Reopen Potential:** [Yes — follow up in Q3 / No / Unknown]
**Next Touch (if any):** YYYY-MM-DD — [Brief touch to keep door open]
```

Run quarterly: review all Closed-Lost post-mortems and look for patterns. If the same loss reason appears 3+ times, that's a product, pricing, or targeting problem — not a sales problem.

---

## 6. The Referral Network Map

Track who sends you business and who you send business to — it's one of the highest-ROI activities for solopreneurs.

Create `crm/referral-network.md`:

```markdown
# Referral Network

## My Top Referral Sources

| Person | Company | Referrals Sent Me | My Referrals To Them | Last Touch |
|--------|---------|-------------------|----------------------|------------|
| [Name] | [Co] | 3 ($X total) | 1 | YYYY-MM-DD |

## Referral Leaderboard (Last 12 Months)
1. [Name] — 3 referrals, $X in business
2. [Name] — 1 referral, $X in business

## Pending Reciprocation
- [ ] [Name] sent me [Client]. I haven't sent them anything yet. Look for opportunities.

## Thank You Queue
- [ ] Send [Name] a note — they sent me [Client] last month.
```

Your agent can flag referral imbalances ("You've received 3 referrals from X but sent 0 back — worth watching.").

---

## 7. Churn Prevention Monitoring

For service businesses with recurring revenue, track churn risk signals:

```markdown
## Churn Risk Signals
- No interaction in 45+ days (for monthly clients)
- Scope creep that wasn't addressed
- Payment late 2+ times
- Sponsor/champion left the company
- Engagement declining (fewer requests, shorter responses)
- They asked about contract terms or cancellation policy
```

Add this check to your weekly CRM ritual or HEARTBEAT.md:

```
Churn Risk Check:
- Read all Active client files
- Flag any with: no interaction in 45+ days, late payment notes, or any churn risk signals noted
- Report as: 🔴 High risk / 🟡 Watch / 🟢 Healthy
```

---

## 8. Client Onboarding Checklist

When a deal closes, use a standard onboarding log entry:

```markdown
### YYYY-MM-DD — Onboarding Started
- [ ] Signed agreement received
- [ ] Invoice sent (deposit)
- [ ] Kickoff call scheduled
- [ ] Access/credentials collected
- [ ] Project file created (link to crm/projects/[slug])
- [ ] Added to project-tracker dashboard
- [ ] Welcome email/message sent
- [ ] First deliverable date confirmed
```

Ask your agent to generate this checklist entry whenever you mark a deal as "Closed-Won."

---

## 9. Annual Client Review

Once a year (January or your fiscal year-end), run an annual review across all clients:

```
Annual CRM Review:

1. REVENUE: Sum all Closed-Won values from the year. Break down by client, service type, and quarter.

2. TOP CLIENTS: Who were your top 5 clients by revenue? By referrals? By ease of working with them?

3. WORST CLIENTS: Who were the most difficult, lowest-margin, or most time-consuming? What would you do differently?

4. LOSS ANALYSIS: Review all Closed-Lost records. What patterns do you see?

5. RETENTION: What % of Active clients from last year renewed?

6. PIPELINE QUALITY: Review all current Leads and Prospects. Are they realistic? Cut anything you haven't touched in 90+ days.

7. RELATIONSHIP MAINTENANCE: Who haven't you talked to in 6+ months that you should reconnect with?

8. NEXT YEAR TARGETS: Based on this data, set revenue targets by client segment.
```

---

## 10. Integration with Solopreneur Dashboard

If you use the `solopreneur-assistant` skill, add CRM metrics to your weekly dashboard section:

```
## Business Dashboard — CRM Section

**Pipeline:**
- Total value: $X across X deals
- Active clients: X generating $X/mo MRR
- Deals in negotiation: X ($X combined)

**Relationships:**
- Follow-ups overdue: X
- Clients not touched in 30+ days: X
- Referrals received (MTD): X

**Health:**
- Win rate (last 90 days): X%
- Average deal size: $X
- Average sales cycle: X days
```

---

## Notes on Data Hygiene

The biggest failure mode in text-based CRM is staleness. A few rules to keep it useful:

1. **Log within 24 hours** — Interaction context fades fast. Ask your agent to help you log immediately after calls.
2. **Always set a next action** — A client record with no "Next Action Due" date is invisible to your follow-up process.
3. **Quarterly archive** — Move Closed-Won and Closed-Lost clients older than 12 months to `crm/archive/` to keep the active directory manageable.
4. **One source of truth** — Don't maintain the same client in a CRM tool AND these files. Pick one. Text files win if you want agent access.

---

_Part of the Agent Ledger Skills Collection — free, open, and built to work together._
_→ theagentledger.com for new skills, guides, and the premium blueprint guide._

**License:** CC-BY-NC-4.0


Security scan verdicts — ClawScan: clean | static analysis: suspicious | VirusTotal: clean | SkillSpector: clean (LOW)