Ten questions before we build anything.
You set the direction on our call: one company Gemini instead of personal ChatGPT, then a HubSpot and Gmail layer that knows your accounts better than the CRM does. Your answers shape the proposal.
Start · about 10 minutes
Almost everything is one tapSaves as you goSend at the end
Phase 1
Company Gemini
Everyone on the company account, personal knowledge carried over, clear rules.
FirstPhase 2
HubSpot × Gmail intelligence
Account briefs from CRM and inbox together, and the automations around them.
NextLater
Tender scout
Parked by agreement. Nothing here asks about it.
Not in scope nowBefore we start
Who is answering
01 — Phase 1
Company Gemini
Four questions.
Q 01
How many people will use it?
Tap the last filled seat in each team.
Sales0 people
Management0 people
Finance0 people
Q 02
What is your Google setup?
"Not sure" is a fine answer.
Workspace edition
Is Gemini already switched on for everyone?
Must everything run on Gemini?
People always work in Gemini. Behind the scenes, our HubSpot and Holded layer can use whichever model does a job best.
Q 03
What should move over from personal ChatGPT?
Tap what people want to keep. The right side shows where it lands.
From personal accounts
Into the company setup
Personal · saved info in GeminiEach person's own context, private to them
Shared · one Gem per teamSales, Management, Finance — maintained centrally
Company knowledge · Drive + NotebookLMDocuments everyone can search
Day one for someone in Sales
- Nothing selected yet — a clean Gemini with the company Gem.
Will each person export their own data?
Q 04
Where should people meet the assistant?
Tap every place that makes sense. The first becomes the daily home — change it if you like.
Daily home
Daily home
Daily home
Daily home
02 — Phase 2
HubSpot × Gmail intelligence
Four questions. Three of them are screens of the assistant — you answer by clicking in them.
Q 05
How is HubSpot today?
Plan
How much do you trust the data in it?
Tap a number.
Getting the full picture of one account today — HubSpot plus the email history — takes…
Q 06
Which parts of this brief would you read?
One account, built from HubSpot and Gmail together. The company and people are invented. Switch off what you would not read.
AssistantUVDistribuidora del Norte S.A.
Open dealsHubSpot
SAS retrofit — 2 substations€184,000Proposal sent · quiet for 12 days
OT security assessment€38,500Qualified · decision maker not met yet
Last emailsGmail
- 15 SepJavier Ortega asks for the IEC 61850 certificates.
- 10 SepYou sent offer v3 and promised the new datasheet "by Friday".
- 31 AugProcurement moves the framework renewal to Q1 2027.
Open promisesGmail · cross-checked
5 days overdueDatasheet promised on 10 Sep — not sent.
Waiting on youCertificates requested 15 Sep.
Waiting on youCertificates requested 15 Sep.
PeopleHubSpot + Gmail
- Javier Ortega — Head of Protection & Control · your champion
- Marta Vidal — OT Security lead · decides on the assessment · never contacted
- Luis Ferrer — Procurement · owns the renewal
Suggested next step
Send the datasheet today with the certificates attached. Ask Javier to introduce you to Marta Vidal before the renewal conversation starts.
Risk signals
Deal quiet 12 daysPromise overdueSecurity lead unmet
When should this brief arrive? — all that apply
Q 07
Which of these moments do you want?
One week with the assistant. Switch on what you want; the first three you tap become the priorities.
AssistantUVThis week
Mon 08:30before the first call
Morning digestToday's accounts, what was promised, what went quiet.
Mon 09:5530 min before Norte
Brief before the meetingThe account brief lands in Chat before every customer meeting.
Tue 11:20new email arrives
Logged where it belongsEmail and meeting notes attached to the right contact and deal.
Wed 14:00"send us the contract"
Stage suggestionThe email says the deal moved. The assistant proposes the change; you approve.
Thu 16:30no reply for a while
Follow-up nudgeA task with a suggested message when a prospect has not replied.after quiet days
Fri 17:00end of week
Pipeline digestOne page for management: what moved, what stalled, what needs a decision.
Any dayFinance question
Invoice status on the dealSales sees whether the quote went out and the invoice was paid, without asking Finance.
This connects: HubSpot · Gmail
Holded is in — who may see financial data?
Q 08
What may it do without asking you?
Five real situations. Choose for each one — or start from a preset.
AssistantUVPermissions
Preset:
Tue 11:20 · new email from Javier Ortega
Log it to "SAS retrofit — 2 substations"
Mon 08:31 · promise found in the thread
Create the task "Send datasheet + certificates to Javier"
Tue 11:21 · unknown sender, signature read
Add Marta Vidal — OT Security lead — to HubSpot
Wed 14:02 · Javier writes "send us the contract"
Move the deal to Negotiation
Mon 09:40 · reply drafted with the datasheet attached
Send the email from your mailbox
03 — Both phases
Success and timing
Two questions.
Q 09
What does success look like in three months?
Pick up to three.
—Move the slider.
Q 10
When do we start — and what must we respect?
Start of Phase 1
Phase 1 · Company Geminiweeks 1 – 3
Phase 2 · HubSpot × Gmailweeks 4 – 10
Later · Tender scoutif you want it
startweek 3week 10
Indicative — confirmed in the proposal.
Anything we must respect? — all that apply
04 — With your answers
Three things to share
With these, the proposal meeting shows a real brief for a real account. Send them to [email protected].
Send your answers.
They go straight to Lyubo at Upgrade Vision AI. You hear back within one business day.
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