Every sales call you take gets one post-call form. No exceptions — including no-shows, including cancellations, including the ones where nothing happened.
This form is not admin. It is the only way a call becomes real to the business. Until it is filed, the call is not in the close rate, not in the revenue, not in your commission, and not in anything Jordan or Nate look at. A call with no form is a call that, on paper, you never took.
Where it is
Portal → Forms → Post-call form. Bookmark it. You will use it several times a day.
Every hour, anything you owe gets DM'd to you in Slack with a direct link. At 8am you get a roll-up of everything outstanding that finished more than two hours ago; the rest of the day you only get pinged about calls past that same two-hour mark that have never been chased. A call that ended at 07:00 misses the 08:00 roll-up, but the 09:00 run picks it up — so it is chased the same morning, just not in the roll-up. Forms are chased for 14 days after the call, then they stop — so a form you leave for a fortnight is a hole in the numbers that nothing will ever fill.
Filing one
- Which call. Pick it from the dropdown. Calls you owe a form for are grouped at the top under Outcome owed — that group is your to-do list. Already-filed calls sit below it.
- Closer. Normally you. Change it only if you are filing on someone else's behalf.
- Outcome. The most important field on the form. See the table below.
- Everything the outcome asks for. The form changes shape based on the outcome — a Won asks for money, a DQ asks for a reason. If a field is showing, it is showing because this outcome needs it.
- Call summary. Their situation, what they want, what was agreed.
- File it.
The eight outcomes
| Outcome | Use it when | It then needs |
|---|---|---|
| Won | They bought. Paid in full or on a payment plan. | Program sold, revenue generated, cash collected, paid-in-full or plan |
| Deposit | They put money down but the full amount is not committed. | Program, cash collected, and the date you will collect the balance |
| Pitched No Close | You made the offer, they did not buy. | Program pitched and main objection — neither is enforced by the form, so it is on you |
| Pitched DQ | You made the offer and then disqualified them. | DQ reason |
| No Pitch DQ | You disqualified them before pitching. | DQ reason |
| No Show | They never turned up. | Nothing else — file it anyway |
| Cancelled | Cancelled before it happened. | Nothing else — file it anyway |
| Rescheduled | Moved to another time on the call. | Nothing else — file it anyway |
🔴 A deposit is not a close
This is the rule people get wrong most often, so it is worth being blunt about.
Deposit counts toward cash collected only. It does not count toward close rate, won count, revenue or AOV. That is deliberate: a deposit is money in the door, not a closed deal, and treating it as one flatters every number on the dashboard.
So: if they put down a deposit with a balance still to come, the outcome is Deposit, not Won. Use Won only when the whole deal is committed — paid in full, or on a signed payment plan.
A Deposit will not file without the date you are collecting the balance. That date is what puts them on the follow-up list; without it the balance quietly never gets chased.
The money fields
Only shown on Won and Deposit.
| Field | What goes in it |
|---|---|
| Program sold | Which program. |
| Revenue generated | Won only. The full value of the deal, not what they paid today. |
| Cash collected | What actually landed today. 0 is a valid answer; blank is not. If they signed but paid nothing yet, put 0. |
| Payment method | How they paid. ⚠️ The form will let you file without it — do not. It is what applies the processor fee; leave it blank and post-fee cash silently falls back to the gross figure, overstating what actually landed. |
| Cash collected post-fee | Net of processor fees, if you know it. |
| Paid in full / payment plan | Won only. |
| Instalments still to collect | On a payment plan, one row per instalment: date and amount. These become the reminders that chase the money. |
The fields that are not about money, and matter more than people think
| Field | Why it exists |
|---|---|
| Main objection | Price · Partner Approval · Timing · Needs More Info · Trust · Fear · Logistics · Already Invested · Think About It · Other. Aggregated across every call — it is how the offer and the ads get fixed. |
| Objection, in their words | The verbatim. Ad copy and rebuttals get written out of this. Quote them; do not paraphrase into a category you already picked above. |
| Call summary | Their situation, what they want, what was agreed. Read by whoever picks this lead up next — which on a follow-up is you, three weeks later, remembering nothing. |
| Recording link | The Fathom link, if you have it. |
| Follow up on | The date. Required on a Deposit; use it on anything you intend to chase. |
| What are you chasing? | Decision pending · Deposit balance due · Instalment due · Contract not signed · Other. |
If the form pre-fills itself
When there is a recording, AI reads the transcript and drafts the outcome, the money, the objection and the summary before you arrive. You will see "AI pre-filled — check every field" at the top.
What happens after you file
Within five minutes, automatically:
- A 🤖 Sales Call activity is written onto the lead in Close, with your answers on it.
- The opportunity that was opened when the call was booked moves — to won, to deposit-paid, to lost — with the real money on it.
- The lead status changes to match the outcome — except
Rescheduled, which deliberately changes nothing, because the booking sync re-points the deal when the new time lands. - If you set a follow-up date, it goes on the follow-up list.
- If you logged instalments, they become scheduled reminders.
Never create a 🤖 Sales Call activity by hand in Close. It carries your answers, but the form is how you give them — automation does the writing, which is why it is marked 🤖. Typing one directly into Close creates a record no automation owns, and the money on it reaches nothing.
What to watch in Slack
| Channel | What lands there | What you do |
|---|---|---|
| Direct messages from the bot | Your owed post-call forms | This is the one that is actually aimed at you. Every link goes straight to the form. |
| #3-e-booked-calls | Every call booked, with the application answers and their budget | Your upcoming work. Read the answers before the call. |
| #3-f-cancelled-calls | A call cancelled | Check whether it was yours. |
| #4-g-no-show | Someone missed their call | Still file a No Show form. |
| #4-b-new-payments | Money landed | Confirmation a deal actually paid. |
| #4-a-unsuccessful-payment | A payment failed | Usually yours to chase. |
| #6-e-new-client-dispute | A dispute or chargeback opened | Tell Nate immediately. |
| #1-c-closer-chat / #1-f-team-wins | The humans, and the wins | Post your wins. |
The five habits that make this work
- File the form the moment the call ends. Not at the end of the day, and never at the end of the week.
- File one for no-shows and cancellations too. A missing form is indistinguishable from a call that never happened.
- Deposit is not Won. Money down with a balance outstanding is a Deposit.
- Cash collected 0 is a real answer. Blank is not.
- Write the objection in their words. The category is for counting; the verbatim is what changes the business.