Five onboarding workflows ran 1,600 times against 11 accounts. Not one account ever reached Paying.
mysite.ai sells an advertising product to restaurants, through field reps who walk in the door, with one team in Poland and a new one starting in the US. In two weeks their team had built a genuinely good Attio model: 24 workflows, an Activities object, an Account lifecycle, an immutable audit log. The audit found the design was right. Almost nothing underneath it was filled in, so most of it could not fire.
Free 48h audit
Engagement
34
Workflows reviewed
~1,600 vs 11
Onboarding runs vs accounts
3,594
Legacy list-stage entries
15
Fixes prioritised
The problem.
Attio had been bought as an email tool and used as one. Then the team started turning it into a real CRM: a Deals pipeline, an Activities object for walk-ins and calls, an Accounts object for customers after the sale, and a chain of workflows that only advance a stage when the evidence exists. It was better judgement than most agencies produce.
The ask on the discovery call was modest: basic setup, dashboards, a Stripe connection. Underneath it sat a bigger one. The team wanted to see whether a payment happened, whether the second one happened, and how fast a new customer was touched after the sale, with a field rep's answers handed cleanly to the onboarder.
None of it could work yet. The new pipeline had 44 deals. The old one still lived in nine list stage fields on Companies, with 3,594 entries none of the Deal reports could see, and two legacy workflows were still adding to it every day. Of the 43 companies with a deal, 21 were also sitting in a legacy list stage: the same account with two truths.
Objectives.
- Settle on one pipeline: Deals hold the stage, lists hold audiences.
- Make the gates reachable, so a rep can move a deal with the fields a walk-in actually produces.
- Get real payment events from Stripe onto the Account, so the onboarding chain can finish.
- Give the onboarder a handoff brief the rep fills before the sale closes.
- Cut the workflow noise before the US team arrives.
What we found.
Every number came from reading the workspace, plus the workflow, report and sequence screens the team sent. We changed nothing.
A gate that can never pass
The Qualified gate required eleven qualification fields. All eleven were empty on all 44 deals. It had fired 165 times with zero passes, and no deal had ever entered Demo Scheduled or Demo Completed. Expected close date, forecast category and MRR were also 0 of 44.
An onboarding chain that never completed
Five onboarding workflows had run roughly 1,600 times against 11 accounts. First paid date, first value date, trial end date and contract start date were filled on none of them. Two reminder workflows had zero runs, because the dates they wait for were never set.
The wrong Stripe app
The installed Stripe app is a lookup tool for agents. It pushes nothing into Attio. The two apps that carry payment events, Stripe Subscriptions and Stripe Invoicing, were not installed. 14 deals sat in Stripe Connected and 0 in Won (Paying).
Mail into a switched-off sequence
A legacy workflow had enrolled new leads 2,188 times into a welcome sequence that was disabled. Eight of ten legacy workflows had unpublished changes, so what ran was not what the editor showed.
The work filed where deals cannot see it
1,133 notes, 2 on a deal. 687 tasks, 1 on a deal. The meeting-notes app was writing to companies and people. Calendar sync had pulled personal history back to December 2020.
What the fixes looked like.
Fifteen recommendations, each tagged Repair, Replace, Improve, Remove or New, with priority and effort. Most are half a day or less.
One pipeline, reachable gates
Switch off the two list-fillers, move the two lists that really are pipelines into Deals, and cut the Qualified gate to the four fields a rep fills on a walk-in. When a gate fails, create a task naming the missing field instead of failing silently.
Stripe events on the Account
Install Stripe Subscriptions and Stripe Invoicing, map them onto the existing Account, and add three workflows: first payment, later payments, failed payment. That one change switches on five workflows the team had already built.
A handoff the onboarder can read
The six handoff fields already existed on the Deal and were filled on 0. Group them into one brief, require it before Offer Accepted, and copy it onto the Account. The Activities object already had an unused Context field for onboarding, so no second object was needed.
What we told them to leave alone.
The lifecycle log worked: 34 immutable stage and health events, each with previous and new value. The churn gate never set Churned without a human. The account readiness checklist was a real onboarding checklist. The audit protected those, and aimed every fix at the empty fields feeding everything else.
Results.
- A full audit inside the 48-hour window, read-only throughout, with every finding backed by a count from the workspace.
- A clear answer to the Stripe question: which two apps, which key scopes, and which three workflows go on top.
- Answers to every question from the call, including real seat and workflow-credit costs at 17 and 30 seats.
- Fifteen fixes the in-house team can implement without us, sequenced so the data model is fixed before any AI agent reads it.
Ready when you are.
Book a call and we will tell you honestly whether this is worth doing, or start with the free 48-hour audit and decide afterwards.