CRM Inbound Orchestrator | Prompt Circle Skills | Prompt Circle

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CRM Inbound Orchestrator

Hourly CRM inbound orchestrator for three inboxes using Notion-synced SOP, strict business-lead filt

OpenClaw

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What to use it for

Hourly CRM inbound orchestrator for three inboxes using Notion-synced SOP, strict business-lead filtering, Supabase persistence, and actionable-only Slack reporting.

CRM Inbound Orchestrator

Use this skill for hourly polling CRM workflows across:

info@yourdomain.com
sales@yourdomain.com
support@yourdomain.com

The source-of-truth SOP is synced from Notion page CRM_SOP_PAGE_ID every run.

How to install & use

Download

Grab the skill package ZIP file using the button above.

Add to Agent

Extract and move the folder into your AI agent's skills directory.

Start Prompting

Your agent now knows the skill. Just ask it to perform the task!

Developer & Source DetailsView raw SKILL.md definition and repository files for advanced usage

Skill Definition (SKILL.md)

This is the raw instruction document consumed by your AI agent.

CRM Inbound Orchestrator

Use this skill for hourly polling CRM workflows across:

info@yourdomain.com
sales@yourdomain.com
support@yourdomain.com

The source-of-truth SOP is synced from Notion page CRM_SOP_PAGE_ID every run.

Runtime Env Contract

Required:

NOTION_API_KEY
CRM_SOP_PAGE_ID (default: 31288fb313488013924ade7bf704ab6f)
CRM_MONITORED_EMAILS (comma-separated)
CRM_POLL_QUERY (default: in:inbox is:unread -in:spam -in:trash -category:promotions -category:social -category:updates -category:forums)
CRM_POLL_OVERLAP_MINUTES (default: 120)
SUPABASE_URL
SUPABASE_SECRET_KEY

Optional:

CRM_POLL_MAX_RESULTS (default: 200)
CRM_POLL_MAX_AGE_HOURS (default: 36)
CRM_SOP_CACHE_FILE (default: /tmp/crm-inbound-sop-cache.json)
CRM_POLL_STATE_TABLE (default: crm_poll_state)
CRM_CONTACTS_TABLE (default: crm_contacts)
CRM_ACTIVITIES_TABLE (default: crm_activities)
CRM_DRAFTS_TABLE (default: crm_drafts)
CRM_ACCOUNTING_TABLE (default: accounting_entries)
CRM_JOB_RUNS_TABLE (default: crm_job_runs)
GOG_ACCOUNT (fallback sender account for approvals)
CRM_OUTSTANDING_LOOKBACK_DAYS (default: 7)
CRM_OUTSTANDING_STALE_HOURS (default: 24)
CRM_OUTSTANDING_NOTIFY_EMPTY (default: false)
CRM_CLASSIFIER_MODEL (default: gpt-5-nano)
CRM_REPLY_MODEL (default: gpt-5.2)
CRM_USE_MODEL_CLASSIFIER (default: true)
CRM_USE_MODEL_REPLY_WRITER (default: true)
OPENAI_API_KEY (required to use model classifier/reply writer)
CRM_GMAIL_LABEL_APPLY (default: true)
CRM_GMAIL_LABEL_LEAD (default: CRM/Lead)

Deterministic Command Surface

1) Fetch Notion SOP

tsx {baseDir}/scripts/fetch-sop.ts fetch_sop

Optional flags:

--page-id <id>
--cache-file <path>
--output <path>

2) Poll Inboxes Hourly

tsx {baseDir}/scripts/poll-inboxes.ts poll_inboxes

Optional flags:

--accounts <csv>
--query <gmail-query>
--overlap-minutes <n>
--max-age-hours <n>
--output <path>

3) Classify + Route + Persist

tsx {baseDir}/scripts/process-inbound.ts process_inbound \
  --poll-file /tmp/crm-poll.json

Optional flags:

--sop-file <path>
--output <path>

4) Approval Actions

tsx {baseDir}/scripts/approval-action.ts approval_action \
  --action approve \
  --draft-id <draft_id> \
  --approved-by "U052337J8QH"

Also supported:

--action revise --notes "<feedback>"
--action reject --reason "<reason>"

5) Morning Outstanding Check (Actionable-Only Report)

tsx {baseDir}/scripts/check-outstanding.ts check_outstanding

Optional flags:

--lookback-days <n> (default: 7)
--stale-hours <n> (default: 24)
--output <path>

Slack Output Contract (Non-Technical Friendly)

For each actionable lead, post a simple Slack card containing only:

Mailbox
Subject
Message received
When it was sent
Suggested response

Approval/revision happens in the Slack thread, not via command strings in the main message.

Workflow Rules

Poll hourly from all configured inboxes.
Deduplicate by account_email:message_id.
Classify with gpt-5-nano into receipt|sales|support|ignore (fallback to heuristics only if model call fails).
Pull classification policy dynamically from Notion SOP sections (classification, lead, inbound, routing, qualification) and inject it into the classifier prompt.
Deterministic lead override: expert-network, consulting, sponsorship, partnership, and creator-collaboration outreach is forced to sales when business ask is explicit.
Apply Gmail label CRM/Lead (or CRM_GMAIL_LABEL_LEAD) to sales threads.
Deterministic hard-ignore override: newsletter/digest/vendor-blast patterns (view in browser, unsubscribe, manage preferences, roundup-style blasts, Gmail promotional categories) are forced to ignore unless explicit lead criteria are met.
Notification gate: only explicit business leads can create drafts and Slack notifications; model-only sales guesses are downgraded to ignore.
Sales path:
- upsert contact
- log activity
- apply SOP context from Notion snapshot
- create draft only for human, direct business inquiries (consulting/sponsorship/partnership intent)
- craft suggested response with gpt-5.2
Accounting path:

parse vendor/date/amount/currency
upsert accounting entry

No send side effects until manual approval in Slack thread.
Slack reporting policy:

no hourly heartbeat/status spam
hourly posts only when actionable
morning 9:20 post provides outstanding summary (including "none" when empty)

Notion SOP Structure (Recommended)

Use clear headings in your Notion page so policy extraction stays deterministic:

Business Context
- what Prompt Circle does
- ideal inbound opportunities
Lead Classification Rules
- Lead (sales): person/company reaching out for consulting, sponsorship, partnerships, affiliate opportunities, expert-network interviews, or any paid advisory call
- Ignore: newsletters, product updates, system/vendor notifications, job alerts, hiring spam, social digests
- Support: requests for help with your product/service
- Receipt: invoices/payment confirmations
Lead Qualification Checklist
- commercial intent present
- human sender (not no-reply/automated digest)
- asks for a call/brief/proposal/timeline/budget or paid expertise
Response Playbook
- tone
- what to ask for next (brief, timeline, deliverables, budget)
- when to decline
Out-of-Scope
- examples you never want treated as leads

Reference template:

cat {baseDir}/references/notion-inbound-sop-template.md

Data Contract

Tables:

crm_contacts
crm_activities
crm_drafts
accounting_entries
crm_job_runs
crm_poll_state

Reference DDL:

cat {baseDir}/references/supabase-schema.sql

Hourly Cron Setup (No Hourly Announce Spam)

openclaw cron add \
  --name "CRM hourly polling" \
  --cron "0 * * * *" \
  --tz "America/New_York" \
  --session isolated \
  --message "Run crm-inbound-orchestrator hourly polling cycle. Use skill crm-inbound-orchestrator. Run fetch_sop, poll_inboxes, process_inbound. Only report actionable items."

Morning 9:20 Outstanding Sweep

openclaw cron add \
  --name "CRM morning outstanding check" \
  --cron "20 9 * * *" \
  --tz "America/Toronto" \
  --session isolated \
  --message "Run crm-inbound-orchestrator outstanding review. Use skill crm-inbound-orchestrator. Run check_outstanding for last 7 days and post a concise summary to Slack."

Safety

Do not log secrets or tokens.
If Notion fetch fails, use cached SOP and report degraded.
If one inbox fails, continue others and report partial failure.
Keep outbound email behind explicit approval action.

Repository Files

Browse additional components, config blocks, and reference sheets included in the ZIP.

skills/crm-inbound-orchestrator/references/supabase-schema.sql

-- CRM Inbound orchestrator schema (idempotent, replay-safe)
-- Apply in Supabase SQL editor before first run.

create extension if not exists pgcrypto;

create table if not exists crm_contacts (
  id uuid primary key default gen_random_uuid(),
  email text not null unique,
  display_name text,
  source_account_email text,
  last_seen_at timestamptz,
  created_at timestamptz not null default now(),
  updated_at timestamptz not null default now()
);

create table if not exists crm_activities (
  id uuid primary key default gen_random_uuid(),
  source_key text not null unique,
  account_email text not null,
  message_id text not null,
  thread_id text,
  from_raw text,
  from_email text,
  from_name text,
  subject text,
  snippet text,
  received_at timestamptz,
  classification text not null,
  classification_confidence numeric(5,4),
  classification_reasons jsonb not null default '[]'::jsonb,
  contact_id uuid references crm_contacts(id),
  contact_email text,
  sop_hash text,
  payload jsonb not null default '{}'::jsonb,
  created_at timestamptz not null default now(),
  updated_at timestamptz not null default now(),
  unique (account_email, message_id)
);

create table if not exists crm_drafts (
  id uuid primary key default gen_random_uuid(),
  activity_id uuid not null unique references crm_activities(id) on delete cascade,
  account_email text not null,
  to_email text not null,
  subject text not null,
  body text not null,
  status text not null default 'draft',
  approval_commands text,
  slack_summary text,
  reply_to_message_id text,
  sop_hash text,
  revision_notes text,
  rejected_reason text,
  approved_by text,
  approved_at timestamptz,
  rejected_at timestamptz,
  sent_at timestamptz,
  created_at timestamptz not null default now(),
  updated_at timestamptz not null default now()
);

create table if not exists accounting_entries (
  id uuid primary key default gen_random_uuid(),
  source_key text not null unique,
  activity_id uuid references crm_activities(id) on delete set null,
  account_email text not null,
  vendor text,
  amount numeric(14,2),
  currency text,
  receipt_date timestamptz,
  subject text,
  snippet text,
  payload jsonb not null default '{}'::jsonb,
  created_at timestamptz not null default now(),
  updated_at timestamptz not null default now()
);

create table if not exists crm_job_runs (
  id uuid primary key,
  started_at timestamptz not null,
  finished_at timestamptz,
  status text not null,
  degraded boolean not null default false,
  poll_partial_failure boolean not null default false,
  metrics jsonb not null default '{}'::jsonb,
  accounts jsonb not null default '[]'::jsonb,
  warnings jsonb not null default '[]'::jsonb,
  created_at timestamptz not null default now(),
  updated_at timestamptz not null default now()
);

create table if not exists crm_poll_state (
  account_email text primary key,
  last_polled_at timestamptz,
  last_message_ts timestamptz,
  updated_at timestamptz not null default now()
);

create index if not exists idx_crm_activities_account_received
  on crm_activities (account_email, received_at desc);

create index if not exists idx_crm_activities_classification
  on crm_activities (classification);

create index if not exists idx_crm_drafts_status
  on crm_drafts (status, updated_at desc);

create index if not exists idx_accounting_entries_receipt_date
  on accounting_entries (receipt_date desc);