The Green Shape
Updated June 11, 2026
Sales & Marketing

Outreach Mission Control

Lead generation, sequence enrollment, and pipeline health across every active outreach channel.

📈 At a glance

1,980
Leads in pipeline
699
Active in sequences
6
Active channels
55
Emails/day capacity
254
Opens
86
Link clicks
46
Replies
1
Meetings booked
This week: 12 Limitless drops processed · 35 stakeholders ingested · 28 net-new HubSpot contacts.
Next gate: Jun 16 — Phase 2B ramps Instantly to 80/day and loads 386 Tier C contacts.
Engagement totals span all 13 HubSpot sequences (898 all-time enrollments) plus the Instantly campaign. Instantly opens aren't counted — tracking pixels are deliberately off to protect deliverability. Tier A bulk enrollment completed Jun 10, so its engagement is just starting to accrue.
📊 Strategy & Pipeline Overview High level

Four lead sources, worked through the channel that fits each. Tier coverage at a glance:

SourceChannelPoolEnrolledStatus
Doja (Limitless-sourced)HubSpot288143Active
Andy's list — Tier A HOAHubSpot249*47Active
Andy's list — Tier B HOAInstantly4545Active · Phase 2A
Andy's list — Tier C PM-coInstantly3860Loads Jun 16
Altavista (inbound estimates)HubSpot26296In progress
Manual research (hand-picked)HubSpot158131Active
Legacy revival (pre-2026 leads)HubSpot592237Wave 1 done

*Tier A — why pool 249 vs enrolled 47: 249 is total companies imported. Of those, 65 contacts have a known email — 47 now enrolled (bulk enrollment completed Jun 10), 3 finish Jun 11, and 14 were excluded as shared mailboxes (frontdesk@, lockbox@ — not real people). Of the remaining companies, 109 are managed by PM firms whose contacts are already in our sequence — they're reached through that relationship. Contact discovery for the rest is underway: the Jun 11 pilot found named property managers for 34 more properties (one manager covers 13 communities); the full contact list completes Jun 15.

🎯 The outreach engine — leads by source All channels

Five parallel sources, each with a tailored channel and message. Expand any one for the full picture.

🌱 Doja Leads — Limitless-sourced, high-touch 1:1 Active

What it is. Limitless surfaces commercial-property intel into a shared inbox daily. Each "intel drop" identifies stakeholders at the property (owner, GM, building eng.). We auto-ingest stakeholders into HubSpot, hand-tune the cold copy per role, and run a personalized 1:1 sequence from elena@thegreenshape.co.

288
Total in HubSpot
143
Enrolled in sequence
70
Currently active
145
Pending enrollment

Engagement so far

76
Emails sent
22
Opens
2
Link clicks
2
Replies

Funnel

In HubSpot288
100%
Ever enrolled in Doja sequence143 (50%)
50%
Currently active in sequence70 (24%)
24%
Sequence completed (touched all 5 steps)73 (25%)
25%
Cadence: 15 new enrollments per weekday. At that rate, the remaining 145 pending contacts get worked in ~10 business days — and the Limitless drop pipeline keeps replenishing (~5–6 new stakeholders/week).

🔗 Open full Doja pipeline detail →

Recent activity

  • 12 new Limitless drops processed Jun 4–9 → 35 stakeholders extracted → 28 new contacts created in HubSpot (6 dedupes)
  • 15 contacts enrolled today (Jun 10)
  • Bounce sync in place — bad-email contacts auto-excluded from future batches
🏠 Andy's Leads — HOA / Property source list 3 tiers active

What it is. The master HOA/commercial-property list assembled by Andy. Started from a raw pool of ~98,000 entities, filtered to ~825 unique South Florida addresses across target zip codes. Split into three tiers by qualification strength, each worked through the channel that fits.

The full 98k list — every lead has a plan:
  • ~1,100 are HOAs — our best-fit segment. ~825 are already being worked across Tiers A/B/C. The remaining ~260 (mostly Palm Beach) get added as Tier D starting Jun 17.
  • The rest (~88k) are general Florida LLCs and corporations — lower fit for commercial landscaping. We pilot the best of them in Q3 (property-management and real-estate companies first), once the HOA pipeline is fully ramped.

Tier A — Premium HOA / commercial properties Active

249 companies imported into HubSpot. Of those, 65 have a known contact email and are cold-eligible. Personalized 1:1 cold intro from sales reps' inboxes · 5-touch seasonal cadence over 4 months.

47
Enrolled
3
Enroll Jun 11
109
Reachable via enrolled PM contacts
15/day
Send pace (domain-safe)

Bulk enrollment completed Jun 10 — first sends are going out now at the domain-safe pace, so open/reply metrics for this tier start accruing Jun 11.

Jun 10 data-quality pass before bulk enrollment: web-enriched 6 missing first names (LinkedIn / company sites), excluded 14 shared mailboxes (frontdesk@, lockbox@ — not real people), and added a "Hi there" fallback so no email ever renders with a blank greeting. Cold-eligible pool now fully enrolled (last 3 finish Jun 11), including the VIP PM contacts originally held for phone-only. Contact discovery for the no-email companies is underway — the Jun 11 pilot identified named property managers covering 34 properties; the full list completes Jun 15. New multi-property managers get the personalized 1:1 track; single-property contacts feed the bulk channel — every contact found goes straight into outreach.

Tier B — HOA Property-Management angle Active · Phase 2A

74 unique addresses · loaded into Instantly with a property-management leverage message · sending from 4 warmed dedicated cold-outreach mailboxes at 40/day.

45
Live in Instantly
4/4
Mailboxes healthy
50
Emails sent (live)
0
Replies

26 of 45 leads contacted so far · 1 bounce (auto-removed). Open rates aren't reported for this channel — tracking pixels are deliberately disabled to maximize inbox placement.

Tier C — PM-companies direct bulk Loads Jun 16

753 unique addresses · 386 PM-co subset loads at Phase 2B on Jun 16, 2026 · Instantly cold outreach.

Ramp plan (Instantly Tier B/C)

PhaseStart dateDaily sendWhat changes
2AJun 9, 202640/dayTier B live
2BJun 16, 202680/day+ 386 Tier C PM-co loads
2CJun 23, 2026120/dayFull ramp
Domain protection: elena@thegreenshape.co (the personal-relationship sender on the primary domain) is capped at 15 cold sends/day. All bulk volume runs from 4 separate dedicated Instantly warming inboxes on standalone cold-outreach domains — completely isolated from both thegreenshape.co and thegreenshape.com. If a bulk send ever triggers a deliverability issue, our primary domains stay clean. Bounced addresses are auto-flagged and removed from future sends within 24h — primary domain status: healthy.
🔍 Manual Research — hand-picked high-fit prospects Active

What it is. Prospects identified through targeted research — properties we've driven past, businesses referenced in conversations, high-fit targets spotted in the field, plus decision-makers sourced through prospecting research tools. Because each one is individually qualified before entering the pipeline, the fit quality is the highest of any cold source.

158
Contacts identified
131
Enrolled in sequences
6
Currently mid-sequence
83%
Worked
♻️ Legacy Revival — re-engaging pre-2026 leads Wave 1 complete

What it is. 592 leads from previous years that had gone quiet. They already know The Green Shape — zero acquisition cost, warm brand recognition — so we built a dedicated revival sequence to nurture them back into the pipeline.

592
Legacy leads
237
Enrolled (wave 1)
355
Queued for next waves
40%
Worked so far
Why it matters: these are the cheapest leads in the portfolio — already sourced, already familiar with us. Wave 1 (237 contacts) has completed its sequence; the remaining 355 are queued for follow-on waves as send capacity allows.
💼 Altavista Leads — Inbound estimate conversion In progress

What it is. Altavista sends us inbound/referral leads. Our job is to convert them into closed business.

Process

1. Receive
Lead arrives from Altavista
2. Walkthrough
Schedule on-site visit
3. Proposal
Send priced estimate
4. Follow-up
No reply → HubSpot sequence
5. Reactivate
Cold cohort revival

Where leads sit right now

6
Tier 1 (high-priority follow-up)
90
Phase 2 follow-up plan
86
HubSpot nurture candidates
76
Cold (no interaction 30d)

🔗 Open full Altavista dashboard →

Strategic angle. Altavista leads already know us and have priced work — conversion costs are dramatically lower than cold outreach. This is the highest-ROI cohort in the portfolio.
🛡️ Risk & Guardrails
The May 15 lesson. A volume-cold mistake on the .co got the mailbox spam-restricted. Recovery took 5 days. The new two-track architecture structurally prevents this — bulk cold lives on .com mailboxes with isolated reputation; the .co is restricted to ≤15 1:1 sends/day.

Active guardrails

  • Daily send ceiling on .co: 15 cold sends/day max from elena@thegreenshape.co
  • Domain check before every enrollment: verify sender = elena@thegreenshape.co (HubSpot defaults to .com)
  • Phase-gated Instantly ramp: 40 → 80 → 120/day with GO/NO-GO check before each step
  • Bounce auto-flagging: bad emails removed from future batches within 24h
  • VIP reply routing: high-leverage PM contacts (each managing 9–45 properties) are flagged — any reply from them gets immediate top-priority handling
  • Reply auto-routing: Instantly replies sync to HubSpot CRM automatically
🗓️ Timeline — what shipped, what's next

Next 30 days

  • Jun 16InstantlyPhase 2B activates — ramp to 80/day · auto-load 386 Tier C PM-co contacts
  • Jun 23InstantlyPhase 2C — full 120/day. Decision: activate Self-Managed HOA Board track?
  • Jun 15Tier AContact discovery completes for the remaining Tier A companies — new multi-property managers → personalized track, single-property contacts → bulk channel
  • OngoingDoja15 contacts enrolled / weekday · Limitless drops auto-ingested
  • OngoingAltavistaPhase 2 follow-up cadence on 90-lead plan

Past 30 days

  • Jun 11Tier A contact discovery pilotMapped all 184 Tier A companies without a contact: 109 already reachable via PM contacts in our sequence · research pilot identified named property managers for 34 more properties (one manager covers 13 communities) · full list completes Jun 15
  • Jun 11Doja batch6 new intel drops ingested (GL Homes, Graham Cos, PMG, Loews, Acqualina, East Group) · 14 new HubSpot contacts · 15 enrolled today
  • Jun 10Tier A enrollmentBulk-enrolled remaining cold-eligible Tier A into HOA Cold Intro (35 → 47, last 3 on Jun 11) after data-quality pass: 6 first names web-enriched, 14 shared mailboxes excluded
  • Jun 1098k re-auditRe-ran full filter pass on raw source list — confirmed segmentation; found ~1,091 unique S.FL HOA addresses (≈260 candidates for Tier D, mostly Palm Beach)
  • Jun 10Instantly ramped to full 40/dayCampaign send limit raised from a conservative 10/day to the planned Phase 2A rate of 40/day across all 4 mailboxes — 50 emails sent to date · 1 bounce · 4/4 mailboxes healthy
  • Jun 10Doja batch15 contacts enrolled (today's daily drip)
  • Jun 9Instantly Phase 2A activatedWarmup complete · HOA PM Track campaign live · 40/day cadence
  • Jun 4–9Limitless intel processed12 new drops · 35 stakeholders · 28 net-new HubSpot contacts created
  • Jun 6Mission Control dashboard infraLive KPI dashboards built · auto-refresh nightly
  • Jun 5Altavista pipeline resetPhase 2 follow-up + nurture plans rebuilt
  • Jun 1Tier coverage matrixAll Tier A/B/C × HubSpot/Instantly status documented
  • May 28HOA PM Track campaignTier B 45 net-new leads loaded to Instantly (after deduping 29 vs Tier A)
  • May 27Greenshape website auditSEO audit delivered to client; Day 1/2 paste pack handed over
  • May 20Reply→HubSpot bridgeAutomated reply ingestion to CRM in place
  • May 18Bounce trackerOne-click bounce flagging + sync into Doja queue
  • May 15.co disaster recoveryPivoted to two-track architecture: .co for 1:1, .com for bulk
  • May 14Tier A HubSpot import249 Tier A HOA companies imported · 72 PM contacts · 13 deals
📋 Recent activity log — work shipped

This is the operational record — every meaningful change to the program, with date and category. Useful for context on "what's been happening" between status updates.

  • Jun 11Tier A contact discovery pilotMapped all 184 Tier A companies without a contact: 109 already reachable via PM contacts in our sequence · research pilot identified named property managers for 34 more properties (one manager covers 13 communities) · full list completes Jun 15
  • Jun 11Doja batch6 new intel drops ingested (GL Homes, Graham Cos, PMG, Loews, Acqualina, East Group) · 14 new HubSpot contacts · 15 enrolled today
  • Jun 10Tier A enrollmentBulk-enrolled remaining cold-eligible Tier A into HOA Cold Intro (35 → 47, last 3 on Jun 11) after data-quality pass: 6 first names web-enriched, 14 shared mailboxes excluded
  • Jun 1098k re-auditRe-ran full filter pass on raw source list — confirmed segmentation; found ~1,091 unique S.FL HOA addresses (≈260 candidates for Tier D, mostly Palm Beach)
  • Jun 10Instantly ramped to full 40/dayCampaign send limit raised from a conservative 10/day to the planned Phase 2A rate of 40/day across all 4 mailboxes — 50 emails sent to date · 1 bounce · 4/4 mailboxes healthy
  • Jun 10Doja batch15 contacts enrolled (today's daily drip)
  • Jun 9Instantly Phase 2A activatedWarmup complete · HOA PM Track campaign live · 40/day cadence
  • Jun 4–9Limitless intel processed12 new drops · 35 stakeholders · 28 net-new HubSpot contacts created
  • Jun 6Mission Control dashboard infraLive KPI dashboards built · auto-refresh nightly
  • Jun 5Altavista pipeline resetPhase 2 follow-up + nurture plans rebuilt
  • Jun 1Tier coverage matrixAll Tier A/B/C × HubSpot/Instantly status documented
  • May 28HOA PM Track campaignTier B 45 net-new leads loaded to Instantly (after deduping 29 vs Tier A)
  • May 27Greenshape website auditSEO audit delivered to client; Day 1/2 paste pack handed over
  • May 20Reply→HubSpot bridgeAutomated reply ingestion to CRM in place
  • May 18Bounce trackerOne-click bounce flagging + sync into Doja queue
  • May 15.co disaster recoveryPivoted to two-track architecture: .co for 1:1, .com for bulk
  • May 14Tier A HubSpot import249 Tier A HOA companies imported · 72 PM contacts · 13 deals
Built June 11, 2026 · The Green Shape Sales & Marketing · Auto-refreshes nightly · Source: HubSpot CRM, Instantly API, Outlook intel pipeline