The Green Shape · Sales & Marketing

Updated June 10, 2026

Outreach Mission Control

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

📈 At a glance

1,216

Leads in pipeline

331

Active in sequences

Active channels

Emails/day capacity

174

Cold emails sent

Opens

Link clicks

Replies

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 notes: Instantly opens aren't counted — open-tracking pixels are deliberately off to protect deliverability. Tier A (HOA Cold Intro) bulk enrollment completed Jun 10; its sends are just starting, so engagement accrues from Jun 11.

📊 Strategy & Pipeline Overview High level

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

Source	Channel	Pool	Enrolled	Status
Doja (Limitless-sourced)	HubSpot	274	143	Active
Andy's list — Tier A HOA	HubSpot	249*	47	Active
Andy's list — Tier B HOA	Instantly	45	45	Active · Phase 2A
Andy's list — Tier C PM-co	Instantly	386	0	Loads Jun 16
Altavista (inbound estimates)	HubSpot	262	96	In progress

*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). The remaining 184 companies need contact-email enrichment before they can be worked. That's the next gap to close on this tier.

🎯 The outreach engine — leads by source All channels

Three 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.

274

Total in HubSpot

143

Enrolled in sequence

Currently active

131

Pending enrollment

Engagement so far

Emails sent

Opens

Link clicks

Replies

Funnel

In HubSpot274

100%

Ever enrolled in Doja sequence143 (52%)

52%

Currently active in sequence77 (28%)

28%

Sequence completed (touched all 5 steps)66 (24%)

24%

Cadence: 15 new enrollments per weekday. At that rate, the remaining 131 pending contacts get worked in ~9 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.

What about the rest of the 98k? (re-audited Jun 10)
We re-ran the full filter pass on the raw 98k. Findings:

All 98k rows are already South Florida — no geographic loss from the original filter.
65,720 Florida LLCs + 22,469 for-profit corps in the raw file. Currently deferred (HOA pool is the higher-fit, lower-cost-to-convert opportunity for landscaping). Un-deferring the for-profit LLC tier is on the roadmap for Q3 — once the HOA pipeline is fully worked, we expand.
HOA-eligible pool in the raw file: ~1,091 unique addresses (word-boundary match, deduped). We're currently working ~825 across Tier A/B/C → leaves up to ~260 candidates worth a second look, the bulk in Palm Beach (334xx).

Next step (Jun 17): after Tier C loads on Jun 16, run a clean dedupe pass on the gap-candidate list against Tier B+C addresses, queue any net-new for a Tier D expansion — primarily targeting the Palm Beach HOA pool the current segmentation under-covers.

Roadmap for the rest of the 98k:

Jun 17 — Dedupe re-audit gap candidates vs Tier B/C, build Tier D for Palm Beach gap.
Jul — Once HOA pipeline is fully active, evaluate enrichment vendor for the 184 Tier A companies missing contact emails.
Q3 — Pilot the for-profit segment: start with S. FL property-management / real-estate corps (subset of the 22k for-profit corps) before opening the full LLC pool.

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.

Enrolled

Enroll Jun 11

184

Need contact-email enrichment

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. The bigger gap is the 184 Tier A companies without a contact email yet — that's the next data-enrichment milestone.

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.

Live in Instantly

4/4

Mailboxes healthy

Emails sent (live)

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)

Phase	Start date	Daily send	What changes
2A	Jun 9, 2026	40/day	Tier B live
2B	Jun 16, 2026	80/day	+ 386 Tier C PM-co loads
2C	Jun 23, 2026	120/day	Full 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.

💼 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

Tier 1 (high-priority follow-up)

Phase 2 follow-up plan

HubSpot nurture candidates

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?
OngoingDoja15 contacts enrolled / weekday · Limitless drops auto-ingested
OngoingAltavistaPhase 2 follow-up cadence on 90-lead plan

Past 30 days

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 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 10, 2026 · The Green Shape Sales & Marketing · Auto-refreshes nightly · Source: HubSpot CRM, Instantly API, Outlook intel pipeline