The Green Shape · Sales & Marketing

Updated June 11, 2026

Outreach Mission Control

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

📈 At a glance

1,230

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	288	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 are queued for contact discovery — kickoff scheduled Jun 29 (pilot batch first, then full rollout). Once a contact email is found, they flow straight into the same sequence.

🎯 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.

288

Total in HubSpot

143

Enrolled in sequence

Currently active

145

Pending enrollment

Engagement so far

Emails sent

Opens

Link clicks

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.

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. Next on this tier: contact discovery for the 184 companies without an email yet — pilot batch kicks off Jun 29, feeding new contacts into the sequence as they're found.

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?
Jun 29Tier AContact discovery kicks off for the 184 Tier A companies without an email — pilot batch, then full rollout into the sequence
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 11, 2026 · The Green Shape Sales & Marketing · Auto-refreshes nightly · Source: HubSpot CRM, Instantly API, Outlook intel pipeline