Swimlane Process Flows
Step-by-step visual workflows for all billing processes
Expansion (Seat Additions) Flow
Process for adding seats to existing CRM subscription, including unreported user additions via Slack channel
1
Customer requests seat addition (via HubSpot ticket, email, or upgrade Slack channel)
2
Rep receives request and validates
3
Check current seat count in billing system
4
Claudio updates subscription in Stripe/QuickBooks
5
Payment frequency?
Decision PointMonthly-Paid→ Step 6
Annually-Paid→ Step 8
6
Calculate proration and charge payment method
7
Payment successful?
Decision PointYes→ Step 10
No→ Step 11
8
Generate prorated invoice and send to customer
9
Payment received?
Decision PointYes→ Step 10
No→ Step 12
10
Provision additional seats
11
Dunning process begins
12
Rep follows up with customer
13
Update HubSpot deal and send confirmation email
14
Log event with timestamp and actor
15
Done
Flow Legend
#
Action Step
Standard process step
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Decision Point
Branching logic
#
Warning/Error
Requires attention
#
End State
Process complete