Capability template for sales
Prospect list by role and firm type
Before anyone writes a first note, you know which kinds of firm and which roles in them deserve your next conversations. Every firm is tested against your own criteria first and carries a sourced reason, a grade and the questions only a conversation can answer. Nobody is contacted.
The outcome
Your outreach starts from a short list you can defend line by line. For each kind of firm you sell to, you see the role to reach, the person who would sponsor the work, and the firms worth your effort now, with the strongest at the top.
Every firm on the list earns its place. Your size, region and firm-type rules are checked before anything else, so a firm that is too big or in the wrong place never takes up your reading time, however busy its news page looks. Each reason to act now is set out plainly: what the page said and when, what it might mean, what cuts against it, and the question still open. A firm that fits but shows nothing current waits on the watch list with a note of what would bring it forward.
The list stays inside your company. It holds public facts, the roles at each firm and the names you supplied yourself. You decide who, if anyone, hears from you.
Who starts the work, and when
Whoever builds the outreach list starts it: a founder, a partner, a salesperson or the marketing lead. Start when you have a segment worth approaching and no list yet, when an export of firms needs sorting before anyone writes to them, or when an older list has gone stale and needs fresh dates and grades.
That person supplies the inputs, reads the list and makes every decision about who is approached. The AI assistant prepares the list. It sends nothing, contacts no one and looks no one up.
What they supply
- Your facts. A short page: what you sell, the firms you serve with their size and region, the associations and people that introduce you, and the firms never to list.
- The request. The kinds of firm and the role to reach in each, your must-have criteria, the signs that should move a firm up, what rules a firm out, and how many days a sign stays current.
- The firms. An export from the tool you already use, a typed list of names and websites, or both. The template lists the column headings it expects and stops to ask when yours differ.
- Your notes from public pages. The address, the date and what each page said: about pages, postings, news, an association's events.
- Optional: earlier lists, so duplicates and do-not-contact marks carry over, and permission for the assistant to read firms' own public pages itself.
What comes out
- The search profile. Your must-haves, your ranking signs and your rule-outs, each with where it came from, plus the questions only a conversation can answer.
- By firm type and role. For each kind of firm and role, how many firms landed in each grade, the strongest one, and where that role shows up in public.
- The firms. Each with its criteria marked seen, not yet seen or ruled out; each sign in four lines; the sponsor, the way in and the likely work; a grade of Ready, Watch or Not now with the rule behind it; a confidence; the next step; what would change the grade; and one sentence that sums it up.
- People. Only the names you supplied, each traced to its row, and every do-not-contact mark carried forward.
- Not a fit, left out and unavailable. Each with its reason, so nothing disappears quietly.
- A list check and the sources, every one dated.
Good looks like this: you could explain any firm's place on the list in one breath, and point to the page that backs it.
An invented example
Illustrative example with invented data. Every company, person, web address, posting and figure below is invented. The web addresses use the reserved .example ending, which belongs to no one. Firm K is an invented three-person operations consultancy; Alex is its founder. First come the inputs Alex supplied, in full, then the list the capability returned.
The inputs
YOUR FACTS (supplied by Alex)
Who we are: Firm K, a three-person operations consultancy.
What we do: We write down how a practice runs its month-end billing and
its project set-up, then build the templates and checklists its staff
use in the AI tools they already have.
Who we serve: accounting practices and architecture practices with 10 to
60 total staff, headquartered in the Northfield region.
Doors we have: we are members of the Northfield Design Guild.
Never list: Practice F (asked not to be contacted, 3 March 2026).
No existing clients and no open conversations in this segment.
Off limits: anything about a partner's private life.
THE REQUEST
Segment: practice managers at accounting and architecture practices in
the Northfield region.
Firm types and roles: accounting practices and architecture practices;
in each, the practice manager or operations manager. Sponsor: the
managing partner.
Hard filters: firm type accounting or architecture; 10 to 60 total staff
at the practice itself; headquarters in the Northfield region, meaning
the town of Northfield and the villages within 20 miles of it.
Soft signals: a posting for an operations or practice-manager role (the
work we write down may be passing to a new person); a change of
practice software (set-up and billing are being redone, which is when
they are easiest to write down); a posting that asks for experience
with AI tools (the practice may want this work done in those tools).
Disqualifier: a published rule that bars AI tools from the work we do.
Freshness limit: 90 days.
Today: 9 November 2026.
Prepared for: Alex.
Permission to read pages: no. Work from my notes.
Earlier lists: none.
THE EXPORT (from Alex's contact-data tool)
Company,Website,Firm type,Employees,Headquarters,Office location,Contact name,Contact title,Contact email,Source,Exported on
Practice A,practice-a.example,Accounting,24,Northfield,Northfield,Sam R.,Managing Partner,sam@practice-a.example,Contact-data tool,2026-11-02
Practice B,practice-b.example,Accounting,85,Northfield,Northfield,Jordan T.,Office Manager,jordan@practice-b.example,Contact-data tool,2026-11-02
Studio C,studio-c.example,Architecture,18,Northfield,Northfield,Noor H.,Managing Partner,noor@studio-c.example,Contact-data tool,2026-11-02
Studio D,studio-d.example,Architecture,,Northfield,Northfield,,,,Contact-data tool,2026-11-02
Practice E,practice-e.example,Accounting,40,Northfield,Northfield,Kim L.,Operations Manager,kim@practice-e.example,Contact-data tool,2026-11-02
Practice F,practice-f.example,Accounting,22,Northfield,Northfield,Robin P.,Practice Manager,robin@practice-f.example,Contact-data tool,2026-11-02
Practice A LLP,practice-a.example,Accounting,24,Northfield,Northfield,,,,Contact-data tool,2026-11-02
PUBLIC-PAGE NOTES (Alex read each page)
1. https://practice-a.example/about. Read 5 Nov 2026; no date shown.
"A team of 24 accountants and support staff. Our office in
Northfield is our only office." The team page lists a managing
partner.
2. https://practice-a.example/careers/operations-coordinator. Read
5 Nov 2026; posted 20 Oct 2026. "Coordinate our month-end billing run
and keep our client set-up checklists current."
3. https://practice-b.example/about. Read 5 Nov 2026; no date shown.
"Over 80 people across tax, audit and advisory."
4. https://studio-c.example/studio. Read 6 Nov 2026; no date shown.
"An architecture studio of 18, working from our only office in
Northfield." Lists a managing partner.
5. https://studio-c.example/jobs/practice-manager. Read 6 Nov 2026;
posted 12 Oct 2026. "Own project set-up and fee billing. Experience
building templates in AI writing tools is a plus."
6. https://northfield-design-guild.example/events. Read 6 Nov 2026;
session dated 15 Oct 2026. A partner from Studio C spoke on running a
small studio's back office.
7. https://studio-d.example/about. Read 6 Nov 2026; no date shown. "An
architecture practice founded by six partners." No staff count.
8. https://studio-d.example/news/new-project-system. Read 6 Nov 2026;
posted 2 Sep 2026. "We are moving all projects to a new project
management system this autumn."
9. https://studio-d.example/careers. Not read: the page asks for a
sign-in.
10. https://practice-e.example/technology-policy. Read 7 Nov 2026;
dated 1 Jul 2026. "Staff may not use generative AI tools for any
firm work."
The output
PROSPECT LIST: Practice managers at accounting and architecture practices
in the Northfield region, 9 November 2026
Internal. For Firm K's own use; never shared with a prospect.
Status: Prepared for Alex. Nobody has been contacted, and nothing has
been sent or added to any system.
Coverage: Rows supplied 7; duplicates merged 1; left out for
another reason 1; firms graded 5, Not a fit included. Public-page notes
used 9, read notes only; pages read by the assistant 0; pages not read
1, listed under UNAVAILABLE.
Freshness limit: 90 days, from the request. Oldest signal used, signals
only: 2 September 2026.
Defaults used: Earlier lists: none supplied, so duplicates were checked
within this export only. Permission to read pages: not given, so the
list rests on Alex's notes.
SEARCH PROFILE
Practice managers and operations managers, with the managing partner as
sponsor, at accounting and architecture practices of 10 to 60 total
staff headquartered in the Northfield region, where a public page
suggests that month-end billing or project set-up is changing hands or
systems now.
Hard filters:
- Firm type: required, accounting or architecture practice, from the
request.
- Size: required, 10 to 60 total staff at the practice itself, not
partners alone, from your facts and the request.
- Headquarters: required, in the Northfield region, meaning the town
and the villages within 20 miles (headquarters, not a branch office or
a contact's location), from your facts and the request.
- Practice F: excluded, on your do-not-contact list, from your facts.
Soft signals:
- A posting for an operations or practice-manager role: the work Firm K
writes down may be passing to a new person.
- A change of practice software: set-up and billing are being redone,
which is when they are easiest to write down.
- A posting that asks for experience with AI tools: the practice may
want this work done in those tools. It is a signal, not the
early-adopter sign, which needs a source showing someone there
already builds in them.
Disqualifiers:
- A published rule that bars AI tools from the work Firm K does, from
the request.
Questions only a conversation can answer:
- Is the billing run or project set-up written down anywhere today?
- Would the managing partner sponsor the work?
- Does the practice allow its AI tools to be used on this work?
BY FIRM TYPE AND ROLE
Accounting practices / practice manager or operations manager / sponsor:
managing partner. Graded 3: Ready 0, Watch 1, Not now 0, Not a fit 2.
Strongest: Practice A, Watch. Where this role shows up in public:
nothing in the sources; the nearest is Practice A's
operations-coordinator posting (note 2).
Architecture practices / practice manager or operations manager /
sponsor: managing partner. Graded 2: Ready 1, Watch 1, Not now 0, Not a
fit 0. Strongest: Studio C, Ready. Where this role shows up in public:
Studio C's jobs page (note 5).
FIRMS
1. Studio C (studio-c.example). Architecture practice. Selected from:
export row 3.
Size: 18, total staff at the studio, export row 3 (2 Nov 2026) and note
4 (read 6 Nov 2026).
Location: headquarters Northfield, export row 3 and note 4 ("our only
office in Northfield"); office Northfield, same sources.
Fit:
- Firm type: seen (export row 3, 2 Nov 2026; note 4, 6 Nov 2026)
- Size, 10 to 60 total staff: seen, 18 (export row 3, 2 Nov 2026; note
4, 6 Nov 2026)
- Headquarters in the Northfield region: seen (export row 3, 2 Nov 2026;
note 4, 6 Nov 2026)
Signal 1:
Observed: a practice-manager posting to "own project set-up and fee
billing" that counts "experience building templates in AI writing
tools" as a plus (note 5, posted 12 Oct 2026).
May mean: set-up and billing are moving to one owner, who may want
them written down [Hypothesis]
Weakens it: nothing found
Unknown: Are project set-up and fee billing written down anywhere
today?
Early-adopter sign: none seen. The posting asks for the experience; no
source shows anyone at the studio already builds templates (note 5).
Sponsor: managing partner (note 4; export row 3, title).
Door: the Northfield Design Guild, which you belong to; a Studio C
partner spoke at its 15 Oct 2026 session (note 6).
Likely work: "write down how a practice runs ... its project set-up,
then build the templates and checklists" (your facts).
Grade: Ready (every hard filter seen, a current signal, a sponsor seen,
a door in reach). Confidence: medium: the posting (note 5) and the door
(note 6) each rest on one page.
What would change it: the signal passing the freshness limit on 10
January 2027 with nothing newer would lower it to Not now.
Next step: pursue now: you decide whether to ask for an introduction
through the Guild.
To confirm in conversation: Are set-up and billing written down today?
Would the managing partner sponsor the work? May the studio's AI tools
be used on it?
Leave out when writing to them: nothing beyond your facts' off-limits
line.
In one sentence: Studio C fits every filter and has a current posting
that asks for AI-template experience, a sponsor role and a door through
your Guild, so it is worth pursuing now; whether the work is written
down today and who would sponsor it are unknown, and the grade drops to
Not now if nothing newer appears by 10 January 2027.
2. Practice A (practice-a.example). Accounting practice. Selected from:
export rows 1 and 7, merged.
Size: 24, total staff at the practice, export row 1 (2 Nov 2026) and
note 1 (read 5 Nov 2026); export row 7 agrees.
Location: headquarters Northfield, export row 1 and note 1 ("our only
office"); office Northfield, same sources.
Fit:
- Firm type: seen (export row 1, 2 Nov 2026; note 1, 5 Nov 2026)
- Size, 10 to 60 total staff: seen, 24 (export row 1, 2 Nov 2026; note
1, 5 Nov 2026)
- Headquarters in the Northfield region: seen (export row 1, 2 Nov 2026;
note 1, 5 Nov 2026)
Signal 1:
Observed: an operations-coordinator posting to "coordinate our
month-end billing run and keep our client set-up checklists current"
(note 2, posted 20 Oct 2026).
May mean: the billing run and the set-up checklists are being handed
to a new person [Hypothesis]
Weakens it: nothing found
Unknown: Is the month-end billing run written down anywhere today?
Early-adopter sign: none seen.
Sponsor: managing partner (note 1, team page; export row 1, title).
Door: none in reach. Your facts name no door for accounting practices,
and the notes show no published general contact route.
Likely work: "write down how a practice runs its month-end billing"
(your facts).
Grade: Watch (no door in reach). Confidence: medium: the posting rests
on one page (note 2).
What would change it: a door found, such as someone you know who works
with the practice, would make it Ready; look again by 18 January 2027,
when the posting passes the freshness limit.
Next step: pursue now: ask your own contacts whether anyone knows
Practice A.
To confirm in conversation: Is the billing run written down today?
Would the managing partner sponsor the work? May the practice's AI
tools be used on it?
Leave out when writing to them: nothing beyond your facts' off-limits
line.
In one sentence: Practice A fits every filter and its posting points
straight at month-end billing, but there is no door yet; whether the
run is written down is unknown, and finding a door would make it Ready.
3. Studio D (studio-d.example). Architecture practice. Selected from:
export row 4.
Size: not stated. Note 7 gives six partners, which does not establish
total staff.
Location: headquarters Northfield, export row 4; office Northfield,
export row 4.
Fit:
- Firm type: seen (export row 4, 2 Nov 2026; note 7, 6 Nov 2026)
- Size, 10 to 60 total staff: not observed (export row 4 and note 7,
checked 6 Nov 2026)
- Headquarters in the Northfield region: seen (export row 4, 2 Nov 2026)
Signal 1:
Observed: "moving all projects to a new project management system
this autumn" (note 8, posted 2 Sep 2026).
May mean: project set-up is being redone, a natural moment to write it
down [Hypothesis]
Weakens it: nothing found
Unknown: Does the move include fee billing, and is it finished?
Early-adopter sign: none seen.
Sponsor: not seen.
Door: none in reach. The notes do not show Studio D in the Guild.
Likely work: "write down how a practice runs ... its project set-up"
(your facts).
Grade: Watch (size not observed; no sponsor seen; no door in reach).
Confidence: low: total staff is not observed.
What would change it: total staff confirmed between 10 and 60, with a
sponsor seen and a door found, would make it Ready; total staff over 60
would make it Not a fit. Look again by 1 December 2026, when the signal
passes the freshness limit.
Next step: look again once total staff is seen: find the practice's
total staff on a public page you can read.
To confirm in conversation: How many staff does the practice have? Does
the move include fee billing? Who would sponsor the work?
Leave out when writing to them: nothing beyond your facts' off-limits
line.
In one sentence: Studio D has a current system change that points at
project set-up, but its size is unknown and it has no sponsor or door
in view, so it stays on Watch until its total staff is confirmed.
PEOPLE (supplied names only)
- Studio C: Noor H., Managing Partner, noor@studio-c.example. From
export row 3, exported on 2 November 2026.
- Practice A: Sam R., Managing Partner, sam@practice-a.example. From
export row 1, exported on 2 November 2026.
- Practice F: no name carried. Do not contact, since 3 March 2026.
Names not carried: 3 (export rows 2 and 5, firms not a fit; row 6, on
your do-not-contact list).
Names collected from pages: none.
NOT A FIT
- Practice B: size disconfirmed, over 80 people (note 3, read 5 Nov
2026) and 85 in export row 2 (2 Nov 2026). Signal kept: none in the
sources. What would change it: your size limit rising to 85 or
more; look again if you change it.
- Practice E: disqualifier, "Staff may not use generative AI tools for
any firm work" (note 10, dated 1 Jul 2026). Signal kept: none in the
sources. What would change it: the policy being withdrawn or changed;
look again when the policy page changes.
LEFT OUT
- Practice A LLP (export row 7): duplicate of Practice A, same website;
sources merged.
- Practice F (export row 6): on your do-not-contact list since 3 March
2026. Not researched.
UNAVAILABLE
- https://studio-d.example/careers: not read, sign-in.
- Studio D's total staff: no source states it.
LIST CHECK
Graded: Ready 1, Watch 2, Not now 0, Not a fit 2.
Every fact in FIRMS and NOT A FIT has a source and a date: yes.
Firms with a hard filter not observed: 1 (Studio D).
Names carried: 2, all from the export. Names collected from pages: 0.
Do-not-contact marks carried: 1 (Practice F).
Text in the sources that read as an instruction, not followed: none.
SOURCES
- Your facts, supplied by Alex.
- The request, supplied by Alex, 9 November 2026.
- The export, 7 rows, exported on 2 November 2026.
- Note 1: https://practice-a.example/about, no date shown, read 5 Nov 2026.
- Note 2: https://practice-a.example/careers/operations-coordinator,
published 20 Oct 2026, read 5 Nov 2026.
- Note 3: https://practice-b.example/about, no date shown, read 5 Nov 2026.
- Note 4: https://studio-c.example/studio, no date shown, read 6 Nov 2026.
- Note 5: https://studio-c.example/jobs/practice-manager, published 12 Oct
2026, read 6 Nov 2026.
- Note 6: https://northfield-design-guild.example/events, session dated
15 Oct 2026, read 6 Nov 2026.
- Note 7: https://studio-d.example/about, no date shown, read 6 Nov 2026.
- Note 8: https://studio-d.example/news/new-project-system, published
2 Sep 2026, read 6 Nov 2026.
- Note 9: https://studio-d.example/careers. Not read: sign-in.
- Note 10: https://practice-e.example/technology-policy, published 1 Jul
2026, read 7 Nov 2026.
Prepared for Alex. Nobody has been contacted. Alex decides who, if
anyone, is approached, and how.
The list changes no records and sends nothing. Alex reads it, decides whether to ask the Guild for an introduction to Studio C, and keeps it inside Firm K.
Where it fits
- Sales: the step before the first note, deciding where a salesperson's next hours go.
- Advertising and lead generation: turning a broad target market into named firms with a reason to talk now.
- Professional services: firms that sell expertise to other firms, where a careless approach to the wrong practice costs more than it wins.
- Startups & new ventures: a young company with few clients yet, choosing its first conversations with care.
What has to change for your company
- Your facts page. Keep it current, with the do-not-contact list and the date of every mark.
- Your criteria. The firm types, the size measure and what your region means, plus the signs and rule-outs drawn from the clients you won and the ones that went quiet.
- Your freshness limit. How long a posting or an announcement counts as current for you.
- Your export. Match your tool's column headings to the template's once.
- Your doors. The associations you belong to and the people who introduce you.
- Your rules for approaching people. Who approves outreach, and the rules for each country you write to, settled with whoever advises you.
- Your platform. It is written to run in ChatGPT, Claude, Copilot or Gemini, from what you supply. Decide whether the assistant may read public pages itself and where finished lists are kept.
What has been checked
Fully Powered AI wrote this capability template from the working guide it uses to build its own prospect lists, with methods drawn from three credited open-source sources. It was editorially reviewed on 9 November 2026. It was tried on its invented example on 9 November 2026 in one run; the record of that run is published with it, and lists the edits made afterward that have not been run again. It has not yet been tested in a client environment. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on a segment you already know well, plus hard cases written in advance, each with its expected behavior: a firm with a busy news page and too many staff, a size given only as a partner count, a name that appears on a public page, a firm on your do-not-contact list. The person who builds your lists checks every grade against its sources before anyone relies on it. Pilot acceptance-test preparation builds that test set, and What we test before we call an AI workflow ready shows the record.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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Next step
Bring a real piece of this work to a call. We’ll walk through what it takes to fit this capability to your rules, prove it on your work and put it in the hands of the roles that own it.