AI Bot #4 — Merchant Referral Tracking
Purpose: When a referred merchant signs up using a unique referral link, automatically log the referral in HubSpot under the referring merchant's record, trigger the credit notification to the referring agent, and enroll the referred merchant in the onboarding sequence.
Tech Stack
| Component | Tool | Notes |
|---|---|---|
| Unique referral links | HubSpot or dedicated referral tool | One unique link per merchant. Confirm tooling with coordinator — see Open Item #10. |
| Trigger | Zapier — new merchant signup via referral link | |
| CRM action | HubSpot — log attribution, update referring merchant record | |
| Notification | Email to referring agent — credit confirmation |
Open items blocking this bot:
- Open Item #10: Referral link tool must be selected (HubSpot native referral tracking, ReferralHero, or equivalent) — confirm with Ben + Coordinator
Referral Program Rules
| Rule | Detail |
|---|---|
| Referrer incentive | 1 month SaaS fee credit per referral that becomes a paying merchant |
| Referee incentive | First month free |
| Tier bonus | Merchant who refers 3+ paying customers: permanent 10% discount on monthly SaaS fee |
| Attribution window | Referral link click to signup must occur within 30 days (confirm window with Ben) |
Credit Notification Email (to referring agent)
Sent automatically by Zapier when a referred merchant completes signup.
Subject: Your referral credit — [Referred Merchant Name] just signed up
[Referring Agent Name],
[Referred Merchant Name] just signed up for PeakPOS using your referral link. One month credit has been applied to your account.
[If 3rd+ referral, include:]
You've now referred [N] paying merchants. Your permanent 10% discount has been activated on your monthly plan.
— The PeakPOS Team
Zapier Workflow Steps
- Referred merchant clicks unique referral link and completes signup
- Zapier trigger: new contact created in HubSpot with referral source tracked
- Zapier looks up referring merchant's HubSpot contact record by referral link ID
- Zapier logs referral: adds referred merchant name and date to referring merchant's
Referralsproperty - Zapier checks referral count:
- If count >= 3: flag for tier bonus activation (permanent 10% discount)
- Zapier sends credit notification email to referring agent
- Referred merchant enrolled in post-referral onboarding email sequence
HubSpot Data Model
Properties to set/update on the referring merchant's contact record:
| Property | Action |
|---|---|
Referrals | Append: "[Referred Merchant Name] — [Date]" |
Referral Count | Increment by 1 |
Tier Bonus Active | Set to Yes if Referral Count >= 3 |
Properties to set on the referred merchant's contact record:
| Property | Action |
|---|---|
Referred By | Set to referring merchant name/ID |
Referral Date | Set to signup date |
First Month Free | Set to Yes |
| Enrollment | Post-referral onboarding email sequence |