If you’ve ever watched a sales handoff between an SDR and an AE go sideways, you know how quickly a good lead can fizzle. Notes disappear, context gets lost, and suddenly everyone’s scrambling—or worse, the prospect ghosts because you asked the same questions twice. If you’re tired of that mess, this guide’s for you. We’ll walk through how to use Recapped to keep things organized, make handoffs painless, and actually help your reps close more deals.
Why Handoffs Fall Apart (And Why It Matters)
Before we get into tools, let’s be real about the problem. SDRs (Sales Development Reps) are great at opening doors and surfacing prospects, but they rarely close deals. AEs (Account Executives) pick up from there. The handoff is where most deals die—usually because:
- The AE doesn’t have full context (goals, pain points, objections).
- The prospect gets annoyed by repeating themselves.
- Next steps are unclear or buried in someone’s inbox.
- Nobody’s sure who owns which task.
It’s not that reps are lazy; it’s that the process is usually a patchwork of emails, Slack messages, and maybe a Google Doc. It’s easy to drop the ball.
Enter Recapped. It’s designed to keep everyone (prospects included) on the same page—literally.
What Recapped Actually Does (and Doesn’t)
Recapped is a deal collaboration tool. Think of it as a shared workspace where SDRs, AEs, and buyers can see:
- Deal notes and context
- Mutual action plans (with timelines)
- Tasks and next steps for both sides
- Key documents, all in one spot
What it doesn’t do: magically fix your sales process, or make lazy reps suddenly detail-oriented. It’s a tool, not a cure-all. If your team doesn’t use it, or fills it with junk, it won’t help.
With that in mind, here’s how to actually use Recapped to get sales handoffs right.
Step 1: Set Up a Standard Handoff Template
Don’t reinvent the wheel for every deal. Start by creating a standard template in Recapped for SDR-to-AE handoffs. This makes it easy for SDRs to fill in key info every time.
What to include: - Prospect’s goals: What do they actually want? - Pain points: Why are they even talking to you? - Decision process: Who’s involved, what’s the buying timeline? - Key objections: Anything they’ve already pushed back on. - Notes from discovery call: The real stuff, not just “call went well.” - Next steps with dates: Is there a demo? Who schedules it?
Pro tip: Keep the template short. If it feels like homework, reps will cheat. Focus on the info an AE really needs to not sound clueless.
What to skip: Don’t force SDRs to write a novel. Skip the “nice to have” fields that never get filled in.
Step 2: Loop in the AE (and the Prospect) Early
With your template ready, make it a rule: as soon as a prospect is qualified, the SDR sets up a Recapped workspace, fills out the basics, and invites the AE.
If your process allows, invite the prospect too. This sounds risky, but it actually builds trust. The buyer sees you’re organized, and everyone knows what comes next.
How to do it: - Add the AE to the Recapped workspace. - If the prospect’s warm, add them too with a short note (e.g., “Here’s a shared plan so you can see next steps and key docs.”) - Link any important files or call recordings.
Pitfall to avoid: Don’t just copy-paste your CRM notes. Tailor the info so it’s readable and actionable.
Step 3: Build a Mutual Action Plan
This is where Recapped shines. Use the workspace to lay out a clear, step-by-step plan for closing the deal, with real deadlines.
What to include: - Key milestones (e.g., “Demo complete by June 20”) - Who owns each task (AE, SDR, prospect) - Links to resources (case studies, pricing, legal docs) - Next meeting dates
Why this matters: Prospects don’t want to be managed, but they do want clarity. A mutual action plan keeps everyone honest—no more “I thought you were sending that.”
What to skip: Don’t overload the plan with internal steps the buyer doesn’t care about. Stick to what moves the deal forward.
Step 4: Keep Everything in One Place
The real value of Recapped is having a single source of truth for the deal. That means:
- No more scattered emails or Slack threads.
- All documents (contracts, proposals, etc.) are attached in the workspace.
- Any notes or updates get logged here—not in a random notebook.
- Everyone can see what’s done and what’s next.
If your team is used to working in a dozen tools, this takes discipline. But it’s worth it. The less your AE has to chase down info, the faster deals move.
Heads up: Some reps will resist at first. Change is annoying. Make it clear that Recapped replaces—not adds to—the old mess.
Step 5: Use Recapped for Internal Debriefs, Too
Not every note needs to be public. Use Recapped’s private sections to keep internal comments between SDR and AE, or to flag tricky issues for your manager.
- Tag teammates for feedback or questions.
- Log “watch out for this” notes the buyer doesn’t see.
Just don’t let the private channel become a dumping ground. Keep it relevant.
What Works, What Doesn’t, and What to Ignore
What works: - Templates save time and make handoffs consistent. - Mutual action plans cut down on confusion and delays. - Shared workspaces reduce “who owns what?” drama. - Buyers appreciate transparency (seriously, they do).
What doesn’t: - Forcing reluctant reps to use Recapped without buy-in. You’ll get garbage data or nothing at all. - Overcomplicating the workspace. If it looks like a project plan from NASA, nobody will use it. - Using Recapped as a CRM replacement. It’s not. Use it alongside your CRM, not instead of it.
What to ignore: - Fancy features you don’t need. Stick to the basics until your team is comfortable. - Trying to automate everything. Some steps need a human touch.
Tips for Getting Team Buy-In
- Show quick wins. Run a pilot with one AE/SDR pair and highlight a deal that moved faster.
- Keep it simple. Start with just the handoff template and mutual action plan.
- Get feedback and tweak as you go. If a field never gets filled in, kill it.
Real Talk: Recapped Isn’t Magic, But It Helps
Look, no tool will fix a broken process or make your reps care. But if you want a cleaner, more reliable way to move deals from SDR to AE (and keep buyers happy), Recapped is worth a shot. The biggest win? Less time spent chasing info, more time selling.
Keep It Simple, Iterate, and Don’t Overthink It
Start with the basics. Nail the handoff template, get everyone used to working in one workspace, and build from there. If you keep it simple, your team will actually use it—and you’ll see fewer deals fall through the cracks. If something’s not working, change it. Sales isn’t static, and neither is your process.
Ready to try it? Don’t wait for a perfect rollout. Pick one deal, set up a workspace, and see how it goes. The cleanest handoff is the one you actually do.