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Use case · Sales

No open quote left without a follow-up

Deals are rarely lost to a clear no. They go quiet because nobody followed up after the quote went out. We set the CRM to notice silence and put the next step in front of the person who owns the deal.

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Sales pipeline

Quote sent 2

Kovač InterijeriNo reply for 8 days
Hotel MarjanFollow-up due tomorrow

Negotiation 2

Adria LogistikaCall booked for Thursday
Studio PerićNo activity planned

Won 1

Pekara ZrnoHanded to delivery

How you know you have this problem

  • Quotes go out and nobody checks whether the customer replied

  • Follow-ups depend on each salesperson’s own notes and memory

  • Deals sit in the same stage for weeks

  • You find out a deal was lost when the customer buys elsewhere

What we build

How it works once it is running

  1. 01

    Define what quiet means

    Together we set how long a deal may sit in each stage without activity before it needs attention.

  2. 02

    Create the next step

    When a deal goes quiet, the CRM creates a task for its owner and, if you want, drafts a short follow-up email from the deal history.

  3. 03

    Keep the pipeline honest

    Deals with no planned activity are highlighted on the board, so the weekly sales meeting starts from the same list.

  4. 04

    Escalate, gently

    If a task stays open past a second limit, the sales lead gets a summary. The aim is a decision on the deal, not more reminders.

What you get

  • Follow-up rules per pipeline stage
  • Tasks and draft emails created for the deal owner
  • A board view of deals with nothing planned
  • A short weekly summary for the sales lead

What we need from you

  • Access to your CRM, or agreement to set one up

  • How your sales stages work today

  • Examples of follow-up emails that sound like you

Tools we typically use
Pipedrive, HubSpot, n8n, Gmail, Outlook, Slack, Teams

See it built

Illustrative exampleA 20-person facility services companyA CRM the sales team actually keeps up to dateOne pipeline shaped around how the company sells, with follow-ups that remind themselves and a weekly report nobody has to assemble.CRM implementationBusiness automationOpen example

Questions about this use case

Do follow-up emails go out on their own?

By default they are drafts the salesperson sends. Automatic sending is possible for simple cases, but a follow-up written by a person who knows the customer usually does better, so we start with drafts.

Will this flood the team with reminders?

It should not. We set limits per stage and one task per deal at a time. If the list is too long in the first weeks, that is a sign the limits need adjusting, and we adjust them.

We use the CRM inconsistently. Does this still work?

It works as far as the data is there. Part of the project is agreeing the few fields and stages everybody keeps current, and removing the ones nobody uses.

More use cases for this team

Business automationCRM implementation

Every enquiry in the CRM, without retyping

Enquiries from forms, email and chat become contacts and deals in your CRM, with the right person notified.

Open use case Business automationCRM implementation

Quotes drafted from your price list

A quote is drafted from the deal, your price list and current stock, and waits for a salesperson to approve it.

Open use case CRM implementationBusiness automation

A sales report nobody has to build

Pipeline, won and lost deals and activity, delivered on a schedule straight from the CRM.

Open use case

Show us one process. We will show you what it could look like.

The analysis is free, takes about an hour of your time, and ends with a written summary you keep.

Book a free process analysisHow we work

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