B2B sales and services · Sample scenario
Following up after a proposal is sent
The status of sent proposals is tracked; after the agreed waiting period, recent contacts are checked and a suitable follow-up is sent. The sequence stops on a reply or a decline.
Problem
Proposals go unanswered and the next step is forgotten; sometimes a client who already replied gets another reminder.
How it works today
Reps try to remember the proposals they sent or put a note in the calendar. Follow-ups are written by hand, and the status in the CRM is often out of date.
What this scenario changes
The proposal status is tracked in the CRM. When the waiting rule is met, the latest emails and calls with the client are checked; if there is no reply or decline, AI drafts a short follow-up, it is sent, and the CRM is updated. If the client replied or declined, the sequence stops and is handed to the rep.
The process step by step
- Waiting period ended: Proposal has no reply
- Proposal status read: Current state from the CRM
- Recent contacts checked: Any reply, call or decline?
- Continue the sequence?: No reply and no decline
- Follow-up draft: Short and low-pressure
- Message sent: Email in the rep's name
- CRM updated: Status and next follow-up date
Exception path
- Rep takes over: Automatic messages stop
- Sequence stopped: Reason logged in the CRM
The role of AI
Drafts a short, low-pressure follow-up that fits the proposal topic and earlier correspondence.
Human approval and exceptions
If the client replied, declined, or the conversation continues in another channel, the automatic follow-up stops and the rep takes the next step.
Frequently asked questions
How many follow-ups are sent?
The number and interval are agreed with the sales team; when the limit is reached, the proposal goes back to the rep.
Does the system know if the client replied by phone?
Yes, if the call is logged in the CRM; that is why logging recent contacts in the CRM is a prerequisite.
Whose name is the message sent in?
The responsible rep's, with their email signature; the rep approves the text in advance as a template.