Automation playbook
Sales and follow-up automation: no enquiry forgotten
Most sales are lost quietly: an enquiry nobody owned, a quotation that was never chased, a follow-up that lived in someone’s head. We build the system that captures every enquiry, gives it an owner and a date, and reminds the right person on the right day.
In short
Sales follow-up automation means every enquiry, from a call, a form or a message, lands in one list with an owner and a follow-up date set by rule. Reminders arrive on the day they are due, quotations are generated from your product list, and quotations that go quiet are flagged before the customer forgets you. People still make the call; the system makes sure it happens.
The flow
Step by step, who does what
- Enquiry arrives Call, website form, WhatsApp or email
- Owner assigned By territory, product or in turn
- Follow-up scheduled A date by rule, a reminder on the day
- Quotation generated From the catalogue, at the right prices
- Salesperson closes Negotiates, adjusts, confirms a person decides
- Order created Without retyping a single line
Stays with people: Negotiation, pricing exceptions and the decision to walk away stay with your salespeople.
What gets automated
Capture comes first. Enquiries from calls, website forms, WhatsApp and email land in one list with the source recorded, so nothing depends on a notebook or a memory. Each one is assigned an owner by a rule you choose: territory, product line, or simply the next person in turn.
Then the follow-up. A first follow-up date is set automatically, a reminder reaches the owner on that day, and when a quotation has had no response for a set number of days it is flagged for a nudge. Quotations themselves are generated from your product list with the right prices and terms, exported as PDF or Excel, and converted to an order in one step when the customer says yes.
- One enquiry list, with source and owner
- Follow-up dates and reminders by rule
- Quotations generated from the catalogue
- Quiet quotations flagged automatically
- An accepted quotation becomes an order in one step
How we build it
We start by watching how a sale really moves in your business: where enquiries come from, who picks them up, how long a reasonable first response is, and what a quotation needs to contain. Those answers become the rules.
The system is built around your catalogue and your pricing, not a generic deal pipeline, and your team sees working software early. In the CRM we built for a manufacturer, follow-ups, tasks and dispatches share one scheduler the whole team sees, and a quotation converts to an order without being typed again. Your rules will differ; the method is the same.
What it connects to
Enquiries can arrive from your website form, a shared inbox, WhatsApp and phone logs. Quotations draw prices from your product master or ERP. Confirmed orders can pass into your accounting or ERP system, so the sale is entered once and is right everywhere.
- Website forms and shared inboxes
- WhatsApp enquiry and order intake
- Product master or ERP, for prices and stock
- Accounting or ERP, for confirmed orders
Questions
Common questions
Will my salespeople have to change how they work?
They stop doing the clerical part. Enquiries arrive already logged, reminders tell them who to call today, and quotations take minutes instead of an hour in Excel. The selling itself, and every judgement call in it, stays theirs.
Can it work with the CRM we already use?
Often, yes. If your CRM has an API or an export, we can automate around it: capture into it, remind from it, generate quotations from its data. If it is holding you back, we will say so and explain what building around your process would involve.
How do you decide when a quotation is “quiet”?
You set the number of days for your business, and it can differ by product or by value. The system flags the quotation and reminds the owner; the owner decides whether and how to follow up.
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