AutomateFrom R12 000 + R1 500/mo
CRM follow-up
Every lead and quote followed up on a schedule — politely, automatically — so none go cold from silence.
What it is
In plain English
CRM follow-up is automation that chases your leads and quotes for you, on a schedule you set. When a quote goes out or a lead comes in, the system sends a polite, well-timed sequence of nudges — a friendly check-in after two days, a gentle reminder after five, a last touch after ten — and stops the moment the person replies or books. It's the disciplined follow-up a great salesperson does, running by itself for every lead, every time.
Most deals aren't lost to a 'no' — they're lost to silence. The quote gets sent, everyone's busy, and it quietly goes cold. This makes sure that never happens by accident: every lead gets the follow-up it deserves, the messages sound like you, and your team only steps in when someone actually responds.
When you need it
Is this you?
You need this when you're generating leads or sending quotes faster than anyone can reliably chase them — and you suspect deals are going quiet that a nudge would have closed.
- Quotes go out and then go silent, and no one circles back to ask why.
- Follow-up depends on someone remembering — so it happens for some leads and not others.
- Your team is too busy closing to chase the ones who went quiet.
- You've no idea how many deals you lose simply because nobody followed up a second time.
How we build it
What actually happens
- 1
Map your follow-up sequence
We agree the cadence and the messages — when the first nudge goes, what it says, how many touches, and the tone — based on how your best salesperson would do it.
- 2
Connect your leads
We wire it into wherever your leads and quotes live — your CRM, a spreadsheet, your website forms, or your quoting tool — so the sequence starts the moment a lead or quote is logged.
- 3
Build the messages
We set up the sequence on your channels — email, WhatsApp or both — personalised with the client's name, the quote details and your branding, so each one reads like a real person sent it.
- 4
Add the stop conditions
The moment someone replies, books, or pays, the chasing stops automatically and your team is alerted — so no one ever gets a 'still keen?' after they've already said yes.
- 5
Report on what it recovers
We show you what the follow-up is bringing back — replies reopened, quotes revived — so you can see the deals it's saving that would otherwise have vanished.
Example
How it plays out in practice
A kitchen and cabinetry company in Durban quotes a lot of work — site visits, detailed proposals, real money. But the owner sends a quote, gets busy on the next job, and never circles back. A chunk of those quotes simply go quiet and are never heard from again.
- 1
A quote is sent
The team finishes a quote for a kitchen renovation and marks it “sent” in their system. That single action quietly starts the follow-up sequence.
- 2
Day 2 — a friendly check-in
A warm WhatsApp goes out: “Hi Sipho, just checking you received the quote for your kitchen — happy to talk through any of it.” It sounds exactly like the owner wrote it.
- 3
Day 5 — a helpful nudge
No reply yet, so an email follows: “Still keen? We can look at phasing the work or adjusting the finishes to fit your budget.” — giving the client an easy reason to re-engage.
- 4
The client replies
Sipho answers: “Yes — can we tweak the island?” The sequence instantly stops, and the salesperson is alerted to take it from here. No awkward “still there?” lands afterwards.
- 5
A quiet quote becomes a job
A quote that would have died in silence is now a live conversation — recovered by two messages that went out automatically, without anyone having to remember.
The quotes that used to vanish into silence now get two or three polite nudges, every time, without fail. The owner closes work that was already paid-for effort — and the team only steps in once a client actually replies.
What we'd need from you
To get started
- Your ideal follow-up cadence — timing, number of touches, and tone.
- Where your leads and quotes live — CRM, spreadsheet, website forms or quoting tool.
- The channels you want to use — email, WhatsApp, or both.
- Message wording, or a few examples of how you'd phrase a good nudge.
- What counts as 'done' — a reply, a booking, a signed quote.
Timeline
How long it takes
Most CRM follow-up builds go live in 2–3 weeks once we have your sequence and access to where leads live.
What can affect that:
- Connecting to a well-known CRM is quicker than a custom or older system.
- WhatsApp adds a few days for the Business number approval through Meta.
- Heavily personalised messages — pulling in quote line items — take a little longer to build.
What affects the price
Why it costs what it costs
Every build is scoped to your situation. These are the things that move the number — so there are no surprises on the call.
- Where your leads live
- A popular CRM with a clean connection is quick. A custom system, or leads spread across several places, takes more to wire in.
- Channels
- Email alone is simplest. Adding WhatsApp — or running email and WhatsApp together — is more to set up.
- Sequence complexity
- A simple three-step nudge is light. Branching sequences that change based on what the lead does take more logic.
- Personalisation
- Using a first name is easy. Pulling in specific quote details or product info per lead is a bigger build.
- Volume
- The build is once-off. Channel costs (especially WhatsApp messages) scale with how many leads you chase each month.
Ready to build something that works?
Tell us what you need. We'll tell you honestly if and how we can help.