How I Automated Proposal Follow-Ups in My Agency
The Problem
After sending a proposal, most founders rely on memory to follow up.
That leads to two problems:
- Follow-ups happen inconsistently
- Deals quietly go cold
The reality is that many prospects simply get busy and forget to respond.
Consistent follow-up is one of the biggest factors in closing deals.
The Automation
I built a workflow that checks all leads where the deal stage is Proposal Sent.
Each day the system calculates how many days have passed since the proposal date.
Follow-up drafts are generated automatically for:
- Day 3 follow-up
- Day 7 follow-up
- Day 14 final check-in
Instead of sending messages automatically, the system posts the draft to my internal Discord channel.
From there I can choose where to send the message:
- Skip the follow-up
Once the message is sent, the CRM is updated automatically to record the follow-up activity.
What Changed
Before:
- Follow-ups depended on memory
- Deals slipped through the cracks
- Pipeline visibility was poor
After:
- Structured follow-up schedule
- Consistent communication
- Accurate CRM records
Why This Matters
Sales pipelines often fail because of missed follow-ups.
Automation doesn't replace human sales conversations.
It simply ensures the right conversations happen at the right time.