AI for sales follow up, so no good lead gets one email and silence
Your reps are not lazy. They are quoting, answering the phone, and chasing orders. The second follow-up is the first thing to fall off. This build drafts it and puts it in front of them at the right time.
The 20-minute call is free. Paid discovery is $1,000 and takes 1 week. It is credited in full toward the build if you sign within 90 days.
Where do sales follow-ups fall through?
You can name the leads from last quarter. Each one got a good first reply, then silence.
Picture a 35-person industrial parts distributor. Web inquiries and trade show leads land in HubSpot. A rep sends a first reply, usually a good one. Then a large order comes in, the week fills up, and the lead never hears from anyone again. Quotes go out with no reminder to check back. Marketing spends Friday afternoon writing the same product update three different ways.
Nobody chose to drop those leads. No system held the follow-up once the rep's attention moved on.
This distributor is an illustrative example. Your CRM, products, and sales cycle will differ. Discovery maps those differences.
How does the build run?
- 01Discovery and shadowing
- 02CRM review and gap map
- 03First motion chosen, drafts approved
- 04Build and test on past leads
- 05Rep sign-off, launch, 30-day check
All ten steps, in detail
- Paid discovery kickoff. Raquel meets the sales lead and agrees which sales motions are in view.
- Shadowing. Raquel watches one rep and one marketer work a normal day. The build then fits the way the job is done.
- CRM review. Lead sources, lifecycle stages, open tasks, and deal stages in HubSpot (or your CRM) are checked for where things stall.
- Follow-up gap map. You see where leads go quiet and how often, measured from your own records.
- First build chosen. You and Raquel pick one or two motions to fix first, such as second-touch emails on web inquiries or reminders on open quotes.
- Draft rules approved. Your sales lead approves written rules for tone, timing, and what the drafts may and may not say.
- Build. A contracted technical delivery partner builds inside your CRM to the spec Raquel writes, and Raquel reviews it.
- Testing on past leads. Drafts run against historical leads in a test setting. Your team judges them before any customer sees one.
- Rep acceptance and launch approval. Reps try the queue for real, your sales lead signs off, and it goes live.
- Thirty-day review. Follow-up rates are compared with the before number. The drafts are tuned based on what reps edited most.
What do you walk away with?
- A follow-up gap map built from your CRM data
- Lead routing rules so new inquiries reach the right rep
- AI-drafted second and third touches, queued as CRM tasks for a rep to review and send
- Reminders on open quotes, timed to your sales cycle
- One recurring marketing chore drafted for a marketer to edit, such as product update emails
- Written draft rules your sales lead approved
- A baseline and a 30-day review against it
- A short rep guide to working the new queue
What do you get, and what is this not?
What you get
- Follow-ups that happen because the system prompts them, not because someone remembered
- Drafts in your company's voice, approved by your own sales lead
- A before and after number for the motions that were built
What this is not
- No email goes to a customer without a rep pressing send.
- No promise of more revenue or a bigger pipeline. You see what changed in follow-up and judge the rest yourself.
- Not cold outreach, purchased lists, or bulk email campaigns.
- Not a CRM switch. The build lives in the CRM you already pay for.
What does your team need to bring?
- A sales lead who owns the decisions and approves the draft rules
- Admin access to HubSpot or your CRM, and to the email it sends from
- One rep and one marketer willing to be shadowed and to test the drafts
- A few follow-up emails your team considers good, so the drafts have something to learn from
Five questions that set the price
- How many lead sources feed the CRM?
- How many sales motions are in scope: new inquiries, open quotes, reorders?
- Does quote or order data live outside the CRM, in an ERP or spreadsheet?
- How many reps and how many approval rules do the drafts need to respect?
- Is a marketing chore part of the build, or is this sales only?
What does it cost?
- What moves it
- Number of lead sources, number of sales motions, data that lives outside the CRM, and approval rules
- Payment
- Paid discovery first; the build is 50% at signing and 50% at handover
What if it isn't worth it?
You see the gap map from your own CRM before you choose what to build. Thirty days after launch, follow-up rates are compared with the before number.
Not part of the founding client program.
See also: Support and operations
Questions people ask before booking
Will customers be able to tell an email was drafted by AI?
They see what your rep sends, and the rep can rewrite any draft before it goes. Your sales lead's approved rules set the tone, the length, and the phrases to avoid. The 30-day review looks at what reps changed most. The drafts are then adjusted so they need less editing over time.
Our HubSpot is a mess. Do we have to clean it up first?
Possibly, and discovery will tell you. Duplicate contacts or missing owners can send follow-ups to the wrong person. If so, Raquel will tell you before you pay for a build. She will point you to data cleanup as a smaller first step.
Do we need a more expensive HubSpot plan?
Not necessarily. Discovery checks what your current plan already allows before anything is recommended. Raquel does not resell software or take referral fees, so there is no reason to push you up a tier.
What if our reps ignore the drafts?
That is the most common way sales tools fail. So the drafts land in the task queue reps already work from, not in a new app. Shadowing in discovery shapes where they appear. The 30-day review reports how many drafts were sent, edited, or skipped. You see adoption in plain numbers.