Playbook · Automate follow-up by pipeline stage

Close the quotes that go quiet

Move a deal to a stage and the right follow-up starts on its own, then stops the moment they reply.

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You sent the quote. They said they'd think about it. Then nothing. Most of those deals aren't lost. They just needed one more nudge, and nobody sent it.

Stage-based follow-up sends that nudge automatically, every time, and stops the moment they reply. Here's how to build it.

What you'll have

A pipeline with stages that match how you sell
Follow-up that starts when a deal enters a stage
Follow-up that stops when they reply or book
Alerts for deals that sit too long

Have these ready

The steps a lead goes through from inquiry to paying customer
Your follow-up messages for each step

Do it yourself · Intermediate · About 2 hours

Here's exactly how.

1
Design the stages
In Opportunities, set up a pipeline that matches how you sell, for example New lead, Contacted, Follow-up, Booked, Won and Lost. Fewer stages are easier to keep accurate.
2
Pick the stage that needs follow-up
Usually it's a stage like Follow-up or Quote sent, where leads go quiet. Write three to five short messages spread over a couple of weeks.
3
Trigger on stage change
In Automation, create a workflow triggered when an opportunity's pipeline stage changes to that stage.
4
Add the sequence
Alternate texts and emails with waits in between. Add a task for your rep to call on day three.
5
Stop when they respond
Set the workflow to stop when the contact replies, or add a goal that ends it when they book or the deal moves to Won.
6
Catch stale deals
Add a workflow for opportunities that haven't moved in a set number of days, and alert the owner.
7
Train the team to move cards
The automation only works if deals get moved. Make updating the pipeline part of every call.

Tips from our team

Every stage should have one owner and one next action.
Short texts that ask a question get more replies than long ones that explain.
Mark deals Lost with a reason. Six months later that list is your reactivation campaign.

Stuck on a step? Bring it to weekly office hours or ask in 24/7 live chat. That's what they're for.

Do it yourself, or hand it off.

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