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CONVERSATIONAL FOLLOW-UP + CRM EXECUTION

Keep every enquiry moving from first conversation to final decision.

Follow-Up Engine handles personalised prospect conversations, keeps CRM stages and next actions current, follows up around your sales process and alerts your team when attention is needed.

Conversational follow-up • CRM stages and next actions • Team notifications • Ongoing management

See How It Works Book a Free Scoping Call

Fewer forgotten opportunities. Less chasing and CRM administration. Clearer visibility into where every prospect stands.

1
Enquiry arrives A new prospect enters the agreed workflow
2
Conversation happens Personalised replies use your approved information and sales approach
3
CRM and next action update The conversation record, opportunity stage and next step stay current
4
The right outcome follows Suitable follow-up or booking, with the owner notified when needed
Done For You

We build it. We manage it. You focus on your customers.

Implementation starts with a defined workflow, such as new enquiries or outstanding quotes. I map that sales process, configure the agreed conversation and CRM actions, connect supported systems, prepare approved messaging, test the workflow and manage it after launch.

Your team does not have to build workflows, learn automation software or maintain follow-up sequences themselves. A one-time setup fee, confirmed before you commit, covers the agreed build, configuration and testing. The monthly fee includes ongoing management, maintenance, the sending inbox and the email or messaging usage included in your plan.

01

Process mapped properly

We define the stages, next actions and follow-up cadence around your sales process, informed by historical sales data where it is available and supported.

02

Workflows configured for you

Approved messaging, opportunity stages, next actions, routing, reminders and supported CRM updates are built around the way your business already sells.

03

Managed after launch

We monitor real replies, maintain the system and improve the follow-up logic as new patterns appear.

SEE IT IN ACTION

See a conversation update the CRM and drive the next action

Demonstration conversation
System follow-up

Hi Sarah, just checking whether you had a chance to review the quote we sent after your consultation. Let me know if you have any questions or if the timing has changed.

Prospect

I reviewed it. We’re interested, but we probably won’t be ready until the end of next month. Would the quote still apply then?

System

Thanks for letting me know. I can make a note to follow up near the end of next month. Before I do, I’ll have the team confirm how long the current quote remains valid.

Illustrative conversation and CRM workflow

The system understood the reply and chose the correct next action.

Instead of continuing a fixed sequence, it recognised the prospect’s timing, scheduled the appropriate follow-up, updated the pipeline and escalated the quote-validity question to the team.

  • Recognised the prospect was interested but not ready
  • Scheduled follow-up for the correct time
  • Paused the standard sequence
  • Escalated the question requiring human confirmation
CRM updated automatically Follow-up scheduled Sequence paused Team notified Status: Interested — later No unnecessary booking link sent
Workflow Demonstration

Enquiry → conversation → CRM update → next action → team notification

This demonstration shows the type of follow-up logic configured during setup. Your live workflow is mapped around your own process, approved answers and handoff rules.

Reply classifiedInterested, not ready yet
Next action chosenSchedule future follow-up
CRM updatedStatus, note and task added
Human handoffQuote-validity question sent to team
THE REVENUE GAP

Good opportunities are being lost between conversations and next steps.

New enquiries arrive without consistent follow-through
Quotes are sent and left unanswered
Conversations happen while CRM records remain outdated
Staff rely on memory to manage the next step
Owners chase updates to understand what is happening

The result is missed opportunities, avoidable chasing and CRM administration, and no clear view of where each prospect stands.

WHY TEMPLATES FALL SHORT

Follow-up and CRM execution work together.

A fixed sequence can send reminders. It cannot keep the conversation, opportunity stage and next action aligned when the prospect’s situation changes.

Templated Automation

  • ✗Sends the same sequence to every prospect
  • ✗Leaves staff to notice and handle replies manually
  • ✗Cannot properly interpret timing or objections
  • ✗Requires manual CRM updates
  • ✗Leaves stages and next actions disconnected

The Follow-Up Engine

  • ✓Responds using approved company information and sales guidance
  • ✓Interrupts pending generic messages when a prospect replies
  • ✓Updates CRM stages, conversation notes and next actions
  • ✓Adjusts or stops follow-up after booking, won/lost status or opt-out
  • ✓Notifies the team when attention or a handoff is needed

The conversation changes the CRM, and the CRM determines what should happen next.

How It Works

What happens from first enquiry to decision

01

An enquiry arrives or a quote needs follow-up

The prospect enters the defined workflow across the connected inbox, messaging setup and compatible CRM.

02

The conversation moves forward

Personalised replies use approved company information and sales guidance to answer, qualify, book or identify a handoff.

03

The CRM and next action update

The conversation record, opportunity stage and next action stay current. A reply interrupts pending generic messages so the conversation can continue appropriately.

04

Your team stays in control

The right person is notified when attention is needed. Staff can pause or intervene, and relevant follow-up stops after booking, confirmed won/lost status or opt-out.

Platform

Conversations and CRM actions stay connected.

Follow-Up Engine is installed around your existing inbox, plan-specific messaging setup and compatible CRM. It interprets replies, responds from approved company information, manages conversation records, updates opportunity stages and next actions, schedules suitable follow-up and supports qualification, booking or human handoff.

Follow-up cadence is configured around your sales process and, where available and supported, informed by historical sales data. It does not rely on an unchanging generic sequence or claim to learn autonomously.

Your team can pause or intervene whenever needed. Integration compatibility is confirmed during scoping, and your separate CRM subscription is not included.
Existing Staff And CRM

Designed to support your team, not replace it.

If your staff already handle enquiries well, Follow-Up Engine can support agreed follow-up, reminders, stage changes and next actions around their process. Initial automated responses and qualification are configured where they make sense, not forced onto every prospect.

Works with compatible systems

We confirm CRM, inbox and messaging compatibility during scoping before anything is promised.

Keeps staff in control

Qualified handoffs, questions and important events are routed to your team with context. Staff can pause or intervene when needed.

Reduces chasing and administration

The system handles agreed reminders, stage changes and next actions so staff can focus on useful sales conversations.

Reply Outcomes

Every reply requires a different next step.

Has a routine question

Answer using approved business information

Interested but not ready

Schedule follow-up around the prospect’s timing

Requests a booking

Collect the required details, update the opportunity and notify the appropriate person

Raises an objection

Record the objection and respond according to approved guidance

Ready to move forward

Update the opportunity and notify the sales team for a human handoff

Not interested or opted out

Stop communication and update the CRM correctly

Who This Is For

Built for businesses where valuable opportunities require more than one step to convert.

01

Consistent inbound enquiries

Best for businesses already generating enough demand that missed follow-up creates real opportunity cost.

02

Enquiries, quotes or consultations

Useful when prospects need an enquiry answered, a quote explained or a consultation followed up before they decide.

03

Multi-step sales process

Fits teams using email, CRM records or connected follow-up channels where prospects often need multiple touches before they are ready.

04

Not the right fit

This is not the right system for businesses without consistent inbound demand or where every transaction is completed in a single step.

You should also have someone available for qualified human handoffs when the conversation requires judgement, pricing confirmation or final closing.

Client Portal

Request automation improvements without learning automation software.

Clients get a portal for submitting follow-up changes, automation requests and workflow improvement ideas. Requests are reviewed and scoped before implementation so the work stays useful, technically sensible and aligned with the agreed system.

The portal is for managed improvement requests. Additional development outside the agreed monthly management scope is quoted separately for your approval before implementation.
Install Options

Choose the channel mix that fits your sales process

Choose email-only follow-up or add text message reply handling when response speed matters. Book a scoping call and we will map how The Follow-Up Engine would handle your enquiries, quotes, CRM stages, next actions and handoffs.

Start here
Email + CRM

Managed email follow-up + CRM

Founding client pricing — first 3 clients only.

£297/month GBP

One-time setup from £500 GBP

Starting setup covers one location, one supported CRM connection and agreed email follow-up workflows. Additional integrations or custom workflows cost extra. Your full setup price and scope are confirmed before you commit.

Month-to-month — cancel anytime.

Email and CRM only. No SMS on this tier.

For teams that want managed follow-up through the inbox and CRM they already use.

  • ✓Standard agreed setup, configuration and testing
  • ✓The Follow-Up Engine installed into your existing inbox and CRM
  • ✓Managed sending inbox and included email sending usage
  • ✓Follow-up logic and conversation guidance built around your sales process
  • ✓Intent classification, routing and handoff logic
  • ✓CRM integration with automatic pipeline updates
  • ✓Ongoing management, maintenance and sequence updates
  • ✓Client portal access for scoped automation requests

Includes up to 300 follow-up conversations per month. Additional conversations £0.50 each. A conversation is one prospect thread, however many messages it takes.

Your separate CRM subscription is not included.

Best when: Best when email is the main place your enquiries, quotes and consultation follow-ups already happen.

Book a Free Scoping Call
Most popular
Email + SMS + CRM

Managed email, SMS + CRM

Founding client pricing — first 3 clients only.

£497/month GBP

One-time setup from £750 GBP

Starting setup covers one location, one supported CRM connection and agreed email and SMS follow-up workflows, including standard SMS configuration. Additional integrations or custom workflows cost extra. Your full setup price and scope are confirmed before you commit.

Month-to-month — cancel anytime.

For teams that want managed email follow-up plus faster two-way SMS reply handling.

  • ✓Everything in Tier 1
  • ✓Managed sending inbox and included email sending usage
  • ✓Dedicated UK SMS follow-up configuration
  • ✓Priority conversation optimisation and reply handling
  • ✓Messaging costs included for normal follow-up use
  • ✓Client portal access for scoped automation requests

Includes up to 300 follow-up conversations per month. Additional conversations £0.50 each. A conversation is one prospect thread, however many messages it takes.

Your separate CRM subscription is not included.

Best when: Best when response speed and reply handling matter across both inbox and text conversations.

Book a Free Scoping Call
Launch Timeline

What launch actually looks like

01

Define the first workflow

We start with an agreed use case, such as new enquiries or outstanding quotes, then map its stages, next actions, approved answers and handoff rules.

02

The agreed workflow goes live

Conversation handling and CRM actions begin once the approved messaging, routing, stage changes and next steps are tested.

03

Ongoing management begins

We monitor real replies and maintain the agreed conversation guidance, CRM actions, handoff rules and follow-up timing.

Your monthly billing starts when the system goes live — not when you sign.

F.A.Q.

Frequently Asked Questions

Do I have to build or configure anything myself?
No. This is a done-for-you service. We map your process, prepare approved messaging, configure the agreed workflows, test the system and manage it after launch.
Why is the setup fee listed as ‘from’?
The starting price applies to a straightforward installation within the standard package scope. Your final setup fee depends on your existing systems, required integrations and workflow complexity. We review these requirements and provide a fixed setup quote with a written scope before you commit. Additional work outside that scope is quoted separately for your approval.
What does monthly management include?
Monthly management covers monitoring, maintenance and adjustments to your agreed follow-up workflows, plus the usage included in your plan. New integrations, additional locations and substantial new workflows are quoted separately.
We already have a CRM—why would we need this?
Follow-Up Engine does not replace a good CRM. It works around compatible systems to keep follow-up tasks, conversation notes, statuses and handoffs moving without your team manually maintaining every record. Compatibility is confirmed during scoping.
We already have someone answering enquiries—how does this help?
If your team already handles enquiries well, the system supports them with agreed follow-up, reminders, qualification where appropriate and CRM updates. It is there to reduce manual chasing and help staff focus on the conversations that need judgement.
Can I request additional automations?
Yes. Clients can submit automation requests and workflow improvement ideas through the client portal. Requests are reviewed and scoped before implementation. Additional development outside your agreed monthly management scope is quoted separately for your approval.
Are there messaging or usage limits?
Yes. Plans include up to 300 follow-up conversations per month. Additional conversations are £0.50 each. Email sending is included in both plans, and messaging usage is included according to the selected plan.
Is this a voice agent?
No. This is not a voice agent, AI receptionist, or outbound calling tool. It handles inbound text, email, form, and CRM-driven conversations inside the systems you already use.
What number does SMS use?
The system connects to the inbox, SMS setup and CRM flow tied to your business. For SMS installs, it responds through a dedicated UK SMS follow-up setup. This does not use or replace your current business number unless that is specifically agreed, and it is not a third-party chat widget sitting on top of your site.
How does it know when to hand off to a human?
The Follow-Up Engine classifies intent on every reply. When someone is ready to buy, needs a specific answer, or requests a human, your team is notified and the conversation is handed off with the available context.
Will the responses sound robotic?
No. The system is configured around your offer, tone, approved answers and sales process so replies feel consistent with your business.
What CRMs does this work with?
GoHighLevel, HubSpot, Airtable, Zoho, and many setups with API or webhook access. If you're unsure, we'll confirm compatibility on the scoping call.
Does this replace my CRM or marketing?
No. It installs on top of what you already have. Your marketing still drives inbound, your CRM still stores records, and this handles everything that happens in between.
What counts as a conversation?
One prospect thread, from first follow-up through to handoff, opt-out or close — however many messages that takes. A prospect who replies four times is still one conversation. Both plans include up to 300 per month, which is well above what most teams generate. Beyond that it's £0.50 per additional conversation, billed monthly.
Are there extra fees for messaging or carrier charges?
Included email or messaging usage is covered according to the plan and allowance. If your volume is unusually high, we will flag that during scoping instead of letting usage quietly create a surprise bill.
How long does SMS take to go live in the UK?
SMS timing mainly depends on confirming the follow-up number or sender setup, testing the CRM workflow and approving the message guidance.
What happens to the SMS number if I cancel?
The number is provisioned for your business and can be released or ported to you on request. Your conversation history and CRM records stay in your CRM — they're written there as the system runs, not held by us.
Final CTA

How many enquiries and quotes are sitting without a clear next step?

Book a free 20-minute scoping call. We’ll review how conversations, CRM stages and next actions are currently managed, identify where opportunities are being lost and show you how The Follow-Up Engine would fit into your existing stack.

Book a Free Scoping Call

Map your follow-up process

Choose a time that works for you and answer a few quick questions so we can understand your current enquiry, quote and CRM workflow.

Book a Free Scoping Call Watch the Follow-Up Engine in action