Sales Follow-up Bot
A Grok Bot that checks your pipeline at 8 AM and drafts every follow-up and nudge.
par GetKits
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8:00 AM: the Bot finds the deals that went quiet
Avant
Thu Oct 15, 8:00 AM ET. Gmail: Acme proposal sent Tue Oct 6, no reply. Orbit pilot plan sent Fri Oct 9, no reply. Fernway redlines with their legal team since Sep 29, close date was Sep 30. Plus 26 vendor, newsletter and internal threads.
Après
1. Fernway, Negotiation: legal has had the redlines 12 business days and the Sep 30 close date has passed. Decision for you: ask Elena to set a date with legal, or move the close date? 2. Acme, Proposal, Lena Ortiz: you sent last Tue Oct 6 (7 business days). Next: Nudge 1, new value: Answer, the SOC 2 report for Raj. 3. Orbit, Demo, Sam Patel: you sent last Fri Oct 9 (4 business days). Next: Nudge 1, new value: Asset, a sheet with his 9-day, 4-person close.
Weekday 8:00 AM pipeline check: three drafts and one decision
Avant
Thu Oct 15, 8:00 AM ET. What the Bot finds in Gmail and Google Calendar: - Acme: you sent the proposal Tue Oct 6 to Lena Ortiz. On the demo, Raj (security) said nothing goes live without SOC 2. Your SOC 2 report can be shared under NDA. No reply. - Orbit: you sent the pilot plan Fri Oct 9 to Sam Patel, Cc Jo Rivera. Sam's Oct 5 email: "we close the books in 9 days with 4 people. I want 6." No reply. - Lumen: Ava Kim replied Wed Oct 14: "Send something I can share with my clinic managers." Nothing booked. - Fernway: redlines with their legal team since Tue Sep 29. Nothing back. Close date was Sep 30. - Northwind: review with Dana and Mark booked for Thu Oct 22. - 26 other threads: vendors, newsletters, internal.
Après
PIPELINE, Thu Oct 15, 2026 (21 days, 45 for Proposal and later; 5 open deals) At risk 1. Fernway, Negotiation: their legal team has had the redlines since Tue Sep 29 (12 business days), and the Sep 30 close date has passed. Decision for you: ask Elena to set a date with legal, or move the close date? Nudge today 2. Acme, Proposal, Lena Ortiz: you sent last Tue Oct 6 (7 business days). Last: the proposal. Next: Nudge 1, new value: Answer, the SOC 2 report for Raj. 3. Orbit, Demo, Sam Patel: you sent last Fri Oct 9 (4 business days). Last: the pilot plan with review times that have now passed. Next: Nudge 1, new value: Asset, a sheet with his 9-day, 4-person close. No next step 4. Lumen, Discovery, Ava Kim: she asked Wed Oct 14 for something to share with her clinic managers; nothing booked. Next: a one-page summary and a 30-minute demo for the managers. On track 5. Northwind, Demo: plan and pricing review with Dana and Mark, Thu Oct 22. EMAIL 1 (Acme) Subject: reply in thread (Acme proposal: 40 seats, annual) To: Lena Ortiz <[email protected]> Cc: none Attach: none (the report goes out under NDA) Send: today, Thu Oct 15, by 10:00 AM PT Hi Lena, Raj said on the demo that nothing goes live without a SOC 2 report. Ours can go to him under NDA today, so his review runs while you look at the proposal. Should I send the NDA to Raj directly, or would you rather loop him in? Jordan EMAIL 2 (Orbit) Subject: reply in thread (Orbit pilot plan: 2 entities) To: Sam Patel <[email protected]> Cc: Jo Rivera Attach: close-time sheet [confirm attachment] Send: today, Thu Oct 15, by 10:00 AM ET Hi Sam, You close the books in 9 days with 4 people and want 6. The attached sheet uses your numbers: 3 days saved for 4 people is about 96 hours a month. Would Tue Oct 20 at 10:00 AM ET or Wed Oct 21 at 2:00 PM ET work to set the pilot start with you and Jo? Jordan EMAIL 3 (Lumen) Subject: reply in thread (Lumen: cutting no-shows below 10%) To: Ava Kim <[email protected]> Cc: none Attach: one-page summary for clinic managers [confirm attachment] Send: today, Thu Oct 15, by 10:00 AM CT Hi Ava, Here is the page for your clinic managers: the 18% new-patient no-show rate, your goal of under 10% before the spring openings, and what changes for the front desks. Would Tue Oct 20 at 11:00 AM CT or Wed Oct 21 at 2:00 PM CT work for a 30-minute demo with them? Jordan CONFIRM 1. Is the Orbit close-time sheet ready to attach? 2. Is there a one-page summary for Lumen, or should I draft one?
5:30 PM sweep: a demo you forgot to follow up on
Avant
Tue Oct 6, 5:30 PM ET, End-of-day post-call sweep. Google Calendar: "Orbit demo", 2:00 to 2:45 PM ET, with Sam Patel (Head of Finance Ops) and Jo Rivera (Controller), orbit.example. Gmail: no email to orbit.example since the demo. Sam's Oct 5 email: "we close the books in 9 days with 4 people. I want 6." Your message to the Bot at 2:50 PM: "orbit: loved approvals from email. jo worried about netsuite sync. want pilot w/ 2 entities. I owe pilot plan by fri"
Après
EMAIL Subject: Orbit demo: approvals, NetSuite and a 2-entity pilot To: Sam Patel <[email protected]> Cc: Jo Rivera <[email protected]> Attach: none Send: today, Tue Oct 6, by 6:00 PM ET Hi Sam, Your goal of closing the books in 6 days instead of 9 framed today's demo, so here is where we landed: - Approvals from email: the part you liked most - NetSuite sync: Jo's open question [confirm answer before sending] - Pilot: 2 entities, as you suggested Open items: - Me: the pilot plan with dates, by Fri Oct 9 Would Tue Oct 13 at 10:00 AM ET or Wed Oct 14 at 2:00 PM ET work to walk you and Jo through the plan? Jordan CRM NOTE Deal: Orbit, 2-entity pilot Stage: Demo (unchanged; moves to Proposal when they ask for pilot pricing) Amount: [confirm] Close date: [confirm] (no date discussed) Contacts: Sam Patel, Head of Finance Ops, Champion; Jo Rivera, Controller, Technical buyer (new today) Pain: Close takes 9 days with 4 people; Sam wants 6 Their words: "We close the books in 9 days with 4 people. I want 6." (Sam, Oct 5) Decision: Gap Objections: NetSuite sync (Jo; answer before the pilot plan) Competition: none mentioned Next step: Tue Oct 13 or Wed Oct 14, pilot plan review with Sam and Jo, owner Jordan Risk: Jo's NetSuite concern could block the pilot Gaps: who signs; budget; pilot success criteria; which 2 entities Summary: Demo with Sam Patel and Jo Rivera. Approvals from email landed; Jo raised NetSuite sync. They want a 2-entity pilot; pilot plan due Fri Oct 9. REMINDER Check: Fri Oct 9, 9:00 AM ET (the pilot plan you promised is due) If no reply: send the pilot plan as promised, with the NetSuite answer for Jo, and repeat the two times If they reply: book the time they pick once you approve; the plan still goes out by Fri Oct 9 Hold: Tue Oct 13, 10:00 to 10:30 AM ET and Wed Oct 14, 2:00 to 2:30 PM ET (tentative; create only after you approve) CONFIRM 1. Do NetSuite journal entries sync both ways? Jo will ask again. 2. Did pricing or timing come up? Amount and Close date are empty.
Prep brief for a call with two new attendees
Avant
You: /Meeting prep brief my 11:00 with Lumen tomorrow. Google Calendar: "Lumen demo", Tue Oct 20, 11:00 to 11:30 AM CT, with Ava Kim plus two new attendees, Marco Diaz and Grace Liu (lumenhealth.example). Gmail: Oct 6 recap to Ava (6 clinics, 18% new-patient no-shows, goal under 10% before 2 spring openings, BAA required). Ava on the call: "My front desks spend every morning on the phone." Case study sent Oct 6. Ava, Oct 14: "Send something I can share with my clinic managers." One-pager sent Oct 15. No pricing discussed.
Après
PREP BRIEF Meeting: Lumen Health, demo for clinic managers, Tue Oct 20, 11:00 to 11:30 AM CT (12:00 PM ET) Attendees: Ava Kim, Director of Patient Ops, Champion, met Oct 6; Marco Diaz, role unknown [confirm], new; Grace Liu, role unknown [confirm], new Where it stands: Discovery. Last two touches: case study (Oct 6), one-page summary for clinic managers (Oct 15). You owe: an answer on the BAA. They owe: nothing yet. Their words: "My front desks spend every morning on the phone." (Ava, Oct 6) Goal: a pilot at 1 or 2 clinics with a start date, agreed before you hang up Ask: 1. Marco and Grace: how do reminders work at your clinics today, and who makes the calls? 2. Besides Ava, who decides, and is there budget this year or next? 3. What would make a pilot a success: the no-show rate, front-desk hours, or something else? Expect: the BAA question. Answer: confirm before the call whether you sign BAAs; if yes, say so and offer the document; if not, give the date you will know by Bring: the 18% rate and the under-10% goal; page 2 of the case study (reminder timing); a 1 or 2 clinic pilot outline [confirm] Risk: two new attendees with unknown roles; no budget or decision process known yet
Contenu du Kit
- sales-followup-bot-setup.md
À propos de ce Kit
A Grok Bot teammate that owns your sales follow-up. Every sales meeting gets a drafted recap, CRM note and dated next step by 5:30 PM. Every quiet deal gets a nudge with something new at 8:00 AM. Nothing is sent until you send it. Setup takes about 12 minutes, from a template link or by hand.
What you get
- A setup file that builds the Bot step by step, or shows exactly what the template link installs.
- A profile with the durable rules: what the Bot owns, what needs your approval, and the tone it writes in.
- Four skills, each with when to use it, inputs, steps, validation, output and approvals:
- Post-call follow-up: notes, transcript or a two-line message in, then EMAIL, CRM NOTE and REMINDER out. With no notes, it asks four questions instead of guessing.
- Pipeline check: deals where you sent last and got no reply for 3+ business days, deals with no next step, and deals at risk, with up to 5 nudge drafts.
- Stalled-deal nudge: reads the whole thread, picks a new value you have not used yet, and knows when to write to a second contact or send the break-up.
- Meeting prep brief: attendees, where the deal stands, their words, one goal, three questions, the likely objection.
- Three routines, all in your time zone, and all report a failure instead of reusing old data:
- Weekday morning pipeline check, 8:00 AM, with prep briefs for today's meetings.
- End-of-day post-call sweep, 5:30 PM, which catches every meeting without a follow-up.
- Friday pipeline review, 2:00 PM, with the week's numbers: recap speed, reply rate, deals with no next step.
- The playbook inside the skills: stage cadence, the value ladder, word limits, banned phrases and the same output blocks as the Sales Follow-up Skill and Dot.
- A test run with expected results, 10 everyday prompts and a troubleshooting list.
What a morning looks like
You open Grok Bot at 8:05. One message is waiting: Fernway is at risk and needs your decision, Acme and Orbit each have a nudge drafted with a different new value, Lumen has no next step and a draft that proposes one, and your 11:00 has a prep brief. You read, edit, and send three emails from Gmail. That is the follow-up done for the day.
Who it is for
- Account executives and founders who work from Gmail and Google Calendar and run more deals than they can track in their head.
- Sellers with no sales ops support, who need the pipeline check to happen without remembering to do it.
- Teams: share it as a Team-only template so every rep runs the same follow-up rules.
What it will not do
- Send, reply, forward, archive or delete email, or book, move or decline meetings without your approval in the chat.
- Update your CRM. It writes the CRM NOTE with your CRM's field names; you paste it.
- Offer discounts, change terms, or answer legal and security questions. Those come to you as a DECISION.
- React the second a meeting ends. The 5:30 PM sweep catches the day's meetings; for an instant draft, message the Bot right after the call.
- Work without the Grok Bot desktop app. If you live in ChatGPT, the Sales Follow-up Dot does the same job there.
Avis
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