Sales Follow-up Dot
Your ChatGPT dot drafts the follow-up and CRM note after every sales meeting.
par GetKits
Voyez la différence
Call your dot from the car, the follow-up is drafted before you are back
Avant
You call your dot from the car at 11:40: "Lumen. Six clinics, two more in spring. New-patient no-shows are 18 percent, she wants under 10. Spreadsheet and phone tree. Needs a BAA. Next is a demo for her clinic managers. I said I'd send a case study."
Après
Subject: Lumen: cutting no-shows below 10% Hi Ava, Thanks for the detail on the six clinics, especially the 18% no-show rate on new-patient visits and your goal of getting it under 10% before the two spring openings. What I heard: - Any vendor has to sign a BAA [confirm we sign BAAs] The case study is attached. Would Tue Oct 13 at 10:00 AM CT or Wed Oct 14 at 2:00 PM CT work for a 30-minute demo with your clinic managers? Jordan
Notes by phone from the car, follow-up ready before you are back
Avant
Google Calendar: "Lumen Health intro", Tue Oct 6, 11:00 to 11:30 AM CT, with Ava Kim (Director of Patient Ops), lumenhealth.example. You, calling your dot from the car at 11:40: "Lumen. Six clinics, two more opening in spring. New-patient no-shows are 18 percent, she wants under 10. Reminders are a spreadsheet and a phone tree. She said 'my front desks spend every morning on the phone.' Any vendor has to sign a BAA. Next step is a demo for her clinic managers. I said I'd send a case study."
Après
EMAIL Subject: Lumen: cutting no-shows below 10% To: Ava Kim <[email protected]> Cc: none Attach: case study [confirm which one] Send: today, Tue Oct 6, by 5:00 PM CT Hi Ava, Thanks for the detail on the six clinics, especially the 18% no-show rate on new-patient visits and your goal of getting it under 10% before the two spring openings. What I heard: - Reminders run on a spreadsheet and a phone tree, and your front desks spend every morning on the phone - Any vendor has to sign a BAA [confirm we sign BAAs] - Your clinic managers should see it before you decide The case study is attached. Would Tue Oct 13 at 10:00 AM CT or Wed Oct 14 at 2:00 PM CT work for a 30-minute demo with your clinic managers? Jordan CRM NOTE Deal: Lumen Health, patient reminders for 6 clinics (8 by spring) Stage: Discovery (unchanged; moves to Demo when the managers' demo is booked) Amount: [confirm] Close date: [confirm] (inferred: before the spring openings) Contacts: Ava Kim, Director of Patient Ops, Champion Pain: 18% new-patient no-show rate; reminders run on a spreadsheet and a phone tree Their words: "My front desks spend every morning on the phone." (Ava) Decision: Ava and her clinic managers; who signs: Gap Objections: BAA required (confirm we sign) Competition: status quo (spreadsheet and phone tree) Next step: Tue Oct 13 or Wed Oct 14, 30-min demo for Ava and her clinic managers, owner Jordan Risk: the BAA is a hard requirement; if we cannot sign one, the deal stops Gaps: who signs; budget; opening dates for the two new clinics; how many clinic managers Summary: Intro call with Ava Kim (Director of Patient Ops). Six clinics, two more in spring; new-patient no-shows at 18%, goal under 10%. Reminders run on a spreadsheet and phone tree; BAA required. Case study sent; next step is a demo for her clinic managers. REMINDER Check: Fri Oct 9, 9:00 AM ET (3 business days, Discovery cadence) If no reply: Nudge 1, new value Answer: whether we sign a BAA, once you confirm If they reply: send the invite for the slot she picks once you approve, and ask her to add the clinic managers Hold: Tue Oct 13, 11:00 to 11:30 AM ET and Wed Oct 14, 3:00 to 3:30 PM ET (tentative; create only after you approve) CONFIRM 1. Do we sign BAAs? If not, Ava needs to know before the demo. 2. Which case study should go out?
A deal at risk comes to you as a decision, with the email ready
Avant
Morning deal check, Thu Oct 15, 8:00 AM ET. Fernway (Negotiation, $38,000/yr): you sent redlines to Elena Park (VP Finance) on Tue Sep 29; she forwarded them to their legal team the same day. Nothing since. Close date in the deal list: Wed Sep 30. Elena's Sep 22 email: "We need this live before our January audit prep." Their general counsel, Tom Reyes, was on the Sep 22 call.
Après
DECISION Deal: Fernway, Negotiation, $38,000/yr They asked: nothing. Their legal team has had the redlines since Tue Sep 29 (12 business days), and the Sep 30 close date has passed. Options: (a) Nudge Elena with her own deadline: live before January audit prep means legal must finish by [confirm date] (b) Same email, plus an offer to send Tom Reyes a one-page summary of the open redlines, if Elena wants that (c) Move the close date to Fri Nov 20 [confirm] and keep nudging every 3 business days Trade: none needed; no concession is on the table Recommendation: (a) with (b). Her January deadline is a real reason, and offering to help with Tom keeps her in charge instead of going around her. Needed by: today, so the email goes out before 10:00 AM ET EMAIL Subject: reply in thread (Fernway redlines) To: Elena Park <[email protected]> Cc: none Attach: none Send: today, Thu Oct 15, by 10:00 AM ET Hi Elena, You wanted this live before January audit prep. Working back from that, legal review needs to wrap up by [confirm date] to leave time for setup. Would it help if I sent Tom a one-page summary of the open redlines, or would you rather take it to him yourself? Jordan CRM NOTE Stage: Negotiation (unchanged) Close date: [confirm] (Sep 30 has passed; set a new date after Elena answers) Next step: Tue Oct 20, Elena's answer on the legal review date, owner Jordan Risk: legal quiet for 12 business days; close date passed Summary: Redlines with Fernway legal since Sep 29, no reply, and the close date has passed. Nudge to Elena uses her January deadline and offers a summary for general counsel Tom Reyes. REMINDER Check: Tue Oct 20, 9:00 AM ET (3 business days, Negotiation cadence) If no reply: a new DECISION: ask Elena for 15 minutes by phone, or write to Tom with Elena on Cc (needs your approval) If they reply: send Tom the summary if Elena agrees, and set the new close date Hold: none CONFIRM 1. How long does setup take after signature, so the legal deadline in the email is right?
Friday deal review with the week's numbers
Avant
Fri Oct 16, 2:00 PM ET, weekly deal review. From the deal list, Gmail and Google Calendar: - Acme: proposal Oct 6, Nudge 1 Mon Oct 12 (SOC 2 for Raj), no reply. Lena wanted handoffs out of Slack by the end of Q4. - Northwind: proposal sent Tue Oct 13 to Dana, Cc Mark. No reply. - Orbit: pilot walkthrough Tue Oct 13; recap went out Wed. Sam replied Thu: "Jo is out next week, let's pick it up after." - Lumen: call with Ava Wed Oct 14, recap sent the same day; she booked the clinic managers' demo for Tue Oct 20. - Fernway: Elena replied Fri: "Legal will finish by Oct 23." - This week: 2 prospect meetings (Orbit, Lumen), 4 nudges sent, 2 replies.
Après
PIPELINE, Fri Oct 16, 2026 (45-day lookback, 5 open deals) At risk 1. Fernway, Negotiation: the Sep 30 close date has passed; Elena says legal finishes by Oct 23. Decision for you: move the close date to Fri Oct 30? Nudge today 2. Acme, Proposal, Lena Ortiz: you sent last Mon Oct 12 (4 business days). Last: SOC 2 offer for Raj. Next: Nudge 2, new value: Deadline, worked back from her end-of-Q4 goal. Draft 1 below. 3. Northwind, Proposal, Dana Ruiz: you sent last Tue Oct 13 (3 business days). Last: the proposal. Next: Nudge 1, new value: Asset, the three-year comparison Mark asked for. Draft on request. No next step 4. Orbit, Demo, Sam Patel: Sam replied Thu that Jo is out next week. Next: reply Monday and ask for a pilot kickoff date the week of Oct 26. Draft on request. On track 5. Lumen, Demo: clinic managers' demo, Tue Oct 20. This week (Mon Oct 12 to Fri Oct 16) Prospect meetings: 2. Recap sent the same business day: 1 of 2 (Orbit, Tue Oct 13, went out Wed). Nudges sent: 4. Replies: 2 (50%). Deals at Demo or later with no dated next step: 1 (Orbit). Business days from meeting to next booked step: 4 (Lumen); Orbit has none booked. Break-ups sent: 0. Stage moves: Northwind, Demo to Proposal; Lumen, Discovery to Demo. EMAIL 1 (Acme) Subject: reply in thread (Acme proposal: 40 seats, annual) To: Lena Ortiz <[email protected]> Cc: none Attach: none Send: Mon Oct 19, by 10:00 AM PT Hi Lena, You wanted sales-to-onboarding handoffs out of Slack by the end of Q4. Working back from the holidays, the 10-day rollout would need to start by Mon Dec 7, which means signing by Fri Dec 4 [confirm rollout length]. Is the end of Q4 still the goal, or has it moved? Jordan CONFIRM 1. Is 10 business days the right rollout length for 40 seats?
Contenu du Kit
- sales-followup-dot-setup.md
À propos de ce Kit
Give your ChatGPT dot the job of keeping your deals moving. After each sales meeting on your calendar, the follow-up email, the CRM note and a dated next step are drafted and waiting. Your deal list stays current from Gmail, quiet deals get a nudge with something new, and pricing or at-risk calls come to you as a decision. Setup takes about 12 minutes, and nothing reaches a prospect until you say yes.
What you get
- A setup file your dot can follow in six steps, with every block ready to paste.
- The responsibility: sources (Gmail, Google Calendar, what you tell it after calls), what to keep current, what deserves your attention, and where updates go.
- Working instructions: stage cadence, the value ladder for nudges, word limits, banned phrases, and the exact output blocks (EMAIL, CRM NOTE, REMINDER, PIPELINE, PREP BRIEF, DECISION, CONFIRM), the same as the Sales Follow-up Skill and Bot.
- 12 custom rules with the right setting for each. Reading mail runs on its own. Sending email to prospects and changing calendar events are set to Ask before taking action. Discounts, terms and legal questions are set to Hand off to you.
- A check-in schedule in your time zone, with an end date:
- Weekdays at 8:00 AM: deal check, nudge drafts and prep briefs for today's meetings.
- Weekdays at 12:30 PM and 5:30 PM: post-meeting sweep, so no meeting goes without a follow-up.
- Fridays at 2:00 PM: deal review with the week's numbers (same-day recaps, reply rate, deals with no next step).
- A first-result review, 10 everyday prompts and a troubleshooting list.
Why a dot fits this job
Your dot is always on and reachable from your phone, Slack, Teams or a call. Walk out of a meeting, call your dot from the car, say what happened, and the follow-up is drafted before you are back at your desk. The scheduled sweeps catch the meetings you forget to mention.
Who it is for
- Account executives and founders who live in ChatGPT and sell from Gmail and Google Calendar.
- Sellers who spend the day in meetings and do follow-up at night, or not at all.
- Anyone who already has a dot and wants it to own one more job, with clear limits.
What it will not do
- Send email or change your calendar on its own. Every send and every event change waits for your yes to that exact item.
- Promise prices, discounts or terms, or answer legal and security questions. It prepares a DECISION and stops.
- Update your CRM. It writes the CRM NOTE in your CRM's field names for you to paste.
- Work without an eligible plan. Dots need ChatGPT Pro or Business Premium (or Enterprise, if your admin turned dots on).
- Write cold outreach. It works on deals where a real conversation has happened.
Avis
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