Sales Follow-up Dot
Your ChatGPT dot drafts the follow-up and CRM note after every sales meeting.
by GetKits
See the difference
Call your dot from the car, the follow-up is drafted before you are back
Before
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."
After
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
The 5:30 PM sweep catches a meeting you never mentioned
Before
Thu Oct 8, 5:30 PM ET, post-meeting sweep. Google Calendar: "Northwind: plan and pricing review", 1:00 to 1:30 PM CT, with Dana Ruiz (VP Operations) and Mark Chen (CFO), northwind.example. Gmail: your Oct 5 recap to Dana (20 seats, live before Jan 4, no repeat of a six-week onboarding). Nothing from you to northwind.example since today's call, and you gave your dot no notes. Your answers to its four questions, from your phone at 5:48 PM: 1. mark: "I need to see what three years costs before I sign anything." dana happy with the 5-day plan 2. mark says IT freezes all changes from dec 21 3. proposal for 20 seats, annual + 3-yr option, by tue 4. walk them both through it once it lands
After
Your dot, 5:31 PM ET Northwind review (ended 1:30 PM CT): no follow-up and no notes yet. Before I draft: 1. What did they say matters most, in their words or a number? 2. Any concern or objection? 3. What did you promise to send? 4. What next step did you agree, if any? Your dot, 5:54 PM ET EMAIL Subject: Plan and pricing recap for Northwind To: Dana Ruiz <[email protected]> Cc: Mark Chen <[email protected]> Attach: none Send: today, Thu Oct 8, by 5:30 PM CT Hi Dana, Getting 20 seats live before Jan 4 framed today's review, so here is where we landed: - Rollout: you were comfortable with the 5-day plan as shown - Cost: Mark wants to see three years before he signs, so the proposal shows annual and 3-year pricing side by side - Timing: IT freezes changes from Mon Dec 21, so the 5-day rollout has to start by Mon Dec 14 Open items: - Me: the proposal for 20 seats, by Tue Oct 13 Would Wed Oct 14 at 10:00 AM CT or Thu Oct 15 at 1:00 PM CT work for a 20-minute walkthrough with you and Mark? Jordan CRM NOTE Deal: Northwind, 20 seats Stage: Demo (unchanged; moves to Proposal when the proposal is sent) Amount: [confirm] Close date: Wed Dec 9, 2026 [confirm] (inferred: a Mon Dec 14 start, before the Dec 21 freeze) Contacts: Dana Ruiz, VP Operations, Champion; Mark Chen, CFO, Economic buyer (met today) Pain: last tool took 6 weeks to onboard; must be live before Jan 4 Their words: "I need to see what three years costs before I sign anything." (Mark) Decision: Mark signs after seeing the 3-year cost; anyone else: Gap Objections: IT change freeze from Dec 21 (start by Mon Dec 14) Competition: none mentioned today Next step: Wed Oct 14 or Thu Oct 15, 20-min proposal walkthrough with Dana and Mark, owner Jordan Risk: a signature after early December runs into the freeze Gaps: budget; procurement or security review Summary: Review with Dana and CFO Mark Chen. Dana is fine with the 5-day plan; Mark wants 3-year pricing before he signs; IT freeze from Dec 21. Proposal due Tue Oct 13. REMINDER Check: Tue Oct 13, 9:00 AM ET (the proposal you promised is due) If no reply: send the proposal as promised and repeat the two times If they reply: send the invite once you approve; the proposal still goes out Tue Oct 13 Hold: Wed Oct 14, 11:00 to 11:20 AM ET and Thu Oct 15, 2:00 to 2:20 PM ET (tentative; create only after you approve) CONFIRM 1. List prices for 20 seats, annual and 3-year? 2. Is signing by Wed Dec 9 right for a Mon Dec 14 start?
A deal at risk comes to you as a decision, with the email ready
Before
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.
After
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
Before
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.
After
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?
What's inside
- sales-followup-dot-setup.md
About this 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.
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