The Follow-Up Problem
Here's the stats: 80% of sales require 5+ follow-ups, but 60% of salespeople give up after 1.
You're busy running your business. You can't spend 2 hours a day chasing leads. But if you don't follow up, you lose deals to competitors who do.
365clients solves this with AI.
How It Works (In 3 Steps)
Step 1: Set Your Follow-Up Rules
When you add a contact, 365clients automatically creates follow-up tasks:
- New lead: Follow up in 24 hours
- After call/meeting: Send summary in 2 hours
- After estimate sent: Check in after 48 hours
- After closing: Request review/referral in 1 week
You can customize these rules in Settings → Follow-Up Automation.
Step 2: Teach the AI Your Voice
The AI writes follow-up messages in your tone. Here's how:
1. Go to AI Settings → Voice Training
2. Write 3-5 example messages (how you'd naturally communicate)
3. The AI analyzes your style: casual vs. formal, short vs. detailed, emoji usage
Example inputs:
"Hey John, great chatting today! Here's the estimate we discussed — let me know if you have any questions."
"Hi Sarah, just checking in on the proposal I sent. Happy to jump on a call if you'd like to go over the details."
The AI learns from these and generates similar messages for other contacts.
Step 3: Review & Send
Every morning, your Action Plans dashboard shows:
- ✅ Follow-ups due today
- ✅ Messages AI has drafted for you
- ✅ Contacts you haven't reached out to in 7+ days
Review the drafts, tweak if needed, and hit Send.
Real Examples: AI-Written Follow-Ups
HVAC — After Estimate Sent
"Hi Tom, I wanted to follow up on the HVAC estimate I sent yesterday for the new system in your kitchen. The quote includes the 20-year warranty we discussed. Happy to answer any questions — just call or text me. - Manny"
Real Estate — After Showing
"Hi Lisa, thanks for taking the time to see the property on Oak Street today! I know it was a lot to take in — I've attached the disclosure documents and neighborhood school ratings. Let me know your thoughts and I can schedule another showing if you'd like. - Manny"
Cleaning Service — After First Clean
"Hi Mike, I hope you're happy with the clean we did on Saturday! We'd love to keep your home looking great — our recurring clients save 15% per visit. Would you be interested in setting up a weekly or bi-weekly schedule? - Manny"
Advanced Features
Smart Timing
The AI learns when your contacts are most responsive:
- If most of your clients reply to morning emails → schedule follow-ups at 9am
- If your best contacts respond to texts → prioritize SMS
- If weekends get more engagement → add Saturday follow-ups
Escalation Rules
Set rules for high-value leads:
- "If a deal is worth >$10K and hasn't been followed up in 3 days → escalate to me immediately"
- "If a contact opens 2+ emails but doesn't reply → flag for personal call"
Multi-Channel Follow-Ups
The AI can draft messages for:
- Email: Detailed proposals, formal communication
- SMS: Quick check-ins, reminders
- Task notes: Internal reminders for your team
Setup Checklist
- [ ] Add 3-5 example messages to Voice Training
- [ ] Set your follow-up cadence in Automation Rules
- [ ] Enable Smart Timing (learns over 1-2 weeks)
- [ ] Set up Escalation Rules for high-value deals
- [ ] Review your Action Plans dashboard daily
Tips for Best Results
Tip 1: Review AI Drafts for the First Week
The AI learns fastest when you give feedback. If a draft isn't quite right, edit it — the AI learns from your edits.
Tip 2: Use Tags to Segment Follow-Ups
Tag your contacts:
vip→ More frequent follow-upscold→ Weekly check-inspast-client→ Monthly re-engagement
Tip 3: Combine with Lead Scoring
The AI prioritizes follow-ups based on lead score:
- Hot leads (>80) → Daily follow-ups
- Warm leads (40-80) → Every 3 days
- Cold leads (<40) → Weekly
Tip 4: Don't Set and Forget
Check your Action Plans daily. The AI gives you the work list — you still need to execute.
FAQ
Q: Does the AI sound robotic?
A: Not if you train it with your actual messages. The more examples you provide, the better it sounds.
Q: What if a contact doesn't respond?
A: The AI will automatically schedule the next follow-up at a longer interval (7 days → 14 days → 30 days).
Q: Can my team use the AI?
A: Yes — each team member can train their own AI voice.
Q: What happens if I don't send a follow-up on time?
A: The AI will flag it as overdue and bump it to the top of your Action Plans the next day.
Bottom Line
The AI Follow-Up Engine isn't a replacement for personal communication — it's a force multiplier. You focus on high-value conversations, the AI handles the routine follow-ups.
Result: More deals closed, more time for your family, less stress.
Ready to automate your follow-ups? Set up your AI voice in under 5 minutes → Get Started