client-follow-up

# Automated Client Follow-Up Stop losing deals to silence. This skill reads your client or lead list, identifies contacts you haven't reached out to recently, and drafts personalized follow-up messages — so no opportunity slips through the cracks. Run it weekly on a cron, or trigger it whenever you want to check who needs attention. ## What You Get - Stale lead detection — contacts you haven't messaged in X days - Personalized follow-up drafts for each stale contact - Priority ranking based on deal value, last interaction, and lead stage - Follow-up stats (total contacts, stale count, overdue count) - Outreach log tracking — what you sent, when, and to whom ## Setup ### Required - **Client list** — A CSV file, Google Sheet, or any structured list your agent can read. Minimum columns: name, email (or phone), last-contacted date. More columns = better personalization. ### Optional (but recommended) - **Send access** — If you want the agent to send follow-ups after your approval (Gmail, Outlook, or SMS via Twilio) - **CRM integration** — If you use a CRM (HubSpot, Notion database, Airtable), point the agent at it instead of a CSV - **Calendar access** — So the agent can suggest meeting times in follow-ups - **Delivery channel** — Telegram/Discord for follow-up digest notifications ### Configuration Tell your agent: 1. **Client list location** — file path, Google Sheet URL, or CRM connection 2. **Stale threshold** — how many days without contact before a lead is "stale" (default: 14 days) 3. **Critical threshold** — how many days before a lead is "at risk" (default: 30 days) 4. **Follow-up style** — your tone (professional, casual, friendly, direct) so drafts match your voice 5. **Follow-up schedule** — when to run (default: every Monday at 9:00 AM local) 6. **Max follow-ups per run** — limit drafts per cycle (default: 10) 7. **Delivery** — where to send the follow-up digest (Telegram, Discord, file) 8. **Industry/context** — what your business does, so follow-ups are relevant (e.g., "web design agency", "real estate investor", "SaaS founder") ## How It Works ### Step 1: Load Client List - Read your client list from the configured source (CSV, Google Sheet, CRM, Notion) - For each contact, extract: name, email/phone, company (if available), last-contacted date, deal stage, deal value, notes - If last-contacted date is missing, flag the contact for manual review ### Step 2: Identify Stale Contacts Sort contacts into 3 categories based on days since last contact: **🔴 AT RISK — Over critical threshold (30+ days)** - These leads are going cold. Follow-up is urgent. - Prioritize by deal value (highest value first) **🟡 STALE — Over stale threshold (14-30 days)** - Due for a check-in. Not urgent, but shouldn't wait another week. - Prioritize by deal stage (closest to closing first) **🟢 ACTIVE — Within threshold (< 14 days)** - Recently contacted. No action needed this cycle. - Skip these — don't over-contact ### Step 3: Rank & Select - Rank all stale + at-risk contacts by priority score: - Deal value weight: higher value = higher priority - Days overdue weight: more overdue = higher priority - Deal stage weight: closer to closing = higher priority - Select top N contacts (up to configured max per run) ### Step 4: Draft Follow-Ups For each selected contact, draft a personalized follow-up message: - **Use context:** reference their company, deal stage, last conversation topic (from notes) - **Match tone:** use the configured follow-up style - **Keep it short:** 3-5 sentences max - **Include a clear CTA:** ask a question, propose a meeting, share something useful - **Vary the approach:** don't send the same template to everyone - Re-engagement: "Haven't heard from you in a while — still interested in X?" - Value-add: "Saw this article about [their industry] and thought of you" - Check-in: "How's [project/initiative they mentioned] going?" - Nudge: "We had discussed [service/product] — any questions I can answer?" - Meeting request: "Would love to catch up — free for a quick call this week?" - Mark as DRAFT — never send without user approval ### Step 5: Compile Follow-Up Digest Format the digest: ``` 🤝 Follow-Up Digest — [Date] 📊 PIPELINE STATUS Total contacts: [X] | At risk: [X] | Stale: [X] | Active: [X] Oldest untouched: [X days] — [Contact Name] 🔴 AT RISK ([X] contacts) 1. [Name] — [Company] | Last contact: [X days ago] Stage: [deal stage] | Value: [deal value] 📝 Draft: "[First line of follow-up...]" 2. [Name] — [Company] | Last contact: [X days ago] Stage: [deal stage] | Value: [deal value] 📝 Draft: "[First line of follow-up...]" 🟡 STALE ([X] contacts) 3. [Name] — [Company] | Last contact: [X days ago] Stage: [deal stage] 📝 Draft: "[First line of follow-up...]" 4. [Name] — [Company] | Last contact: [X days ago] Stage: [deal stage] 📝 Draft: "[First line of follow-up...]" 🟢 ACTIVE ([X] contacts) — no action needed 💡 INSIGHTS • [X] contacts haven't been reached in 30+ days • Top deal at risk: [Name] — $[value] • Suggested: Block 30 min this week for follow-up calls ``` ### Step 6: Deliver & Track - Send digest via configured channel (Telegram, Discord, or save to file) - Show full draft messages below the digest for review - When user approves a follow-up ("send 1" or "approve all"), send the messages - After sending, update the client list with the new last-contacted date - Log the outreach in `memory/follow-up-log/YYYY-MM-DD.md` ## Examples **User:** "Check my follow-ups" **Agent runs the workflow and responds:** > 🤝 Follow-Up Digest — Monday, March 10 > > 📊 PIPELINE STATUS > Total contacts: 34 | At risk: 3 | Stale: 7 | Active: 24 > Oldest untouched: 45 days — Lisa Park > > 🔴 AT RISK (3 contacts) > 1. **Lisa Park** — Greenfield Properties | Last contact: 45 days ago > Stage: Proposal sent | Value: $4,800 > 📝 Draft: "Hi Lisa, I wanted to circle back on the proposal I sent over last month. Happy to walk through any questions or adjust the scope if needed. Would Thursday or Friday work for a quick call?" > > 2. **James Wu** — TechStart Inc | Last contact: 38 days ago > Stage: Discovery | Value: $2,400 > 📝 Draft: "Hey James, we had a great conversation about streamlining your onboarding process. I put together a few ideas since we last spoke — mind if I send them over?" > > 3. **Maria Santos** — Bloom Studio | Last contact: 31 days ago > Stage: Interested | Value: $1,200 > 📝 Draft: "Hi Maria, just checking in — are you still looking to revamp your client intake process? I'd love to help whenever the timing is right." > > 🟡 STALE (7 contacts) > 4. Dave Chen — Redline Motors | 22 days ago > 5. Priya Patel — Sapphire Consulting | 19 days ago > 6. Tom Bradley — Bradley & Sons | 18 days ago > 7. (+ 4 more) > > 🟢 ACTIVE (24 contacts) — no action needed > > 💡 INSIGHTS > • 3 contacts at risk of going cold — $8,400 in pipeline value > • Lisa Park is your highest-value stale lead > • Suggested: Prioritize Lisa and James this week **User:** "Send 1 and 2. Edit 3 to mention we have a spring discount." **Agent:** Sends follow-ups 1 and 2 as drafted. Updates draft 3 with spring discount mention, shows updated version for approval. --- **User:** "Set up weekly follow-ups every Monday" **Agent:** Configures cron for Monday 9:00 AM, confirms: > "Client follow-up scheduled for every Monday at 9:00 AM. I'll scan your contact list, flag anyone going cold, and draft personalized messages for your review." --- **User:** "Add a new contact: Sarah Kim, sarah@buildright.co, met at conference, interested in the $495 setup" **Agent:** Adds to client list with today as first-contact date, stage: "Interested", notes: "Met at conference, interested in Guided Setup ($495)." Confirms the addition. ## Customization Ideas - **Multi-channel follow-up** — draft emails AND LinkedIn messages for the same contact - **Auto-categorize new leads** — when a new contact is added, auto-assign a deal stage and priority - **Follow-up sequences** — instead of one-off messages, create multi-touch sequences (Day 1: email, Day 3: LinkedIn, Day 7: call reminder) - **Win/loss tracking** — mark deals as won or lost, track conversion rate over time - **Referral prompts** — for active clients, suggest asking for referrals after successful projects - **Meeting prep** — before scheduled calls, pull up the contact's history and draft talking points ## Want More? This skill handles follow-up tracking and outreach drafting. But if you want: - **Custom integrations** — connect to your CRM, project management tool, invoicing system, or any API your business uses - **Advanced automations** — multi-step workflows tailored to your business (lead scoring, auto-replies, invoice follow-ups, proposal generation) - **Full system setup** — identity, memory, security, and 5 custom automations built specifically for your workflow **DoctorClaw** sets up complete OpenClaw systems for businesses: - **Guided Setup ($495)** — 2-hour live walkthrough. Everything configured, integrated, and running by the end of the call. - **Done-For-You ($1,995)** — 7-day custom build. 5 automations, 3 integrations, full security, 30-day support. You do nothing except answer a short intake form. → [doctorclaw.ceo](https://www.doctorclaw.ceo)