Sales Follow-Up Workflow
Never Lose a Lead Again
Following up manually drains time and focus — and most businesses lose potential clients simply because no one had time to reach back out. The Convex Sales Follow-Up Workflow solves that.
Using n8n, OpenAI, and AgentKit, it automates every stage of the follow-up process: detecting new leads, crafting personalized replies, and sending them at the right time — all while logging progress automatically.
How the Sales Follow-Up Workflow Works
This workflow acts like a virtual assistant that monitors your CRM or inbox, identifies follow-up opportunities, and handles responses based on context.
Step-by-Step Workflow
01
Detect New or Dormant Leads
n8n monitors your CRM, forms, or spreadsheets for new entries or leads that haven’t been contacted in a set number of days.
02
Craft Personalized Messages
OpenAI writes follow-ups based on client type, previous conversation, and tone of communication.
“Hi James, just checking in to see if you had time to review the proposal. I’d be happy to walk you through the next steps.”
03
Schedule and Send Automatically
AgentKit handles delivery — sending through Gmail, HubSpot, or your preferred email platform at the ideal time for engagement.
04
Log Results and Reactions
Replies are detected, tagged, and logged in your CRM automatically.
If a prospect responds, the automation pauses and notifies your team to take over.
Tools Behind the Workflow
n8n
HubSpot, Notion, Pipedrive, Gmail, Outlook, and over 300+ other connected services via n8n.
OpenAI API
Generates personalized, context-aware messages.
AgentKit
Handles delivery, tracking, and notification logic.
Integrations include:
Google Analytics, HubSpot, Stripe, Facebook Ads, Notion, Google Sheets, Slack, and 300+ more via n8n.
Why Automate Sales Follow-Ups?
The longer a lead waits for a reply, the less likely they’ll convert.
Automation ensures every contact receives a timely, relevant response while your sales team focuses on qualified opportunities.
Core benefits:
No forgotten leads or delayed responses
Personalized follow-ups written automatically
Smart scheduling and reminders
Integrated tracking and reporting
Consistent tone across every communication
Real-World Example
Use Case:
A local home improvement company struggled to keep up with customer quotes and follow-ups.
After installing the Sales Follow-Up Workflow:
n8n tracks every submitted quote in their CRM.
OpenAI drafts friendly, contextual messages three days after each quote.
AgentKit sends the messages and logs every interaction automatically.
Result:
40% more responses from pending leads
Consistent follow-up timing (no manual chasing)
Sales team free to focus on calls instead of emails
Why Choose Convex Systems
Follow-ups shouldn’t feel forced or robotic.
We help small and mid-sized businesses build automation that feels human — using AI as an assistant, not a replacement.
Our difference:
- Local setup and workflow customization
- Brand-aligned message templates
- Smart triggers tailored to your CRM or inbox
- Simple monitoring and adjustment tools
Measurable Outcomes
| Metric | Typical Improvement |
|---|---|
| Lead Response Rate | ↑ 40–60% improvement |
| Follow-Up Speed | ↓ 80% faster response times |
| Lost Leads | ↓ 100% elimination |
| Staff Time Saved | ↑ 10–15 hours per week |
Let automation do the follow-up — so you can focus on closing.
Ready to automate your follow-ups?
Start Automating Your Follow-Ups
Your next sale might just be waiting for a message you haven’t sent yet.
Fill out the form below and we’ll review your current setup. You’ll receive a detailed proposal within 1–2 business days.
We respond within 24 hours. No automated replies — a real person reviews your request.