Service · CRM & follow-up workflows

No lead is left behind.

Leads and customer contacts are followed up systematically through lead statuses, automated reminders, follow-up actions and clear responsibilities.

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Mini CRM

This is what your lead pipeline can look like.

Example Kanban board with fictional leads and a follow-up timeline so no lead is forgotten.

New lead
Anna KollerBathroom · HOT
Follow-up required
Markus SteinerHome improvement · COLD
Site visit scheduled
Anna KollerWed 14:00 · prepared
Proposal open
Berger GmbHOffice conversion · WARM
Follow up
Familie HuberDay 6 · Draft ready
Won / lost
Café SonnbergWON
Mietbüro WestLOST

Automated follow-up timeline

Day 0Enquiry received — lead created automatically
Day 1Follow-up question sent (draft reviewed and approved)
Day 3Internal reminder: no reply yet
Day 7Follow-up email prepared — awaiting approval

What happens automatically

Status changes automatically with every step Reminders trigger before leads go cold Responsibility is clearly assigned on each card Handover to sales or back office includes the complete history
Challenges

What this service solves.

Lost enquiries

Prospects stop responding and nobody follows up.

Unclear status

Has the proposal been sent? Who is responsible? Nobody knows for certain.

Inconsistent follow-ups

Follow-up only happens when someone happens to remember.

Poor handovers

Information is lost between sales and back office teams.

Process

How it works.

01

New lead

Created automatically in the CRM or sheet.

02

Set status

New → contacted → proposal → negotiation.

03

Reminder

A reminder is triggered after a defined number of days without a reply.

04

Follow-up

The follow-up draft is ready and the responsible person is notified.

05

Close / archive

Won, lost or paused — fully documented.

Benefits

What your business gains.

Time savingsBetter visibilityFewer errorsFaster responseBetter data qualityClear responsibilitiesHuman oversight

Systematic follow-up instead of chance: more enquiries can become orders, and everyone can see exactly where each lead stands.

Security & control

Automation with sound judgement.

  • Follow-up emails are prepared as drafts. You decide for each case whether they are sent automatically or only after review.
  • No unchecked automated decisions in critical cases — sensitive matters are always escalated to a person.
  • No binding pricing, legal or personnel decisions without explicit approval.
  • GDPR requirements are considered from the outset. A legal review is required before going live with real customer data, and test and live systems remain separate.
Expansion

Useful next steps

Once this workflow is in place, these are often the most useful next steps:

Lead capture→Dashboards & analytics→Appointment & calendar automation→AI team members→Email automation→

Discuss this automation?

In a free initial consultation, we assess how CRM and follow-up workflows can specifically reduce your team’s workload — with no obligation and on equal terms.

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