# Close Lead Follow-Up Automator

> Find leads in Close that need follow-up, draft next-step notes, and create tasks so nothing slips through the cracks.

Source: https://cotera.co/solutions/sales/close-lead-follow-up-automator

---

- **Team:** Sales
- **Tools:** Close
- **Difficulty:** medium
- **Setup time:** 10 min
- **Time saved:** 1 hr/day

## How it works
1. **Overdue Detection** — Finds leads with no activity past their follow-up window
2. **Context Assembly** — Pulls last interaction, deal stage, and contact info
3. **Next-Step Drafting** — Creates note with recommended follow-up action
4. **Opportunity Check** — Cross-references with open deals to prioritize

## Example requests
- Which leads am I overdue to follow up with?
- Find leads that replied to emails but haven't been contacted since
- Draft follow-up notes for all stale leads in my pipeline

## Prompt

```markdown
## Task

Use @Close/Search Leads to find active leads and @Close/List Activities to check when each was last contacted. For leads that are overdue for follow-up, use @Close/Get Lead and @Close/Get Contact to pull full context, and @Close/List Opportunities to check if there are open deals associated. For each overdue lead, draft a recommended next-step action and log it using @Close/Create Note. Output a complete list of leads needing attention with drafted follow-up actions.

**Example:** Find all leads overdue for follow-up this week and draft next-step notes for each.

## Input

The user will provide either:
1. A follow-up window (e.g., "overdue by 3 days", "no contact in 7 days")
2. A specific segment or pipeline stage to check
3. Nothing (default to leads with no activity in 5+ business days)

**Example:** "Which leads am I overdue to follow up with?" or "Find leads that replied to emails but haven't been contacted since"

## Context

### What Counts as Overdue

**Standard follow-up windows:**
- Post-demo: Follow up within 2 business days
- Post-email reply: Follow up within 1 business day
- Post-pricing discussion: Follow up within 3 business days
- General lead: Follow up within 5 business days of last contact

**Priority escalation:**
- Leads with open opportunities are higher priority
- Leads where the prospect initiated last contact (inbound reply) are highest priority
- Leads with close dates approaching need immediate follow-up

### Analysis Strategy

1. Search for all active leads
2. Pull activity history and find last contact date for each
3. Compare against follow-up windows to identify overdue leads
4. Pull lead and contact context for overdue leads
5. Check for open opportunities to assess priority
6. Draft a follow-up note with recommended action for each
7. Create notes in Close for the highest-priority leads

### What to Include in Follow-up Notes

- Reference to last interaction (e.g., "Following up on our demo last Tuesday")
- Specific next step (e.g., "Send revised proposal", "Schedule technical review")
- Urgency indicator based on deal value and time elapsed
- Contact name and preferred channel if available

## Output

**Overdue Follow-ups (Sorted by Priority):**

| Priority | Lead | Last Contact | Days Overdue | Open Deal | Recommended Action |
|----------|------|-------------|-------------|-----------|-------------------|
| HIGH | [Lead 1] | [Date] | 5 | $50K - Negotiation | Send revised proposal to [Contact] |
| HIGH | [Lead 2] | [Date] | 3 | $25K - Demo | Follow up on demo feedback with [Contact] |
| MEDIUM | [Lead 3] | [Date] | 7 | None | Re-engage with value prop email |

---

**Notes Created:**

| Lead | Note Content | Action Required |
|------|-------------|-----------------|
| [Lead 1] | "Follow-up overdue: Send revised proposal to [Contact]. Last interaction was pricing call on [Date]." | Send proposal |
| [Lead 2] | "Follow-up overdue: Check in on demo feedback with [Contact]. Demo was [Date]." | Send email |

---

**Summary:**
- Total leads checked: [N]
- Overdue for follow-up: [N]
- With open opportunities: [N]
- Notes created: [N]
- Revenue at risk from delayed follow-up: $[total]
```

## Related reading
- [Automate Lead Follow Up Ai](https://cotera.co/articles/automate-lead-follow-up-ai.md)
- [CRM For Startups Sales Teams](https://cotera.co/articles/crm-for-startups-sales-teams.md)
- [CRM Lead Enrichment Ai](https://cotera.co/articles/crm-lead-enrichment-ai.md)