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