Follow-up systems — v.07

Follow-up systems
that convert.

Unpaid invoices get paid. Open proposals get signed. New leads get answered in minutes, not days. Cold leads come back.

Book a 30-min audit See the systems

Automated follow-up systems for professional-services firms, built to recover unpaid invoices, close open proposals, respond to new leads in minutes, and reactivate dead pipeline. Shipped end-to-end, in your voice, inside the tools you already use.

Automated follow-up systems that run inside the tools you already use
Why us

Anyone can automate a reminder. A system that knows exactly when to involve a human is priceless.

The fundamentals of business never change. People do business with people they trust, and trust is built from the first handshake to the last phone call.

The systems we create know exactly when to bring in the person, for the personal touch only a person can give.

We believe that is how you build customers for life.

Results oriented

Every system
triggers on something
you're waiting on.

Money. A decision. A document. A lead that just raised a hand. If revenue is stuck behind a follow-up a human keeps forgetting to send, we automate it.

01 / MONEY

Invoice & payment follow-up

Polite nudge, firmer reminder, escalation on a cadence that doesn't let unpaid invoices quietly age. Cuts DSO. Recovers revenue that's already yours.

trigger: invoice sent
02 / DECISION

Proposal & quote follow-up

Chases open quotes the moment they go cold. Reminder, FAQ, "anything I can clarify?", the three sends you keep meaning to make but never do.

trigger: proposal sent
03 / SPEED TO LEAD

Lead follow-up

New inquiry → instant acknowledgement + qualifying sequence in under a minute. Hot leads never get a chance to cool down.

trigger: inbound form
04 / REACTIVATION

Dead-lead reactivation

Stalled opportunities re-engaged with a fresh angle. Fastest revenue in the business, you already paid to acquire these leads.

trigger: no activity 60d
05 / RENEWAL

Renewal & rebook follow-up

Detects contracts nearing renewal and reaches out early to retain and up-sell. Pure recurring revenue that would otherwise leak.

trigger: renewal T-60d
06 / DOCUMENT

Document chase

Chases clients for the receipts, forms, signatures, and files they owe you. The single biggest source of "waiting on client" time.

trigger: request sent
A system in motion

Three gentle reminders,
then a real person
picks up the phone.

Where the system ends and you begin

The system sends the easy ones so you don't have to. The moment a client goes quiet past the point where email can fix it, the system steps back and puts the conversation in your hands. That handoff is the whole point.

starts: invoice sent stops: payment received hands off: day 14, no reply
DAY 0
System sends09:02 AM
Thanks again for a great quarter.
"Hi Sarah, invoice #2847 is on its way for the Q4 work. Net 15 terms, same as always. It was a good quarter, thank you for trusting us with it."
DAY 10
System sends10:14 AM
Just making sure this didn't get buried.
"Hey Sarah, quick one, #2847 is coming up on its due date Friday. Anything on your end you want me to clarify before it gets there?"
DAY 14
THE HUMAN STEPS IN
Briefing ready for you08:30 AM
Sarah hasn't responded. Here's what you need before the call.
No reply after two warm sends means something human is going on. The system hands you the thread with a short brief so you walk in prepared, not blind.
Account state#2847 · 4 days overdue · $8,400
Client since2021 · 11 invoices · always paid
Lifetime value$142K · top-10 account
Last conversationQ4 kickoff, Oct 2 · all notes attached
Coaching noteLead with the relationship, not the invoice. Ask about her team's offsite, she mentioned it in Oct.
How it works

Six steps. From first call
to compounding results.

01
Discovery call
We walk your pipeline together and find the revenue bottleneck, the exact place where money is quietly aging. That's the system we ship first.
02
Connect tools, spin up accounts
We plug into your CRM, inbox, and sending platform. New accounts opened where you need them.
03
Craft the brand voice
We study how you already sound across your site, proposals, and sent folder, so every automated message reads like one voice wrote it, not a template.
04
Test and harden
Every trigger, branch, and edge case runs against real data before a single message reaches a real client. And we build The Backstop: when something slips, bad data, a stuck send, a trigger that didn't fire, the system flags it to a human before a client ever notices.
05
Go live
The system ships. You watch the first wave and sign off on the voice before anything goes wide.
06
Improve
Monthly tuning on reply rates, cadence, and copy. Follow-up is never done. It compounds.
Pricing

Boring systems.
Serious revenue.

Buy one system, or bundle three and save. Both ship end-to-end on a flat fee. No monthly.

One off system
$3,000flat

One follow-up system, built end-to-end and shipped live in your voice. Pick the leak, we close it.

Start a project →
  • 1 follow-up system
  • Full brand-voice capture
  • The Backstop (miss-catching)
  • Workflow documentation
  • Software setup if needed
+ System Care & Stack Change retainer add-on
Best value
The bundle
$7,000flat

Three follow-up systems, shipped together. Close your top three revenue leaks in one engagement and save $2,000 vs. buying them one at a time.

Get the bundle →
  • 3 follow-up systems
  • Full brand-voice capture
  • The Backstop on every system
  • Workflow documentation
  • Save $2,000 vs. one-off pricing
+ System Care & Stack Change retainer add-on
FAQ

Questions,
answered.

Why follow-up systems and not "all automation"? +
Because follow-up is where revenue actually leaks. Every professional-services firm has unpaid invoices aging, proposals sitting unopened, and leads going cold, and almost none of it is automated. We stay narrow on purpose: a specialist beats a generalist, and these systems compound every month they run.
How many follow-up systems can I run? +
As many as you want queued. We build and tune one at a time so each system actually gets shipped and dialed in, most firms end up running 3–5 systems in parallel once they're live.
How fast does a system go live? +
Most follow-up systems are live within 72 hours of kickoff. Multi-step sequences with CRM integration can take up to a week. You see each stage as it's built, not at the end.
What tools do you build in? +
Whatever you already pay for, where possible. We work natively with Notion, Airtable, HubSpot, Pipedrive, Gmail, Zapier, Make, Slack, Calendly, Stripe, QuickBooks, Xero, and most modern CRMs. If you need a new sending tool we'll pick one and set it up.
What are the associated tool costs? +
Three types: (1) upgrading your CRM for API access, (2) a sending platform if you don't have one, and (3) Zapier/Make task fees. We always start inside the tools you already pay for.
What if I don't know which system to start with? +
The free 30-min audit maps your revenue leaks (unpaid invoices, open proposals, slow lead response, dead pipeline) and names the system with the fastest payback. Most firms start with invoice or proposal follow-up.
Refund policy? +
No refunds, we iterate until the system is right. Unlimited revision cycles on every build, and you don't accept the system until it's doing what you hired it to do.
Book a call

Ready to stop
chasing it
yourself?

30 minutes. We map every revenue leak in your follow-up (invoices, proposals, slow lead response, cold pipeline, documents) and name the system with the fastest payback. You leave with a plan whether we work together or not.

Schedule the audit → View pricing