Stale deal follow-up, without the awkward emails.
Deals go quiet. HubSpot calls them stalled deals, GoHighLevel calls them stale opportunities, and most CRM automations answer by sending the same follow-up to every one of them. This system checks each deal first, then follows up, alerts the owner, or leaves it alone.
Why simple follow-up rules backfire
A basic rule like "no activity for 14 days, send a follow-up" treats every quiet deal the same. But deals go quiet for different reasons. The customer is comparing quotes. They are waiting for a board meeting. The rep forgot. Or the deal is simply dead.
Only one of those should get an automatic email. The customer who asked you to wait until November gets a "just checking in" note, and now you look like you weren't listening. That is the case this system is built around.
Five steps, every time.
Sales Deal Recovery Engine
If the customer asked you to wait, or the thread is unclear, nothing is sent. The deal owner decides in Slack.
- Follow-up sent
- Owner decides
- Left alone
What decides the path
Where the deal is
Each deal gets a state from its stage and the days since the last real activity. You set the timing per stage, for example seven days after a proposal and three weeks after a first call.
What the last email said
For deals with a proposal out, AI reads the actual email thread and answers one question: is a follow-up appropriate right now? Only a clear yes sends anything.
Who owns the deal
Unclear or sensitive cases go to the deal owner in Slack with a short summary of the thread, so they can decide in a minute instead of digging through the CRM.
What already happened
A deal never gets two automatic follow-ups in a row. Every action is written to a log, and the day ends with one brief in Slack.
Works with your tools
Built on GoHighLevel with Gmail and Slack. The same logic works in HubSpot or any CRM with an API. See all integrations.
What you get
- A map of your process, agreed before we build
- The system running inside your own tools
- Testing on your real data before anything reaches a customer
- A log of every action and the reason for it
- Documentation your team can read, and a fixed price with no retainer
Questions, answered.
How is this different from the GoHighLevel stale opportunities trigger?
The built-in trigger fires when a deal hasn't moved for a set number of days, then runs the same action every time. This checks the stage, the timing and the last emails before anything goes out, and it can decide to send nothing.
Do the follow-ups come from our own inbox?
Yes. Emails are sent from the deal owner's inbox, so replies land where they normally would.
Which CRMs does it work with?
We built it on GoHighLevel. HubSpot, Pipedrive and other CRMs with an API work the same way.
What if the AI reads the thread wrong?
AI only recommends. An email goes out only on a clear yes, and anything uncertain goes to the deal owner instead.
Can we set different timing for different stages?
Yes. The timing for each stage is a setting you control, and you can change it without touching the workflow.
How long does it take to set up?
Usually one to two weeks, including testing on your real pipeline before anything is sent to customers.
Deals sitting open that nobody is working?
Show us your pipeline on a 30-minute call. We'll tell you which deals this would catch, and which it should leave alone.
Not ready for a call? Describe one process in writing and we'll reply with what we'd build.