01 · The problem
Hot leads were going cold, silently
Recency bias is baked into how sales pipelines work. The newest lead always looks most urgent. The result: a qualified lead from three weeks ago, still interested and just busy, slips out of sight while the rep calls fresh enquiries.
Before
- No automatic detection of aging leads
- Reps manually checked every contact to spot who'd gone quiet
- High-intent leads treated same as low-intent in follow-up queue
- Follow-up timing depended entirely on rep memory
- No visibility across the team's pipeline health
After
- System detects leads crossing decay thresholds automatically
- Task + Slack alert fires the moment a lead starts to drift
- Tier A leads escalated before they reach cold
- AI drafts the re-engagement message, rep approves in one click
- Dashboard shows every agent's pipeline health at a glance
02 · The system
No lead lives in two places at once.
Every open lead sits in exactly one status. HubSpot updates automatically. Reps know exactly where each lead stands without opening a single contact record.
Active
Contacted ≤7 days ago, or next step booked
No action needed. You're on it.
At Risk
8–14 days quiet, nothing booked
Task created. Tier A leads get a Slack alert.
Dormant
30+ days quiet, nothing booked
One last personal attempt, then moved to nurture.
Parked
Future activity booked 30+ days out
Alert fires on the booked date. Silent until then.
03 · Watch it work
One lead, day by day
Step through a real-shaped lead as it moves through statuses, and watch the system catch it before it goes any colder.
James Whitfield · Prospect
Budget: $260K · Investment + own use · Visited Bali 2022
Active
Step 1 of 7
04 · Daily Workflow
The other half: an AI that drafts today's follow-ups before anyone logs in
Every morning, before the sales team logs in, it's already pulled today's priority leads and drafted what to say.
Pull today's leads
20-30 per rep, ranked by fit & urgency
→
Read the history
CRM activity, notes, WhatsApp, email
→
Draft the message
Personalised to that lead
→
Agent reviews
Approve, or edit first
→
Sends & logs
Only after approval
Today's queue · 17 leads due, ranked by priority
| # | Lead | Tier | Status | Last contact |
|---|---|---|---|---|
| 1 | James Whitfield | A | 16d | |
| 2 | Priya Sharma | B | At Risk | 9d |
| 3 | Lars Berg | C | Dormant | 34d |
| 4 | Yuki Tanaka | B | At Risk | 10d |
| 5 | Amara Osei | C | At Risk | 8d |
+ 12 more, queued below in priority order
AI-drafted follow-up
James Whitfield
CRM notes
Investment + own use, Seminyak. Budget $260K. Asked about ROI projections on day 4, no reply since.
WhatsApp history
Last message from James: "Thanks, will have a look." 16 days ago, unanswered.
Drafted message
05 · Results
What changed
15h+
Per rep, per week saved
No more manually scanning contacts for who's gone quiet. The system does that work automatically.
100%
Of aging leads detected
No lead can drift past a threshold without a task being created and the appropriate alert firing.
0
Cold-start messages written
Every re-engagement draft is pre-written by Claude with full context. Reps edit if they want, never start from blank.