If you’re in sales, you already know: most deals don’t close themselves. The difference between a win and a “let me think about it” is often the follow up. But manual follow ups are boring, repetitive, and let’s be honest—easy to forget. That’s where automation comes in. This guide is for anyone using Revenue who wants to get more done (and actually close more deals) by letting software handle the grunt work.
Let’s cut the fluff and get real about automating sales follow up tasks in Revenue. Here’s how to do it right—and what to skip.
Why Automate Sales Follow Up (and Why Most Don’t)
First, let’s get something out of the way: automation isn’t magic. It won’t rescue a bad sales process or fix a lousy product. What it can do is:
- Save you hours each week by handling repetitive tasks
- Make sure no follow up falls through the cracks
- Help you focus on calls, demos, and actual selling (not admin)
- Give prospects a smoother, more consistent experience
But, if you just blast the same canned emails or set-and-forget every task, you’ll annoy people or get ignored. The trick is to automate the right stuff, and keep the human touch where it matters.
Step 1: Map Your Sales Follow Up Workflow (Don’t Skip This)
Before you start clicking buttons in Revenue, step back. What exactly do you want to automate? Here’s a basic workflow most sales teams follow:
- Initial outreach — You send an email or make a call.
- No response? — You follow up after a set time.
- Demo or meeting — You send a reminder, then a thank you.
- Send proposal — Follow up if you don’t hear back.
- Deal closed (or lost) — You send a wrap-up or feedback request.
Write down your real process. Where do things slip? Where do you or your team waste time? That’s where automation should start.
Pro tip: Don’t automate everything at once. Pick the steps that eat up the most time or get missed most often.
Step 2: Set Up Task Automation in Revenue
Now, the practical part. Revenue has a built-in automation engine—no need to duct-tape together a bunch of Zapier hacks. Here’s how to get started:
2.1 Use Templates for Common Follow Ups
- Create email templates in Revenue for the follow ups you send all the time: “Just checking in,” “Thanks for your time,” “Next steps,” etc.
- Don’t use generic, robotic language. Tweak templates for your audience. People can spot a mail-merge from a mile away.
2.2 Build Automated Sequences
- Set up sequences (sometimes called drip campaigns) for each sales stage. For example:
- If no reply after 3 days, send a gentle nudge.
- If a meeting is scheduled, send a reminder 1 day before.
- After a demo, send a personalized recap.
- Most of this can be scheduled in Revenue’s sequence builder. Just set the triggers (like “no reply”) and the timing.
What to avoid: Don’t create a 10-step sequence that keeps pestering people forever. Two or three well-timed, relevant nudges are plenty. After that, move on.
2.3 Automate Task Creation
- For manual steps (like phone calls), set up automated task creation. Example: Every time you send a proposal, Revenue creates a “Follow up in 2 days” task.
- Assign tasks to yourself or team members based on deal owner or pipeline stage.
Why bother? Because if it’s not on your list, it won’t get done. Automated tasks keep you honest.
2.4 Use Triggers to Move Deals Forward
- Set up triggers: if a prospect replies, moves to a new stage, or opens your proposal, automatically update their deal status in Revenue.
- Trigger follow up tasks based on real activity, not just your calendar. For example, if a prospect opens your proposal but doesn’t reply in 48 hours, Revenue creates a follow up task.
Step 3: Personalize—Don’t Just “Spray and Pray”
Here’s where most automation goes wrong: treating every prospect the same. Don’t be that person. Even with automation, you can make things feel personal:
- Use tokens (like {{first_name}}) but always check your templates for awkward phrasing.
- Add a “quick note” field to your tasks so you can jot something personal before sending, even if the rest is automated.
- For high-value deals, use automation for reminders and task creation, but write the actual messages yourself.
Bottom line: Automation should tee you up, not take your swing.
Step 4: Test, Review, and Tweak
Don’t just set it and forget it. Here’s what to do:
- Check your results: Are you getting more replies? Are deals moving faster? Or are people unsubscribing and ghosting you?
- A/B test your emails: Try different subject lines or CTAs in your sequences. Revenue makes this easy with built-in analytics.
- Ask for feedback: If you have a trusted prospect or customer, ask them if your follow ups feel robotic.
If something isn’t working, kill it. Don’t be precious about your workflows.
Step 5: Know What NOT to Automate
Some things are better left manual. Automation is great for reminders, nudges, and admin. But here’s what you should NOT automate:
- Pricing negotiations: These need a real conversation.
- Apologies or sensitive topics: Don’t let a bot handle bad news.
- Complex questions: If a prospect asks something nuanced, write a real reply.
Automation is there to support your sales game, not replace your judgment.
Pro Tips for Better Follow Up Automation
- Keep it short: Your automated emails should be brief and to the point.
- Use plain language: Skip the jargon—nobody likes reading “synergy” emails.
- Set limits: Don’t send more than 2-3 automated follow ups per prospect per deal.
- Review regularly: Tech changes, so do your prospects. What worked last quarter might flop this one.
- Train your team: If you’re working with others, make sure everyone knows how to use Revenue’s automation features properly. One rogue sequence can tank your reputation.
What to Ignore (Seriously)
- “AI-generated” follow up scripts: Most are still generic and weird. Use your own voice.
- Overly complex automations: If you need a whiteboard to explain your sequence, it’s too much.
- Automating for automation’s sake: If a step only happens once in a blue moon, just do it manually.
Wrapping Up: Keep It Simple, Iterate Fast
Automating your sales follow up in Revenue isn’t about doing less—it’s about doing the right things, faster. Start small, automate the boring stuff, and keep the human touch where it matters. Test, tweak, and don’t be afraid to scrap what’s not working. The best automation is the kind prospects barely notice—because they’re too busy replying.
Ready to stop chasing reminders and actually move deals forward? Start automating, keep it simple, and get back to selling.