Daily follow-ups

Many replies come from a follow-up rather than the first message. A follow-up round checks every conversation for replies, works out who is due, and drafts each follow-up for you. Nothing is sent until you approve it.

The cadence

Every business you pitch gets up to five messages over 21 days: the pitch, then four follow-ups.

Message	Day	The angle
Pitch	0	The site you built them, and your price
1st follow-up	3	A soft nudge: making sure the first message reached them
2nd follow-up	7	Getting found: when someone searches for their trade in their town, the businesses with a website get the click
3rd follow-up	14	Looking established: people look a business up before they call
Last message	21	A polite close: the site is still live if they change their mind

Klaudius writes each message after reading the conversation so far. It quotes the price from your first message, and every follow-up except the last invites the business to say if they'd rather not hear more. Follow-ups use the channel, mailbox or account that started the conversation, and no business gets two messages from you in one day.

If a business opens its site after your last message, its next follow-up can come forward, though never sooner than two days after that message and never the last one. The message never mentions the visit. See Visit alerts. Printed letters get no follow-ups; see Printed letters.

To change the cadence or the wording, ask Klaudius: drop a touch, make the tone more casual, sign off differently. Your wording preferences are kept when Klaudius updates.

The stages a business moves through

In Pipeline	What it means
Outreach sent	Pitched, with no real reply yet. Follow-ups apply.
Responded	Engaged: a question, a price check, "send me details". It leaves the cadence for good and becomes a warm lead.
Converted	Bought.
Rejected	Any clear no, including "stop messaging me".
Lapsed	All five messages went out and seven days passed with no real reply, or a letter went unclaimed for 28 days.
Unreachable	No way of reaching them worked.

What a follow-up round does

Start one with Follow-ups on the Runs page, or schedule it (below). It:

1. Reads your mailbox and other channels for anything new. On a pipeline of a thousand businesses this takes six or seven minutes.
2. Sorts new replies: auto-replies are ignored, a no closes the business, a real reply makes it a warm lead, and anything unclear is shown to you. Businesses still waiting on your answer are listed first; Klaudius drafts a reply when you ask, but never sends one from that list.
3. Matches bounces from the last 14 days to their business and asks whether to try another way or mark it unreachable.
4. Proposes closing businesses that are past the last message with no reply.
5. Proposes the follow-ups that are due, each with its drafted message and when the business last opened its site, listing first anyone who has looked since your last message.

It also records card payments, proposes reminders for overdue invoices, and lists enquiries from your own website as new leads. See Invoices and quotes and Your own agency website.

Nothing sends without your approval

The proposal waits in the Follow-ups tab of your Inbox. Edit any message, send or skip each one, or press Approve all. Silence is not approval, and a proposal is only good for the day it was made. Before each send, Klaudius re-reads that conversation and skips anyone who has replied since.

A line at the top of the tab counts the businesses that never replied and the messages that couldn't be delivered. Open it to stop following up the quiet ones, or press Go ahead to reach a bounced business another way.

Daily follow-ups

Switch on Daily follow-ups in Settings and pick a time. Each day the app prepares the follow-ups, then the warm-leads report (switch off Warm-leads report on the same card to skip it), and tells you when they're ready. If the app was closed or your computer asleep, it catches up when you open it, up to 8pm. Nothing sends until you approve. If you start rounds yourself instead, once a day suits most people.

A pitch you sent yourself

Record it so follow-ups include it. In Pipeline, open the business, set its Status to Outreach sent and press Save. The app asks How did you send it? and Klaudius follows up the same way. Somewhere else records the pitch with no automatic follow-ups.