Outreach
AI Follow-Up Engine for Pipedrive
Follows up with leads who went quiet using context from past conversations, connected natively to Pipedrive so it reads and updates persons,…
Outreach
AI Follow-Up Engine
Leads who stopped replying get a follow-up that remembers exactly what you last discussed, not a generic check-in.
Plenty of good leads go quiet after a promising first conversation, and nobody follows up properly. This engine finds those leads every day and writes a follow-up that picks up exactly where you left off: the question they asked, the concern they raised, the timing they mentioned. You decide when it acts, how often it follows up and when it stops.
- Quiet leads found automatically against the silence rules you set
- Every follow-up references the real conversation, never a stock check-in
- Stops at your limit and hands the lead back to a rep
$3,900
20–30 working days
Optional maintenance $249/mo
What it is
AI Follow-Up Engine watches your CRM and inbox for leads who went quiet, then drafts a follow-up that references what was actually said last time instead of a generic check-in. It works across the CRM and channel you already use, inside the approval rules you set.
Why businesses buy it
Leads rarely say no. They just stop replying, and a busy team moves on to whoever is shouting loudest. That leaves revenue sitting in your CRM that you already paid to generate. A consistent, context-aware follow-up brings those buyers back into the conversation without adding headcount or relying on anyone's memory. Because the scope is written before you order, you know which channel it uses, how many follow-up workflows are built and exactly how approval works.
Problems this solves
Promising leads go quiet and nobody follows up
The engine watches your CRM and inbox for leads who went quiet. It drafts a follow-up so the conversation can restart before the lead moves on.
Follow-ups read as generic check-ins and get ignored
Each draft references what was actually said last time, using the history in your CRM and inbox. The prospect sees a reply that continues the conversation.
Reps follow up inconsistently depending on how busy they are
Follow-ups run through workflows with your approval rules, across the CRM and channel you already use. Quiet leads are picked up whether or not a rep remembers.
A good fit if
Deals and leads regularly stall after a good first conversation, and no one follows up consistently once they go quiet.
You want follow-ups that reference the specific product, objection or timeline a lead mentioned, not a templated 'just checking in'.
You already track leads in a CRM such as HubSpot, Salesforce, Zoho CRM or Pipedrive, with enough history for the AI to read.
You want a rule for how many follow-ups to send and when to stop, rather than reps deciding case by case.
Not the right fit if
You have no existing conversation to follow up on; you need something to start new outbound sequences instead. See AI Outreach Sequencer.
The leads are still replying, and your gap is converting that reply into a booked call. See AI Meeting Booking Agent.
You want a person to review every follow-up draft before it goes anywhere near automation. See AI Sales Email Agent, which drafts for your review rather than sending on a schedule.
You need this running on more than two connected systems or more than six follow-up workflows. Add a note at checkout for a written Change Quote.
How it works
- We connect to your CRM and inbox and set the silence threshold that defines a lead as 'gone quiet' for each stage of your pipeline.
- Each day, the engine scans for leads past that threshold and pulls the full thread: what was asked, what was promised, and where it stalled.
- It drafts a follow-up that references the specific detail from that thread, in the tone and structure from your playbook and sample emails.
- The follow-up cadence and tone shift the longer a lead has been silent, moving from a direct nudge to a lower-pressure final message.
- Anything outside your approval rules is held for a person, and every send waits for the channel and timing you set.
- Replies, opens and outcomes are written back to the CRM against the lead, so reps see the full history in one place.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- Admin or API access to your CRM and the channel it should send from, sandbox records if you have them.
- Authenticated sending domains (SPF, DKIM and DMARC) and warmed mailboxes before launch, with daily sending caps set per mailbox. If you do not have these yet, see Cold Email Infrastructure Setup.
- Your opt-out wording and suppression list, so every message carries an opt-out line and opted-out contacts are never contacted again.
- Your rules for how long a lead should go quiet before a follow-up triggers, and how many follow-ups to send before stopping.
- Ten real sample conversations or emails so drafts sound like your team, not a template.
- The name of the person who approves anything the engine is not authorized to send on its own.
- Your business information (company basics, hours and brand voice), shared during intake.
- Admin access and API keys for every connected system, shared by adding our team as a user or creating a key you control, never by email.
- One decision-maker who can confirm the follow-up rules and approval limits before we build.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified and your silence thresholds and follow-up rules confirmed.
Weeks 1–2
Follow-up logic, tone shifts and stop rules built against your playbook and sample threads.
Week 3
CRM and channel connected, with follow-up outcomes synced back to each lead record.
Weeks 3–4
50 documented test scenarios run against real stalled threads, with results sent to you.
Week 4
Your review and two rounds of changes to timing, tone or stop rules.
Go-live
Live, recorded handoff session, 30 days of support begins.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $3,900 |
| Express | 15–25 working days | $4,600 |
| Rush | 10–20 working days | $5,250 |
What you receive at handover
- The AI Follow-Up Engine, watching your CRM and inbox for stalled leads
- Up to six follow-up workflows with your approval rules
- Connections to up to two agreed systems, such as your CRM and email
- A test report covering the documented test scenarios
- An admin guide and recorded handoff session
- 30 days of post-launch support
Expected benefits and how to measure them
- Can bring stalled conversations back to life
- Helps follow-ups sound personal rather than automated
- Makes follow-up happen even in busy weeks
- Quiet leads that reply after a follow-up
- From the engine's log, count follow-ups sent and replies received each month.
- Open leads with no recent touch
- Run a CRM report on open leads with no activity in your chosen period, at launch and monthly.
- Deals revived from quiet leads
- Count deals created or moved after a follow-up, using CRM activity history.
Before you start: Run a report on open leads with no recent activity and record the count. Note how follow-ups are handled today.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
You pay once for the build. Running it costs roughly $50 to $250 a month in AI model usage and hosting, on top of your existing CRM and channel plan. The main driver is how many stalled leads it reviews and drafts for each day: a smaller pipeline with a few dozen live deals sits at the low end, a busier book sits higher.
AI usage during build and testing is billed to your own accounts, so you keep every provider relationship.
Ask about running costsCustom requirements
If you need something outside the Scope Card, add a note at checkout. You get a written Change Quote, and that work only starts once you accept it. Your original order keeps its delivery date either way. Larger or bespoke projects go through the Custom AI request form instead.
Request a custom versionKeep it running
Monthly maintenance covers monitoring, fixes and change hours for adjusted silence thresholds, new playbook language or an extra stop rule. It starts after the 30 days of included support and can be cancelled any month.
$249/mo (the minimum fee, includes 2 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | A sales engagement tool charges a monthly seat fee | A custom agency quotes after discovery calls | Ours is one fixed price, shown before you buy |
| Follow-up content | A sales engagement tool reuses the same template for every stalled lead | An agency build depends on what was agreed | Ours references the specific thread each lead actually had |
| Who decides to follow up | A sales engagement tool relies on a rep remembering to check a list | An agency build depends on what was agreed | Ours scans daily against the silence rule you set |
| Delivery | A sales engagement tool is self-serve but the playbook still has to be built by your team | An agency usually takes several weeks, set per project | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
How much does the AI Follow-Up Engine cost?
One fixed price covers everything on the Scope Card next to this page, and you see it in the price panel before you order. That includes the follow-up workflows, the CRM and channel connections, 50 test scenarios and the recorded handoff. Express and rush delivery are offered at a set uplift, and we add no per-message fees.
How does it know when a lead has gone quiet?
You set the threshold, for example seven days with no reply at a given pipeline stage, and it can differ by stage. The engine checks your CRM against that rule every day and only acts on leads that have actually crossed it.
Will the follow-up sound generic?
No. It reads the actual thread, including what was asked and promised, and writes from that detail using your playbook and sample emails, so it does not fall back to a stock check-in line that ignores the earlier conversation. Nothing is written from a blank template.
What are the monthly running costs?
Roughly $50 to $250 a month for AI model usage and hosting, billed in your own accounts, on top of the CRM and channel plan you already pay for. Cost tracks how many stalled leads it reviews and drafts for each day.
Can it send without a person approving first?
Only within the approval rules you set during intake. Anything outside those rules is held for a person, and you can require every message to be checked before it sends if that fits how your team prefers to work. You can start with everything reviewed and loosen the rule later.
What if the lead never replies?
You set the maximum number of follow-ups it will send before stopping. Once that limit is reached, the engine stops and flags the lead back to the rep rather than continuing indefinitely with no result. That cap protects leads from being chased forever with no response.
Can I add more follow-up rules or sequences later?
Small changes fit inside the monthly change hours included with maintenance. A whole new workflow, for example a different follow-up rule for a new product line or region, is available as a written Change Quote. We scope and price the new workflow before any work begins.
Who owns the data this runs on?
You do. It runs inside your own CRM and channel accounts, so the leads, the message history, the follow-up outcomes and every AI provider relationship all stay in your name, not with us. Cancelling maintenance later does not change that ownership.
Give stalled leads a reason to answer again.
Order the AI Follow-Up Engine and quiet leads start hearing from you again, with every message built from what you last discussed.
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