CRM & Follow-up Automation
CRM & Follow-up Automation
Every inquiry recorded and followed up, in the tools you already pay for, so nothing sits in an inbox.
In detail
Who it’s for
Businesses where good inquiries go cold: trades with quotes nobody chases, restaurants and caterers with event inquiries waiting on a reply, clinics with missed appointments, and firms with proposals that go quiet.
In your industry
- Home & Trade: An HVAC company’s unsold quotes get a friendly check-in, and another before the season turns.
- Food & Beverage: A restaurant follows up with regulars who haven’t been back in a while.
- Health & Wellness: A physical therapy clinic follows up with patients who missed an appointment.
- Professional Services: An accounting firm chases missing documents with reminders the client can reply to.
An HVAC company’s unsold quotes get a friendly check-in, and another before the season turns.
A physical therapy clinic follows up with patients who missed an appointment.
An accounting firm chases missing documents with reminders the client can reply to.
A restaurant follows up with regulars who haven’t been back in a while.
It’s likely a fit if
- Quotes go out and nobody checks in.
- You can’t see every open inquiry in one place.
- Past customers never hear from you again.
- You pay for a CRM that nobody really uses.
When it isn’t the place to start: If you hardly get any inquiries yet, follow-up has little to work on. Getting found comes first.
The problem
The most expensive lost customer isn’t a bad lead. It’s a good one nobody got back to. Quotes go out and are never chased, and old inquiries sit untouched for months.
How we fix it
We build the follow-up you already mean to do into the tools you already pay for (or SaifHaven OS), and test it end to end. You approve the wording of every message before anything sends.
What’s included.
Nothing sits in an inbox. Scoped to your business, so the plan says which of these you need.
- A pipeline that matches how your work moves, from inquiry to paid
- Follow-ups for new inquiries, quotes and missed appointments, in words you approve
- Old quotes and quiet customers followed up instead of written off
- Pipelinestages that match how your work actually moves, from first inquiry to paid
- Follow-upsnew inquiry, quote sent, missed appointment and past customers, each with messages you approve
- Routingeach inquiry assigned to the right person, with a nudge when nobody has replied
- Reactivationold quotes and quiet customers followed up instead of written off
- What you get
- A configured system with live follow-ups and routing rules, tested end to end, and a walkthrough for the people who will use it.
- Measured on
- How quickly inquiries get a reply, and how many follow-ups get done
- Pricing
- Pricing after your free audit.
How it works, step by step.
Inside the same four stages as every engagement: free audit, plan, build and check, run and report. A person checks each one. How we work
What we need from you
- How your work moves from inquiry to paid, and who does each step
- Access to the tools you use now, or your OK to set up SaifHaven OS
- Your approval of the wording of every message
- Your customer list, if you want past customers followed up
What stays yours
- Your customer records
- Everything we set up in tools you already pay for, in your own accounts
If you use SaifHaven OS and leave, we prepare an export of your own records for your exit kit; SaifHaven OS itself, its setup, automations and templates, stays with us.
How it connects.
Services that work alongside CRM & Follow-up Automation. The free audit tells you which, if any, would make a difference.
Questions, answered.
Do automations send messages without my approval?
No. You approve the wording of every message before anything sends. You can pause any automation at any time.
Can I turn an automation off?
Yes. You can pause any automation at any time. If you use SaifHaven OS, everything the automations do shows up there.
Can you work with the CRM we already have?
Often, yes. We build the follow-up into the tools you already pay for where they allow it, or set up SaifHaven OS instead. How much we can connect depends on the tool and your plan, and we check before we promise it.
What is SaifHaven OS, and do I have to use it?
SaifHaven OS is one system for your leads, jobs or bookings, customers and follow-up. It’s set up for each business, with only the parts that business needs. Available to active SaifHaven clients. It’s set up as part of your work with us, not sold on its own. We can also build your follow-up into the tools you already pay for.
Who owns the website, the accounts and the data?
You do. Your website and its content, your domain, your Google Business Profile, and your ad and analytics accounts are set up in your name. Your customer records are yours too. Whenever you leave, you get an exit kit: your domain and your logins and accounts (Google Business Profile, analytics and ad accounts), in your name; your website and its files; and an export of your records (customers, leads, quotes, jobs and invoices) in standard files you can open anywhere, which we prepare for you. SaifHaven OS itself stays with us.
How much does it cost?
Pricing after your free audit. Each engagement is scoped to your business, not sold as a package, so we price it once we’ve seen what you have and what you need. You see a written plan before any work starts. Every client is month to month after the first 90 days. The audit itself commits you to nothing.
Your next step
Not sure CRM & Follow-up Automation is what you need?
Start with the free audit. We look at your website, how you show up on Google and whether AI assistants mention you, and tell you which service, if any, would make a difference. Real people review every report before it’s sent.