Proposal and Quote Follow-Up for Marketing Agencies
Open proposals followed up on day 3, 7, and 14, in your voice, with no human remembering. Lift close rate on deals that are already in your pipeline.
Where this sits
Layer 3 of the AI Operating System: done-for-you workflows that produce real artifacts.
Every agency has open proposals quietly going cold because nobody followed up on day 7. The deal does not die because the prospect said no. It dies because nobody chased.
The fix is mechanical: a follow-up sequence runs on day 3, day 7, and day 14 after a proposal goes out, in your agency's voice, and stops the moment the prospect replies. No human needs to remember. Pipeline that would have rotted gets a real second and third chance.
This is a Capabilities layer of an AI Operating System.
Where this sits in your AI Operating System
Proposal follow-up sits in Capabilities, driven by:
- Connections: your CRM, proposal tool (PandaDoc, DocuSign, Better Proposals), inbox.
- Context: your agency's voice, your standard follow-up structure, the deal context.
- Cadence: the day-3, day-7, day-14 schedule that runs without prompting.
See it in context at AI Operating System for Marketing Agencies.
What “done” looks like
- Proposal sent triggers a 3-touch sequence on day 3, day 7, day 14.
- Each touch is written in your voice, references the specific deal, includes a clear next step.
- If the prospect replies (in any thread, on any channel), the sequence stops.
- If they open but do not reply, the next touch acknowledges that they have seen it.
- Account owner gets pinged the moment a reply comes in.
How we install it
- Audit, free, about 10 minutes. Run the audit.
- Install, inside 10 business days. We connect your CRM, proposal tool, and inbox; capture your voice; ship the sequence for a real open deal.
- Operate, ongoing. See plans.
Expected results
- Follow-up coverage on open proposals: from inconsistent to 100 percent.
- Reply rate on open deals: meaningful lift, with no extra human time.
- Account owner hours: down, not up. The system handles the chase. Humans show up when the prospect re-engages.
Standing guarantee on the wider AIOS engagement: recover 40 or more hours a month, or we keep working free until you do.
Frequently asked questions
Will it feel pushy?
The cadence is the one you would set if you remembered: helpful day 3, value-add day 7, polite close on day 14. You approve the sequence before it goes live.
What if the deal closed and we forgot to mark it in the CRM?
The system reads recent inbox replies before each touch and will pause itself if the prospect has clearly converted or declined elsewhere.
Who owns the system?
You do. Every prompt and connection lives in your accounts.
Ready to see where your AIOS stands?
Score your AI readiness across the Four Cs in about 10 minutes. We send the audit and the three highest-leverage automations for your business.
Prefer to talk first? Book a 15-minute call.