Motion playbooks
Four that work almost anywhere.
Across the businesses that get value from this quickly, the same four motions come first. Each is described here as you would set it up rather than as a feature.
Inbound lead follow-up
Reply within minutes to every enquiry, qualify what you can, book or hand over. The goal is a qualified meeting; the bar is what they need, roughly when, whether they decide, and whether they are in your area. The agent may answer from approved knowledge and book from published availability. It may not quote an unpublished price. Start here.
Proposal follow-up
The gap between sending a proposal and hearing back is where deals quietly die — not on a no, but on nobody watching. Alert the owner on repeated opens, a light follow-up at seven days of silence, a call at fourteen. The agent may ask what else they need; it may not revise anything.
- Notify the owner when a proposal is opened more than twice
- Follow up at seven days of silence, asking what is outstanding
- Record any objection raised in the reply
- Close it as lost with a reason rather than leaving it open forever
Dormant reactivation
The largest pool of realistic revenue most small businesses own. Open by referring to the actual previous conversation — that is what separates reactivation from a cold email to somebody who remembers you. Exclude anything that ended over a service failure; those need a person.
Contract renewal
Surface at ninety days, review at sixty, agree before thirty. At sixty days it is a conversation about scope; at ten it is a conversation about price and the customer knows it. The agent assembles the service record, the payment history and the expansion case; a person has the conversation.
The order to add them
Inbound first, because it produces a result fastest. Proposal follow-up second, because it recovers revenue you have already spent effort on. Then renewals, because they are predictable. Reactivation last of the four — it is the largest pool but the one where the messages need the most care.
What not to start with
Outbound prospecting. It is the motion with the most limits, the most compliance exposure and the slowest feedback loop, and starting there means learning the product and a difficult channel at the same time. Run it once the others are working and you trust the boundaries.
Make sure every opportunity gets a next action.
Let AI handle the repetitive engagement, keep follow-up moving, and bring your team in when a customer needs a real conversation.
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