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Case Study • Consultative Sales Team

Follow-up at the right time. with the right subject

A consultative sales team was losing leads between the proposal and the closing: generic, untimely follow-ups that depended on each salesperson's memory. We turned on the... ByteGPT ao Kommo The AI ​​decides when to resume writing and writes with the context of the conversation, and the seller reviews it before sending.

Let's talk about my follow-up. See what has changed.
Sector
Consultative sales
Solution
ByteGPT No. Kommo
Secrecy
Name and numbers preserved.

Published updated on .

Follow-up no KommoIllustrative conversation

Tuesday, 9 AM: when Carla usually replies

  1. Carla · last weekI liked the proposal. Call me next week, I want to understand the integration with the ERP.
  2. Follow-up · AIHi Carla. As we agreed, I'm back this week. I've prepared an example of the integration with the ERP: can we review it together in 20 minutes?Reviewed by the seller before shipping.
  3. CarlaYes, I want to. Thursday at 15 PM?
  4. SellerDone. I'll send you the invitation.

Meeting scheduled

ByteGPT No. Kommo, with the history of each lead.

The case in one minute

Case summary

Let's talk about my follow-up.

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The entire case, organized by topic. Tap to open.

The starting point

The proposal was going ahead. The lead was disappearing.

The salesperson would qualify the lead, send the proposal, and then need to follow up. But when? With what message? Each followed their own logic: some too early and too insistent, others too late, when interest had already cooled.

Most of the messages were generic, unrelated to what had been discussed. Responses didn't come, conversations cooled down, and the funnel stalled midway.

Simply following up wasn't enough. The right approach, at the right time, was missing.

  • Generic follow-upJust checking in to see if there's any news.
  • Seller's noteCall Carla. Was it this week or next week?
  • E-mailCommercial proposal: no response for 9 days.
  • Leads in negotiationNext contact
Illustrative scene: the follow-up before AI.

What we build

AI decides two things. The seller, the rest.

For each lead in KommoThe AI ​​decides when to send a command and what to say, within clear limits.

  1. Read the history.

    Interactions, stage in the funnel, the last message, and the time since the last contact.

    History in Kommo

  2. Choose the time

    Based on the request for a response, the stage of the process, the stated urgency, and when the lead typically replies.

    Right time

  3. Write the message

    Revisit what was discussed, the objection raised, and the purpose of the contact, in the tone of the conversation.

    Message with context

  4. The seller reviews

    The message can be reviewed before sending, and the intervals between contacts are respected.

    Human review

  5. Next step

    Those who responded go to the top of the day's ranking; those who didn't respond change cadence or are flagged.

    Adjusted cadence

How did we do it?

First, understand the follow-up. Then, configure the AI.

The project went through all three layers of our methodology and used two of the five engineering fronts of... Bytebio.

  1. Strategy

    Follow-up diagnosis

    We looked at how the team followed up on leads, at what stage they went cold, and what business rules the AI ​​needed to follow.

  2. Engineering

    CRM and AI working together

    AI has entered Kommo and proceeded to read the history of each lead.

  3. Operation

    Limits and adjustments

    What the AI ​​can say and the intervals between messages are configured and monitored.

What has changed

Five follow-up questions, then and now.

  • When should I send the follow-up?

    Previously, each salesperson followed their own logic: too early or too late.

    AgoraThe AI ​​chooses based on history: the request for a response, the stage of the lead's behavior, and when the lead typically replies.

  • What to write?

    Previously, "Just checking in to see if there's any news."

    AgoraA message that recaps what was discussed, the objection raised, and the next step.

  • Who remembers each lead?

    Before, the seller's memory was key, and some were left behind.

    AgoraThe system alerts and suggests action; those who do not respond change pace or are flagged.

  • Where does the salesperson's time go?

    Previously , in repetitive messages.

    AgoraIn closing conversations: the day begins with the leads that responded.

  • Does the team follow the same pattern?

    Before, each one in their own way.

    AgoraA common cadence pattern, with room for each salesperson's individual style.

  • New questionWhich follow-up strategy works best?

    AgoraThe dashboards show the response by type of follow-up, the time of day with the most engagement, and conversion by cadence.

AI with limitations

The AI ​​writes. The seller decides.

The rule applies to every message.

  • Don't make things up.

    AI never creates information about a product or commercial conditions.

  • Respect the break.

    The configured intervals between messages are followed, without interruption.

  • Review before shipping

    The seller can review and adjust each message before it goes out.

That's why this case has no names or numbers.

We protect client privacy, response and conversion rates, costs, and deadlines. Those who hire us expect the same level of care.

For whom it makes sense

When is it worth it, and when is it not yet the right time?

It makes sense when

  • The sales cycle requires several follow-ups before closing.
  • The volume of leads is high enough that manual follow-up is becoming a bottleneck.
  • The team needs consistency without losing personalization.

It's not a priority yet when

  • The volume of leads is low.
  • The sale is short and transactional.
  • There is no structured CRM to gather the information.

Possible next steps

What can be connected in the same structure?

Paths that the same follow-up leaves open.

  • After sales

    Follow-up after delivery, with feedback and opportunities for future sales.

  • Cold leads

    To reconnect with those who stopped working months ago due to their last demonstrated interest.

  • Meeting time

    Suggest available times directly in the follow-up message.

  • Tom, thank you for your receptiveness.

    Adjust the tone and frequency based on how the lead is responding.

Keep exploring

Solutions involved

See all cases

Read also

Do your leads disappear after the proposal?

We start by diagnosing the current follow-up and put together a short pilot program based on your team's rules.

  • Diagnosis before AI
  • ByteGPT e Kommo connected
  • Seller checks before sending
Let's talk about my follow-up. The conversation opens on WhatsApp, with a specialist from... Bytebio.
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