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Proposal Follow-Up Pipeline

Example prompt: "I keep a 'Proposals Sent' tab in our pipeline Google Sheet with the client name, the project, the proposal date, and the last contact date. Each weekday morning at 9am, for each open row, check Gmail for a reply from that contact. If no reply has come and it has been 3, 7, or 14 days since we last contacted them, draft a follow-up email matching the stage — a short nudge at day 3, a value-add note at day 7 that references something from the proposal, and a polite 'closing the loop' note at day 14. Save the drafts in Gmail but don't send them, and post the list of draft links in #sales on Slack."

The Problem

Most proposal work is won in the follow-up, not the first send. A surprising share of quiet proposals close after a polite nudge, but writing those nudges is exactly the job that falls off the list when the calendar fills up. Without a system, follow-ups arrive erratically — too aggressive for one prospect, forgotten entirely for another. A gentle, consistent cadence is what keeps the pipeline alive, and it is the first thing to slip when we are busy doing the client work we already won.

How GloriaMundo Solves It

We build a scheduled workflow that runs every weekday morning. An integration step reads the 'Proposals Sent' tab in Google Sheets. For each open row, an integration step checks Gmail for any reply from that contact since the last-contact date. A conditional step decides whether the proposal is at the 3, 7, or 14-day mark and skips anything that doesn't need a nudge. An LLM step drafts a follow-up in the right register for the stage — short and light at day 3, a value-add referencing the proposal's details at day 7, a respectful "closing the loop" note at day 14. An integration step saves each draft in Gmail but does not send it. A final integration step posts all the draft links in Slack for a quick morning review.

Example Workflow Steps

  1. Trigger (scheduled): Every weekday at 9am.
  2. Step 1 (integration): Read the 'Proposals Sent' tab from Google Sheets.
  3. Step 2 (integration): For each open row, check Gmail for a reply from that contact since the last-contact date.
  4. Step 3 (conditional): Skip any proposal that has already had a reply. For the rest, branch on whether it has been 3, 7, or 14 days since the last contact.
  5. Step 4 (llm): Draft a follow-up email in the matching register — light nudge, value-add, or closing-the-loop — using the proposal's project name and any notes from the sheet.
  6. Step 5 (integration): Save each follow-up as a draft in Gmail.
  7. Step 6 (integration): Post one Slack message in #sales listing every draft with a link and the stage it's at.
  8. Step 7 (integration): Update the 'Proposals Sent' tab with the date the follow-up was drafted.

Integrations Used

  • Google Sheets — holds the outstanding proposals and tracks follow-up history
  • Gmail — checks for replies and stores the drafted follow-up emails
  • Slack — posts the morning review list for the sales lead

Who This Is For

Agency sales leads, business-development freelancers, and studio owners who send enough proposals that a handful are always sitting unanswered, and who want a reliable follow-up cadence without it feeling robotic.

Time & Cost Saved

For a pipeline with 10-15 open proposals, keeping up with follow-ups manually means remembering to check every morning, looking up each thread, and writing a fresh note — easily 30-45 minutes a day when done properly, and more often simply skipped. This workflow reduces it to a 5-minute morning review of the drafts. The real saving is the proposals that close because the follow-up actually went out.