1
A follow-up trigger happens
The automation starts from a schedule, CRM update, overdue task, quote, proposal, renewal, invoice, inactive thread, or client handoff.
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Theo — Follow-Up Agent
Theo finds the conversations going cold, drafts the next move, and logs the result. Your team approves. Fewer deals disappear.
Patient. Persistent. Never pushy. He remembers everything and follows up at exactly the right moment every time.
How It Works
Theo helps your team make sure important business conversations do not go cold. It reviews the right records on a schedule or after a trigger, finds follow-ups that are due, checks your rules, prepares a draft or task, sends the right person a review notice, updates your tracking system, and records what happened.
It does not send follow-up messages on its own unless you have approved that setup in writing. Your team stays in control.
2
The record is prepared for review
The system reads the client, contact, owner, status, last activity date, due date, follow-up reason, and related CRM or billing details.
3
Your business rules are checked
The system checks your cadence rules, owner rules, business hours, suppression list, opt-out list, cooldown rules, max sequence limits, and approval rules.
4
Eligibility is decided
The system decides whether the follow-up is allowed, skipped, delayed, escalated, or sent to human review.
5
The follow-up type is chosen
The record is placed into one clear type, such as quote follow-up, proposal follow-up, invoice follow-up, renewal follow-up, stalled deal recovery, client handoff follow-up, onboarding reminder, or no follow-up allowed.
6
A draft is prepared when your rules call for one
If the record requires a message, the system prepares a draft using your approved tone, facts, and follow-up rules. Your team reviews and edits the draft before sending.
7
The right person is notified
The assigned owner receives a review message in your chosen channel. The message includes the follow-up reason, recipient, priority, draft, and recommended next step.
8
Your tracking system is updated
The system creates the agreed record in your CRM, sheet, database, or task system. This may be a note, task, log row, next follow-up date, sequence step, or status update.
9
The next step is scheduled
The system records the next approved follow-up date or marks the record as skipped, pending approval, completed, or needs review.
10
The run is logged
Every follow-up gets a tracking ID. The system records the follow-up type, owner, recipient, eligibility decision, draft status, approval status, next step, tracking records created, and final result.
What Your Team Controls
- Which records are checked
- Which follow-ups are allowed
- Who owns each follow-up
- Which recipients are suppressed or opted out
- How often follow-ups happen
- Which drafts require review
- Which messages are skipped
- Whether automatic sending is ever allowed
What We Need From You
- Your CRM or tracking system
- Your email system
- Your review channel
- Your logging destination
- Your follow-up cadence rules
- Your team owner list
- Your suppression and opt-out sources
- Your approved response tone
- Your business hours
- Your escalation rules
Safety Rules
By default, Theo — Follow-Up Agent does not:
- Send messages without approval
- Contact opted-out people
- Contact suppressed people or domains
- Send inside a cooldown window
- Send duplicate follow-ups
- Invent pricing, discounts, deadlines, or contract terms
- Ignore recent replies
- Take action without logging it
The Result
Your team gets a clear system for follow-up. Quotes, proposals, renewals, invoices, and client handoffs are checked, routed, drafted, scheduled, and logged the same way every time. Your people still make the final call, but fewer opportunities slip through the cracks.