Client eager to resolve repeated business challenges related to their Sales operations - when hundreds of potential prospects just quietly drown and disappear within their CRM, just because nobody follows up leads at the right time. Missed follow-ups for them means lost opportunities. And they were looking for a qualified team to help them resolve this business issue, as the Client's internal engineering team was focused on product features development, on the one hand. They had no time for a lengthy hiring process. On the other hand, a smart cost budget allocation for software development was required, as hiring new engineers locally would significantly increase payroll and related financial overheads.
AI Assistants for Automating Follow-Ups Workflow
and enhance 3x+ qualified lead pipeline
Country:
United Kingdom
Whether you're modernizing existing operations or building something entirely new, Clover Dynamics gives you the AI-native engineering support needed to move faster, automate deeper and stay ahead
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The Challenge
Accelerate ahead of competitors with machine customer capabilities, agentic commerce and AI-native systems built from the ground up for autonomy and scale
The Solution
Listen carefully to the Client's request Clover Dynamics made 2 steps to meet the request most effectively. We started with the 2-week Discovery phase, applying our AgilePuls methodology to ensure clear and effective collaboration between Clover Dynamic and the Client team from the very beginning to meet business goals within the expected deadline and make Sales efforts more effective for the company. We started learning what the Lead journey looks like, how SDRs internally handle leads from first touch through long-term strategy follow-up, and on which stages they miss the follow-up procedure, and why.
During the Discovery phase, we meticulously mapped out the manual Lead journey to identify bottlenecks. We discovered a specific, high-effort manual workflow that was most prone to human error and "lead drowning." This flow became the primary candidate for automation:
The Identified Manual Flow:
- The SDR identifies a lead in the CRM who hasn't been contacted for a long period (e.g., 6–12 months).
- The SDR manually reads through the entire previous email history and meeting notes to understand the past context.
- Deciding on the best "re-activation" angle based on that history.
- Manually writing a personalized follow-up text.
- Sending the email via a mail client.
- Switching back to the CRM to copy-paste the sent text into the lead's activity log.
- Manually set a new task or reminder for the next follow-up date.
All gathered information and this identified flow were transformed into a detailed and clear SRS.
Based on the Discovery phase, the AI-driven CRM Follow-up Agent was designed and developed then. AI CRM Agent gathers leads from various sources (Website, Marketplace, Email, LinkedIn) into 1 PipeDrive CRM, analyzes communication history, detects follow-up needs, and schedules the next one to send. The Agent creates a follow-up draft and manually or automatically (where allowed) - sends it to the lead, and saves the logs and results back in the CRM.
The features
An AI assistant that creates an Automated reply to a Client request
A Service that connects Bluedot Meeting Notes with Lead in PipeDrive
An AI assistant that creates and writes follow-up emails to Leads
AI automatically creates tasks or notifications at the right time
The result
- 01
The ready-to-use AI follow-up agent The AI reads Lead context in CRM: every email thread, call summary, and meeting note. It uses natural language understanding to identify intent, deadlines, or signals like “let’s talk next week” or “waiting for budget approval.” AI Agent drafts the follow-up messages itself. Automatically creates tasks or notifications at the right time in CRM. It schedules a gentle reminder. It sends draft emails for approval and, when rules allow, executes them automatically - all while logging everything back into the CRM.
- 02
Decrease up to 0% of missed follow-up in CRM Automatically created Follow-up notifications in the CRM, ready-to-send follow-ups, and automated follow-up delivery allow SDRs to forget about missed follow-ups.
- 03
Sales team now focused on Warm / Active Leads in Pipeline This allows sales representatives to focus exclusively on hot opportunities, while the colder or less active leads — which are often significantly more numerous — can be assigned to an AI agent that handles the entire workflow autonomously.
- 04
Increased 1.5x conversion response rate. After the incorporation of the AI follow-up Agent, the Client noticed the Reply rate increased up to 1.5x during the first 3 months.
- 05
Reduce the number of SDRs from 4 people to 2. The AI Agent’s ability to autonomously manage "cold" leads and administrative tasks allowed the client to reduce their SDR team from 4 to 2 people. The remaining team members shifted their focus from manual data entry to high-value closing activities, maintaining a leaner, more efficient sales operation without losing lead coverage.
- 06
Saved USD for Sales activity annually. The implementation resulted in significant annual cost savings by eliminating the payroll and overhead costs associated with two full-time SDR roles, totaling an estimated over $110,000 per year. Additionally, by choosing an outsourced AI development partner over local hiring, the client avoided expensive recruitment and HR fees and internal engineering overhead, while simultaneously recapturing revenue previously lost to missed opportunities.
Full case study
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