Generate follow-ups Claude actually nails

What you will learn

SalesBob's AI Sales Assistant uses Claude to write personalized follow-up messages for both pipeline deals and general customer check-ins. You configure tone, channel, and language; SalesBob assembles the full context (line items, last 5 interactions, trade show, lead source, optional booking link); Claude writes the message; you review, edit, and send. This guide walks you through both admin setup and day-to-day usage.

• Configure per-stage follow-up settings as an admin
• Trigger a follow-up from any open deal
• Pick channel, tone, formality, and language
• Add custom notes and a booking link before generating

⏱ Reading time: 9 minutes

Stage follow-ups define what tone Claude uses for each step and when to escalate. Admins set this up once per pipeline stage; sales reps then trigger follow-ups from any deal in that stage.

1. 1 Go to Settings → Deal Follow-ups
2. 2 Pick a pipeline stage and toggle "Enable follow-ups"
3. 3 Set step 1, 2, and 3 trigger thresholds (idle days before each step is suggested)
4. 4 Choose a default tone per step — for example: friendly → value → final
5. 5 Optionally write a stage-specific system prompt to steer Claude (e.g. "Always mention our 30-day free trial")

Once a stage has follow-up settings, every deal in that stage gets a "Follow up" action in the sidebar.

1. 1 Open any open deal in a stage with follow-ups configured
2. 2 Click the "Follow up" button in the deal sidebar
3. 3 SalesBob shows which steps have already been sent and which is next
4. 4 Pick the next available step (1, 2, or 3)

Each follow-up message is shaped by these four dimensions. Claude follows them strictly.

1. 1 Channel: Email (HTML body, full subject line), LinkedIn (2-3 sentences), WhatsApp (1-2 sentences), Slack (light formatting), or generic plain text
2. 2 Tone: friendly, professional, curious, value, urgency, helpful, or final — defaults from stage settings, but always overridable
3. 3 Formality: formal (Sie / Dear Mr.) or informal (Du / first name)
4. 4 Language: auto-detected from customer country, or override (English / German)

Two optional inputs give Claude extra context for THIS specific message.

1. 1 "Custom notes" is a 500-character free-text field — e.g. "Reference the pricing question from yesterday's call"
2. 2 If a colleague met the contact, mention them by name — Claude writes from your perspective but credits the colleague naturally
3. 3 Toggle "Include booking link" to insert your calendar booking URL (requires an active event type)
4. 4 For first contact (no prior interactions), Claude automatically avoids referencing past conversations

Claude composes the message from all assembled context. You stay in control of what actually goes out.

1. 1 Click "Generate" — Claude writes subject (email only) and body using your full deal context
2. 2 Edit the generated text directly in the preview pane if you want a different angle
3. 3 Email channel: send directly. Other channels: copy the text into your tool of choice
4. 4 Click "Mark as sent" to log the touchpoint as an interaction with a follow-up marker — this prevents re-sending the same step