Stale deal follow-up task agent
Sales reps update deal notes and move on. Follow-up tasks are created inconsistently. The owner discovers stale deals during the weekly pipeline review.
Follow-up tasks appear in HubSpot each morning with owner, due date, and rationale. Owners receive Slack alerts for high-value stale deals or multiple deals from the same rep needing action. A daily dashboard row summarizes stuck deals by owner and stage.
Proposals sit untouched while you wait for the weekly pipeline review.
A sales rep closes a call, updates a few notes in HubSpot, then moves on to the next prospect.
Reps update notes and move on; follow-up tasks are manual and sporadic.
The owner only notices stale deals during the scheduled pipeline review, not when they happen.
Proposals, pending decisions, and waiting-on-client deals lack a clear next step in the CRM.
Why this is worth automating
The agent drafts follow-up tasks based on deal history and transcript context, not manual rep memory.
Slack notification for high-value stale deals or multiple deals from the same rep needing action, not a weekly review surprise.
Each task includes a short reason and suggested message angle, so reps know why the task exists and what to do next.
The agent reads deal history, call transcripts, email replies, and proposal timestamps each morning. It classifies whether a deal has a clear next step or needs follow-up, drafts a CRM task with owner, due date, and rationale, and alerts the owner in Slack when high-value deals lack recent action. Tasks appear in HubSpot before the rep forgets. Owners see stale deals in Slack, not in a Friday meeting.
How the agent works
Each morning, the agent reads your open deals, classifies their status, and creates follow-up tasks with rationale and due dates. Owners receive Slack alerts for high-value stale deals.
Fetch deals from target stages, including deal stage, close date, amount, owner, and last activity date.
- HubSpot deal records
Retrieve latest call transcript or meeting summary, email replies, proposal sent timestamp, and current task list.
- HubSpot activities and tasks
- Call transcripts
- Email reply tracking
Determine whether the deal has a clear next step, needs follow-up, is waiting on the client, or has a rep-owned blocker.
- Deal history and activity analysis
Create a CRM task with owner, due date, short rationale, and suggested message angle for the rep.
- HubSpot task creation
Send a notification when a high-value deal is stale or when multiple deals from the same rep need action.
- Slack notifications
Write a daily summary row showing stuck deals by owner and stage.
- Pipeline dashboard
HubSpot deal records +
Deal stage, close date, amount, owner, and last activity date from open deals in target stages.
Call transcripts and meeting summaries +
Latest transcript or summary attached to the deal record.
Email replies and proposal timestamps +
Email reply tracking and proposal sent date to determine proposal status and customer response.
Current task list +
Existing tasks on the deal to avoid creating duplicate follow-ups.
Classify deal status +
Read deal history, transcript, and email replies to determine whether the deal has a clear next step, needs follow-up, is waiting on the client, or has a rep-owned blocker.
Draft follow-up task +
Create a task with owner, due date, short rationale, and suggested message angle based on deal context and classification.
Check for duplicates +
Create or update the task only when no equivalent task already exists.
Route alerts +
Flag high-value stale deals or multiple deals from the same rep for Slack notification.
Follow-up task in HubSpot +
CRM task with owner, due date, rationale, and suggested message angle ready for the rep to execute.
Slack alert +
Notification to the owner when a high-value deal is stale or when multiple deals from the same rep need action.
Pipeline dashboard row +
Daily summary showing stuck deals by owner and stage.
Optional email or SMS draft +
Suggested message for the sales rep to send to the customer, if applicable.
Is this for you?
- + Owner-led B2B services teams - Small sales teams where the owner reviews pipeline weekly and finds stale deals that should have been followed up on days earlier.
- + Home-service sales teams - Contractors, HVAC, plumbing, and other field-service companies with HubSpot or similar CRM and inconsistent follow-up discipline.
- + Agencies and service operators - Teams with deal stages, call transcripts, and email tracking in the CRM but manual task creation.
- + Teams with consistent CRM data entry - The agent works best when deal stages, activity timestamps, and notes are kept current.
- - Teams without call transcripts or meeting notes - The agent reads transcript context to classify stale status; if calls are not recorded or summarized, the classification is less accurate.
- - Teams with sporadic CRM usage - If deal stages, activities, and notes are not consistently updated, the agent cannot reliably detect stale deals.
- - Teams that need automatic customer outreach - This agent creates tasks for reps to execute and drafts optional messages; it does not send emails or SMS on its own.
- - High-volume transactional sales - The agent is designed for deal-by-deal follow-up, not for managing hundreds of leads per day.
Straightforward. No retainer. No surprises.
Scoped one-time build to integrate with your HubSpot instance, define deal stages and high-value thresholds, and set up Slack alerting. Usage is based on the number of deals reviewed and tasks created each run.
- Scoped build includes HubSpot integration, deal stage mapping, and Slack channel setup
- Usage cost depends on daily deal volume and task creation frequency
- Optional: custom classification rules or message templates can be added during scoping
Can this work with Salesforce or Pipedrive instead of HubSpot?
Yes. The agent reads deal records, activity history, call transcripts, and email replies from any CRM that exposes those fields and supports task creation. Salesforce, Pipedrive, Jobber, and ServiceTitan all work if they have deal stages, activity timestamps, and task APIs. The integration details change, but the workflow stays the same.
What if we don't have call transcripts recorded?
The agent can still classify deals using deal stage, last activity date, email replies, and proposal timestamps. Without transcripts, the classification is less precise—it relies on activity recency and email context instead of conversation intent. If your team records calls or meeting summaries, the agent's task drafting becomes more accurate.
Does the agent send emails or SMS to customers automatically?
No. The agent creates a follow-up task in your CRM and optionally drafts a suggested message for the sales rep to review and send. The rep controls whether and when the message goes out. This keeps the owner in the loop and prevents unwanted customer outreach.
How does the agent decide if a deal is stale?
The agent reads the deal stage, last activity date, call transcript or meeting summary, email replies, and proposal sent timestamp. It classifies whether the deal has a clear next step (e.g., waiting for a decision), needs follow-up (e.g., proposal sent but no reply), is waiting on the client, or has a rep-owned blocker. The exact thresholds are set during scoping based on your sales cycle and deal stages.
What happens if a task already exists for that deal?
The agent checks the current task list before creating a new one. If an equivalent task already exists, it updates the due date or rationale instead of creating a duplicate. This prevents task clutter and keeps the CRM clean.
When does the owner get a Slack alert?
The owner receives a Slack notification when a high-value deal (defined during scoping) has been stale for a set number of days, or when multiple deals from the same rep need follow-up action. This keeps the owner informed without flooding the channel with every task creation.
What CRM data has to be current for this to work?
Deal stages, last activity timestamps, and notes need to be kept up to date. If reps don't update the CRM consistently, the agent cannot reliably detect stale deals. Call transcripts and email replies should be attached or logged to the deal record. Teams with sporadic CRM usage will see less accurate results.
Can we customize the task template or message angles?
Yes. During scoping, you can define task templates, suggested message angles, and classification rules specific to your sales process. The agent learns your deal stages, typical follow-up patterns, and rep workflows so the tasks and drafts match your team's language and process.
Handles new inbound leads across channels and qualifies them. This agent focuses on follow-up for deals already in the pipeline, not new lead response.
Flags deals and accounts at risk of missing forecast or churning. This agent creates actionable follow-up tasks and alerts, not just risk reporting.
Ready to stop losing deals to inconsistent follow-up?
See how the agent reads your deal history, classifies stale status, and creates follow-up tasks with rationale and due dates. Owners get Slack alerts for high-value deals that need action.