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Warm Lead Follow-Up Pipeline

Watches for emails you send, drafts follow-ups on schedule, and stops the moment someone replies — so no warm lead ever goes cold by accident.

WHAT YOU GET

Follow-ups that happen themselves.

• Warm leads stay warm — follow-ups draft on schedule without you having to remember
• Every draft lands in Gmail for your review before anything sends
• The sequence stops automatically the moment someone replies — no awkward double-outreach

THE PROCESS

Three workflows, one complete system.

1. You send the first email

   Add the contact to the Warm Leads sheet with Status = New. The pipeline takes it from there.

2. Sent Watcher detects it

   Every 2 hours, the pipeline checks Gmail Sent for emails to leads on your list. When it finds one, it marks the lead as Contacted and sets a follow-up date 3 days out.

3. Follow-up drafts itself

   On the due date, an AI reads your conversation notes and writes a short, personal follow-up. It lands in Gmail as a draft — you review it, then decide whether to send.

4. Second follow-up if needed

   No response after 4 more days? A second follow-up drafts automatically. After that, the lead is marked Dead — no further contact.

5. Reply stops everything

   The moment someone from that company replies, the Reply Watcher detects it and stops all follow-up sequences for every contact at that company — instantly.

UNDER THE HOOD

Built in n8n.

Workflow 1 — Sent Watcher

Workflow 2 — Follow-Up Drafter

Workflow 3 — Reply Watcher

Built in n8n with Gmail, Google Sheets, and Claude Haiku