For consultants and small businesses
Client follow up tracker
Every promise to get back to a client, on a date, with the history of what was said.
A client follow up tracker holds every promise to get back to a client: who, about what, and by when. In PrimeTask each follow-up is a task tied to the client and to the sale it moves along, with a reminder before it's due, the history of what was said, and Compass putting today's follow-ups first.
Updated · Checked with PrimeTask 1.0.5 · PrimeTask Team
PrimeTask
This setup needs a Pro licence.
How it fits together
Select a part, in the drawing or here, to see what it does and what it feeds.
What flows
When you last spoke
Activities to Clients
On their page
Follow-ups to Clients
The sale's next step
Follow-ups to Opportunities
Overdue first, then today
Follow-ups to Compass
Due soon, and overdue
Follow-ups to Dashboard
Every connection, in words
- Reminder is part of Follow-ups.
- Comments is part of Follow-ups.
- Activities is linked to Clients.
- Follow-ups is linked to Clients.
- Follow-ups is linked to Opportunities.
- Comments is linked to Opportunities.
- Follow-ups is linked to Compass.
- Follow-ups is linked to Dashboard.
- When you last spoke: Activities to Clients.
- On their page: Follow-ups to Clients.
- The sale's next step: Follow-ups to Opportunities.
- Overdue first, then today: Follow-ups to Compass.
- Due soon, and overdue: Follow-ups to Dashboard.
How the parts of a client follow up tracker connect, from each promise to the day it's due
The problem
Most follow-ups live in your head or in a sent folder. You meant to chase the proposal on Thursday, the client said to call back after the holidays, and nobody wrote either down.
The client doesn't notice a follow-up you make. They notice the one you don't. A follow-up tracker turns each promise into a date you can't miss.
What it uses
Five parts, one connected system
Each card opens its docs article in a new tab, for the detail behind the steps.
Contacts & Tasks
ProEach follow-up tied to the client it's for
Docs for Contacts & Tasks (opens in a new tab)Opportunities
ProFollow-ups tied to the sale they move along
Docs for Opportunities (opens in a new tab)Step 1
Put each client in PrimeCRM
Contacts and companies (opens in a new tab)Open PrimeCRM and add each client and prospect as a contact, with their company. Log every call and meeting as it happens with Log Activity on the client's page, so you always know when you last spoke.
Step 2
Turn each promise into a follow-up
Contacts and tasks (opens in a new tab)Whenever you say you'll get back to someone, add it with Quick Add, such as Send the revised quote &dana friday. The & ties it to the client, so it shows on their page as well as in your tasks.
Step 3
Add a reminder before it's due
Task reminders (opens in a new tab)Add remind:9am to the line and the follow-up nudges you at nine on the day. For a call-back months away, open the task's reminder and choose Remind me in, with no due date needed.
Step 4
Tie follow-ups to the sale
Opportunities (opens in a new tab)If the client has a sale in progress, add the follow-up in the sale's Next steps on the Opportunities board. The board then shows each sale's next action.
Filter the board to sales with nothing scheduled, and every deal without a follow-up shows up.
Step 5
Keep what was said on the follow-up
Task comments (opens in a new tab)After the call or email, write what was agreed in the follow-up's comments, marked as a Call or an Email. Type @ and pick the sale to tie the thread to it.
Important. Pick the name from the list. A name typed by hand looks the same but links to nothing.
Step 6
Start each day with Compass
How Compass picks tasks (opens in a new tab)Press Cmd + J (Ctrl + J on Windows). Overdue follow-ups come first, then today's, each with the reason it's there. Work down the list before anything else.
The checklist
The whole list
When to follow up, and what to say. Adjust the timing to how your clients work.
| When | Follow up | What to say |
|---|---|---|
| After a first meeting | Within a day | Thank them, recap what you heard, and name the next step and its date |
| After sending a proposal | In three to five days | Ask whether they've read it, and offer a short call to go through it |
| When a client goes quiet | After two weeks | One short message with a reason to reply, such as a question or a date |
| After delivering the work | A week later | Check it's working as they hoped, and ask what comes next |
| Clients you want to keep | Every one to three months | Something useful to them, such as an idea, an article or a quick check-in |
Variations
Make it yours
Four ways to change the setup to fit how you work.
Your wording, saved
A Monday review
Clients who are also friends
Your Dashboard
Reuse
Save it for next time
Set it up once, and start the next one from it.
Follow-ups you make every time
save:quote Follow up on the quote in 4 days remind:9am, then type /quote and add the client with &.Questions
Common questions
It depends on where you are with them: within a day after a first meeting, three to five days after a proposal, and every one to three months with clients you want to keep. The table above is a starting point.
No. It tells you who to follow up with and when, and keeps the history of what was said. You send the message from your own email.
For sales in progress, yes: filter the Opportunities board to sales with nothing scheduled, and each one without a next step shows up.
Yes. PrimeCRM, with contacts, activities and Opportunities, is part of Pro. The free trial includes it, so you can set this up before you buy.
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The free trial runs for 14 days and includes Pro.