Day 9: AI sales assistant – follow-ups, scheduling, deal tracking

🔗 Knowledge graph – how Day 9 connects to every previous day

Day 1

Prompts for follow-up emails, meeting confirmations, deal stage updates.

Day 2

Zapier logic – simple triggers for new leads (we'll use Make, but concept same).

Day 3

Make multi-step – routers, iterators for sequences, error handling.

Day 4

OpenAI API – generate personalised follow-ups, confirmations.

Day 5

Lead qualifier – we use Day 8's enhanced version as input.

Day 6

Sales use cases – follow-up sequences are a top request.

Day 7

3 builds – you practiced similar flows.

Day 8

Lead qualifier – this system takes qualified leads and nurtures them.

Shared link: Day 8's qualified lead (with score, language, BANT) becomes the input for Day 9's sales assistant. Together they form a complete "lead-to-deal" pipeline.

🦾 What is an AI sales assistant?

📌 Your 24/7 sales development rep

An AI sales assistant automatically nurtures leads after initial qualification. It sends follow-up emails, answers questions, schedules meetings, and updates deal stages in your CRM – all without human intervention until a meeting is booked.

Analogy: Think of it as a junior SDR who works for free, never sleeps, and gets better with every lead. Day 8 qualified the lead; Day 9 takes over to convert them.

🏗️ System architecture – from qualification to meeting

1. Input

Qualified lead from Day 8 (HubSpot / Sheet)

2. Router

Hot / Warm / Cold – different sequences

3. Follow-up sequence

Day 1 / 3 / 7 emails (AI-generated)

4. Calendly

Meeting link when lead engages

5. Deal stage

Update CRM (HubSpot deal)

6. Human alert

Slack when meeting booked

⚙️ Build the AI sales assistant (Make.com)

Trigger: New qualified lead (from Day 8)

Two options:

HubSpot trigger: "Contact created" with lead score property.
Google Sheets trigger: New row (if using sheet as bridge).

Connection to Day 8: We use the same HubSpot contact with custom properties (lead_score, bant_need, language).

Router by lead score

Use values from Day 8:

Hot (≥15): Short sequence (1-2 days) + Calendly link immediately.
Warm (8-14): Longer nurturing sequence (5-7 days).
Cold (≤7): Add to newsletter list (no active sequence).

Follow-up sequence logic

Use Make's Repeater or multiple modules with delays:

Day 1: AI-generated intro email (personalised with BANT data).
Day 3: Follow-up with case study (AI selects based on industry).
Day 7: Final "break-up" email with Calendly link.

Day 1 skill: Prompts for each email type.

AI email generator (with language support)

OpenAI call for each email (reusing Day 4 & Day 8 language detection):

{
  "messages": [
    {"role": "system", "content": "Write a follow-up email in {{language}} to a lead. They need help with {{bant_need}}. Be helpful, not pushy. Include a question to engage. Sign as 'Alex'."},
    {"role": "user", "content": "Lead details: budget {{bant_budget}}, authority {{bant_authority}}."}
  ]
}
                        

Track engagement (opens/clicks)

Use Gmail tracker or HubSpot email to detect if lead opened. If opened, move to "engaged" path and send Calendly link.

This makes the system responsive, not spammy.

Calendly integration

When lead engages or requests a meeting:

Use Calendly – Create invitation module (or send link).
Update HubSpot deal stage to "Meeting Scheduled".
Send Slack notification to sales rep.

Update HubSpot deal stages

Throughout sequence, update the deal:

New lead → "Qualified" (from Day 8)
Email sent → "Contacted"
Engaged → "Meeting Ready"
Meeting booked → "Scheduled"

Use HubSpot – Update Deal module.

Stop sequences if lead replies

Add a Gmail – Watch replies or HubSpot – Email reply trigger to immediately stop the sequence and alert a human.

Critical for good customer experience.

📚 Prompt library – reuse Day 1 skills

Intro email

"Write a friendly intro email to {{first_name}} who asked about {{bant_need}}. Mention their budget {{bant_budget}} briefly. Ask one question."

Case study

"Based on {{bant_need}}, suggest a relevant case study from our clients. Keep it short."

Break-up email

"Write a polite final email suggesting a quick call if they're still interested. Include Calendly link."

Reply handler

"The lead replied: {{reply}}. Draft a helpful response or suggest a meeting if appropriate."

Shared link: These prompts build directly on Day 1's structure and Day 5's personalisation.

📄 Client documentation – AI sales assistant

🤝 AI Sales Assistant – System Overview

Input: Qualified leads from [HubSpot / website form] with BANT data.

Follow-up sequences: Hot: 3 emails over 5 days | Warm: 5 emails over 14 days

AI personalisation: Every email is generated uniquely based on lead's need, budget, language.

Meeting scheduling: Calendly link sent when lead engages. Deal stage updated in HubSpot.

Human handoff: Slack alert on meeting booked + if lead replies.

Reporting: Google Sheet dashboard with sequence stats.

Pricing: $1,200 setup + $200/mo maintenance

⚠️ Sales automation pitfalls to avoid

No stop condition: If lead replies, sequence must stop immediately.
Generic emails: Use BANT data to personalise – Day 1 prompts are critical.
Too many emails: Respect the prospect. 3-5 max.
Not updating CRM: Sales team needs visibility – always update deal stage.

Practice to mastery

1. Build a mini-sequence

Create a 2-email sequence for warm leads in Make. Use AI to generate emails. Test with a fake lead.

2. Add engagement tracking

Use Gmail's open tracking (or HubSpot) to move lead to "engaged" path.

3. Connect to Day 8

Take a qualified lead from your Day 8 system and feed it into this sequence.

📚 Resources

Day 9: You built a complete AI sales assistant

✔ Intelligent follow-up sequences based on lead score
✔ AI-generated emails in lead's language
✔ Calendly meeting scheduling
✔ HubSpot deal stage tracking
✔ Connected to Day 8 qualifier for end-to-end pipeline