Customer Follow-up Agent.
No customer falls through the cracks, because your Operator knows every one of them. It remembers your last conversation with each customer, notices the moment one goes quiet, drafts the right check-in, and queues it for your approval.
It knows your customers. No relationship left cold.
Sees every customer
Your Operator watches every account you have at once and tracks when each one was last contacted. You tell it how long is too long (14 days, 21 days, 30 days) and it flags anyone past that line. It never forgets who has gone quiet, and it skips anyone already reached this cycle.
Remembers the relationship
For each flagged customer, the Operator writes a short check-in from what it knows about them: their name, their company, your last conversation, what you sold them. Warm and direct, in your voice. No boilerplate "just checking in" copy. Every draft references something real.
Asks before it sends
Drafts land in your Gmail Drafts folder. Nothing reaches a customer without your approval. You review, adjust if needed, and click Send. The Operator then records that the customer was contacted, so it always knows where things stand.
Every Monday, queued and ready to send.
Your Operator surfaces the customers who have gone quiet, drafts a check-in tailored to your last conversation with each one, and puts it in Gmail drafts so you can review before anything ships.
Hi Sarah — hope the Q4 rollout we discussed back in September is landing well. Last we talked you were planning a phased launch starting with the Cincinnati site. How’s that going? Happy to jump on a quick call if anything has shifted or you want a second pair of eyes on the next phase.
What the Operator remembered: last email Sept 14, mentioned Cincinnati site, Q4 launch, BuildCorp account, 21 days since last reply.
6 more drafts to other customers past the 21-day mark. Open Gmail > Drafts to review and send.
It connects to everything you already use.
The Operator reads your customer list and last-contact dates here, and records each contact back after you send.
The Operator drafts a check-in for each overdue customer. Nothing sends without your explicit approval.
Optional. The Operator posts a summary of who has gone quiet to a Slack channel so your team knows who to prioritize.
The Operator runs on the schedule you set and never has an off day. A weekly Monday morning sweep works well for most service businesses.
Teach your Operator your follow-up.
Every Monday morning at 8am, read my Google Sheet called "Customers". Column A is customer name, column B is company, column C is email, column D is last contact date, column E is any notes. Flag anyone whose last contact date is more than 21 days ago. For each flagged customer, write a short warm check-in email that references their name and any notes about them. Create a Gmail draft for each one so I can review and send. After creating the draft, update column D to today's date.
Common questions.
How does it pick which customers to follow up with?
Your Operator watches every customer at once. By default it flags anyone you haven’t contacted in more than 21 days, and you can tell it to use any threshold you want. It never loses track of who has gone quiet.
What context does the draft use?
The Operator remembers your full history with each customer. It pulls in your last conversation, what you sold them, and any notes you have, then writes a check-in that sounds like you wrote it. No generic “hope you’re well” openers.
Does it auto-send?
No. Anything that touches a customer waits for you. Drafts go to Gmail, you review and send, and the Operator records that the customer was contacted so it never double-messages anyone.
Best tier?
Covered by Hapex Pro at $79/month, which gives your Operator the reasoning headroom to draft customer outreach that sounds like you. See pricing for the full table.
Will it pull from a CRM instead of a sheet?
Yes. Connect HubSpot or any CRM and the Operator reads your customers from there. It connects to all your tools and sees every account at once, so it works from wherever your customer data already lives.
Still unsure if this fits? Read the docs or meet your Operator and tell it how you work. It costs nothing until you activate.
Your new best employee already knows your customers.
Put your Operator on customer follow-up today. Live in under an hour.