Email follow up for sales teams that never lets a deal go quiet
InboxManager handles email follow up for sales leads and account managers inside Gmail and Outlook. It tracks every thread where a prospect owes you an answer, nudges you after the number of days you choose and prepares a follow-up draft in your voice. You read it, adjust it and send it. Deals stop going quiet because someone forgot to write back.
A sales lead's inbox on a normal Monday
A sales lead runs thirty to eighty live threads at once. Some prospects are waiting for a proposal, some owe you a signed order form, and some went silent after a good call. On top of that come internal requests from finance about discounts, product questions you forward to engineering, renewal notices and a steady stream of vendor pitches. The CRM shows the pipeline, but the real conversation lives in email, and email has no memory of who owes whom a reply.
Why follow-ups slip in sales
- 01 Unanswered proposals sink below newer mail, and you notice a week later when the buyer has picked someone else.
- 02 Writing the third polite follow-up for the same deal takes longer than it should, so it gets postponed.
- 03 Long threads with a buyer, their procurement team and their lawyer are hard to catch up on before a call.
- 04 Hot replies from prospects sit next to newsletters and cold pitches in one flat list.
- 05 When a teammate covers your accounts during a holiday, nobody knows which threads are waiting.
How InboxManager keeps your follow-ups moving, step by step
Picture a quarter-end week. You connect your Gmail with OAuth and set your follow-up rule to three business days.
- 01 Monday 08:00. Your daily briefing lists eleven threads in Waiting. Three of them passed the three-day mark over the weekend, each with a short summary of where the deal stands.
- 02 Monday 08:05. For a proposal sent last Wednesday to a logistics buyer, InboxManager has prepared a follow-up draft that references the pricing option they asked about. You add one line about the delivery date and send it from Gmail.
- 03 Monday 10:30. The buyer replies. The thread leaves Waiting and moves to Needs reply with a fresh draft that answers their question about payment terms.
- 04 Tuesday 14:00. A prospect's procurement team sends a twenty-message thread with legal comments. The three-line summary shows the decision on liability caps, the open ask for a security questionnaire and the Thursday deadline.
- 05 Thursday 09:00. A renewal for an existing account has had no reply for five days. Your rule says "Renewals with no reply after five days remind me and draft a short check-in," so the draft is ready.
Features sales teams rely on
- Email follow up reminder tracks every sent message that is waiting on a reply, nudges you after the number of days you set and suggests a follow-up draft. A thread leaves Waiting the moment the other side answers.
- AI email response generator writes replies and follow-ups in your voice, learned from your sent mail. Drafts go to your Drafts folder, and there is no auto-send setting, so a prospect never receives anything you did not approve.
- AI email summarizer shows the decisions, asks and deadlines from long threads before your next call.
- AI email organizer puts prospect replies into Important or Needs reply and moves vendor pitches to Spam and cold pitches.
- Shared inbox software gives a team one shared sales@ inbox with assignment and collision detection, so two reps never answer the same lead.
Rules that match how you sell
"Replies from domains in my open deals go to Important." "Proposals I send get tracked, remind me after three business days." "Pricing questions get a draft that uses our current price list language." Rules are written in plain English and apply to every new message.
Which plan usually fits a sales team
A single account executive or sales lead usually starts on Starter: one owner and one assistant, two mailboxes, 6,000 emails triaged, 600 AI reply drafts and 400 thread summaries per month. For one rep, that works out to 288 USD for a full year of pipeline follow-ups, or 49 USD per month if you would rather not commit.
A small sales team usually picks Plus. It covers up to five people and ten mailboxes, 20,000 emails triaged, 2,000 drafts and 900 summaries per month, and two shared inboxes such as sales@ and partners@. Plus costs 74 USD per month billed yearly (888 USD per year) or 149 USD month to month. Larger teams with up to twenty-five people move to Pro, with 6,500 drafts per month and ten shared inboxes.
Limits count what you use in each billing period and are visible in the app. Deleting a draft does not return it to your allowance, and there is no unlimited plan. See all limits on the InboxManager pricing page.
Follow-up writing that sounds like a person
A good follow-up is short, specific and easy to answer. Read our guide to the no response email reminder for wording that works, and see how the Gmail AI assistant fits into a rep's daily routine.
Sales questions about email follow up
Does InboxManager send follow-ups automatically?
No. It reminds you and prepares a follow-up draft in your Drafts folder. There is no auto-send setting, so you decide what each prospect receives and when.
Does it replace my CRM?
No. InboxManager works on the email side: it tracks who owes a reply, writes drafts and sums up threads. Your CRM stays your record of the pipeline.
Can I choose different follow-up timing for different deals?
Yes. You set a default number of days and can add rules for specific situations, such as two days for proposals and five days for renewals.
What happens when a teammate covers my accounts?
On Plus and above you can share a team inbox or delegate access with permissions, so the teammate sees the Waiting threads and the prepared drafts.