A droid that works the middle of the funnel every morning: it sweeps the CRM for deals drifting without a next step, drafts the follow-up each one needs, nudges the rep who owns it, and flags only the deals that are genuinely slipping — so the forecast reflects reality instead of wishful thinking.
Does
Sweeps the pipeline, drafts the nudges
Where
B2B SaaS, ~20-person sales team
Reaches people on
Slack, email
Works inside
HubSpot, Gmail
Runs
Every morning + on stage changes
01The situation
Deals don't die, they drift, quietly, until the forecast lies.
Deals didn’t die loudly — they drifted. A demo went well, a next step never got set, and three weeks later the deal was cold and nobody had noticed. Reps meant to follow up, but the ones who slipped were exactly the ones that fell through the cracks of a busy week.
The manager found out at forecast time, when “commit” deals turned out to have no activity in a month. Keeping the CRM honest — a next step on every deal, a nudge when one goes quiet — was the discipline everyone agreed mattered and nobody had time to maintain.
02How it works
How the droid took it on.
Rather than nag reps to keep the CRM tidy, the team handed the discipline over. Every morning the droid sweeps the pipeline, drafts the nudge each drifting deal needs, and flags only the deals genuinely stalling.
TASK#188Pipeline hygienestanding
trigger
Every weekday at 8:00am, a full pipeline sweep
also
Any deal stage change, plus reps' chase requests
scope
Every open deal in the CRM
runs as
A contained droid action per sweep, change, or request
memory
Per-deal history and each rep's follow-up style
Set up once, in plain language: “every morning, find the deals drifting without a next step, draft the nudge each one needs, and only pull me in when a deal's actually stalling.” The droid turned that into a standing job, the CRM discipline a busy team never keeps up by hand.
FIG. 1The durable task, exactly as it exists in the runtime.
Every morning trips the same loop:
01Sweep fires8:00am, daily
02Droid wakesJust for the sweep
03Reads deals + last touchCRM + email + calendar
04Finds the driftersNo next step or past due
05Drafts the nudgeTailored, queued for the rep
06Slipping?Drifting → nudge the rep · Quiet on request → re-engage · Stalling → flag the manager
07Posts to #salesMorning pipeline digest
…then the next run picks it up, two hours later.
FIG. 2The loop each run walks.
03Ongoing handling
How it ran, deal after deal.
Here’s a morning sweep as it actually unfolded, deal by deal, down to how it reached for each app. Only the one stalling deal made it to the manager.
8:00amsweep
Swept 47 open deals and found 9 drifting without a next step, then drafted a tailored nudge for each.
8:20amstage change · Globex
A deal moved to “proposal sent”, so it queued the 3-day follow-up and set the next step.
8:25amhousekeeping
Closed out 3 long-dead deals as lost so they stopped inflating the forecast.
8:35amrequest · Acme
On a rep's ask, drafted a re-engage that answered the open pricing question and offered times.
8:48amslipping · Big Coescalated
A $120k deal past its close date with no activity, escalated to the manager with the history.
8:55ampipeline digest
The sweep reconciled: 9 nudged, 1 re-engaged, 3 closed out, 1 escalated. Every open deal has a next step.
The sweep, the stage changes, and a rep's request land on the left. Watch the droid pick up each one and work it across the CRM, inbox and calendar, pulling in a human only for the deal that's actually slipping.
The result
What changed, by the numbers.
Swept before standupopen deals checked for a real next step each morning
Follow-ups queuednudges drafted as deals go quiet
~1 in 20deals that needed the manager, with the rest nudged
Honest forecastthe pipeline reflects reality, not hope
An illustrative workflow built from real product mechanics. The connected apps, the schedules and the run handling are how a droid actually works; the companies, the people and the figures are composites rather than a customer's numbers.
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Run this workflow yourself.
Copy the brief below and paste it into Unify. It’ll walk you through the prerequisites, connect what it needs, and stand the workflow up with you.
Workflow brief
I run sales at a B2B SaaS company, and deals don't die loudly, they drift. A demo goes well, no next step gets set, and three weeks later it's cold and nobody noticed. Reps mean to follow up, but the ones that slip are the ones that fall through a busy week, and I only find out at forecast time when 'commit' deals turn out to have no activity in a month.
Own pipeline hygiene. Apps/channels: HubSpot (deals, stages, next steps, activity), Gmail (drafting follow-ups), Google Calendar (last-meeting context), Slack #sales (the morning digest and manager escalations).
Run a full sweep every weekday morning, react to deal stage changes, and handle reps' chase requests. On each sweep:
1. Pull every open deal and check for a real next step and recent activity.
2. For the ones drifting, meaning no next step or a follow-up date that's passed, read the last email and meeting to see where they stand.
3. Draft a follow-up tailored to where each stalled, and set a clear next step and date on the deal.
4. Post a pipeline digest to #sales.
Apply stage playbooks (e.g. follow up three days after a proposal is sent), and when a rep asks, re-engage a specific deal with a tailored note. Use judgment on escalation: nudge the rep for normal drift, but when a sizeable deal is past its close date with no activity and ignored nudges, flag the manager with the full history. Remember each deal's history and how each rep likes to follow up.
