How to Automate Client Follow-Ups With Crush AI (2026)

Go to Crush AI and create your free account — no credit card required. Verify your email and complete the onboarding questionnaire. You'll be asked for five things: your name, business type, how many clients you manage, your primary communication channel (email or LinkedIn), and your biggest client management challenge.

The onboarding takes about 2 minutes. Crush uses your answers to pre-configure your dashboard and suggest workflows. If you manage fewer than 50 clients, the free tier covers everything you need to get started.

Navigate to Settings (gear icon, top right) then Integrations. Click "Connect Email" and choose Gmail or Outlook. Crush requests read and send permissions — this is required for the follow-up automation to work.

Once connected, Crush imports your existing contacts and categorises them automatically into four groups: Active Client, Past Client, Prospect, and Cold Lead. The categorisation is based on email frequency, recency, and content signals. You can manually recategorise any contact by clicking their profile card.

This import usually takes 3-5 minutes for accounts with under 1,000 contacts. Larger accounts may take up to 15 minutes.

Click "Sequences" in the left sidebar, then "New Sequence." Name it something clear like "3-Day No Reply Follow-up."

Set the trigger condition: "If no reply within 3 days of sent email." This means Crush monitors every email you send to contacts in this sequence. If the recipient hasn't replied after 72 hours, the automation kicks in.

Set the action: "Draft a follow-up email." Choose the tone — options include Professional, Friendly, Direct, and Casual. For client work, "Friendly, Professional" works best. You can also set a second follow-up at 7 days and a final gentle nudge at 14 days.

In the sequence editor, you'll see a text box labelled "Describe the email goal." Write something like: "Follow up on the proposal I sent. Ask if they have any questions. Keep it brief and warm. Mention I'm happy to jump on a quick call."

Crush AI generates a personalised draft based on your contact's history — it references previous conversations, the contact's name, and any deal context. Review the first draft carefully and edit it until it sounds like you. This becomes your template voice for all future drafts in this sequence.

The key insight: Crush doesn't send identical emails to everyone. It uses your template as a style guide but personalises each draft based on the individual contact's history and context.

Go to your Contacts page. Filter by "Prospects" or create a custom filter (e.g., contacts with an open proposal, contacts last emailed in the past 30 days).

Select all relevant contacts using the checkbox, then click "Add to Sequence" and choose your "3-Day No Reply Follow-up" sequence. From this point, Crush monitors your email for replies and automatically queues follow-ups when the 3-day window passes.

If a contact replies at any point, Crush automatically removes them from the sequence — no duplicate follow-ups, no awkward automation failures. You can also manually pause or remove any contact from a sequence at any time.

Every Monday morning, Crush sends a digest email to your inbox. It includes: who replied this week, who didn't reply (and is due for a follow-up), which deals moved forward, which deals went cold, and your response rate stats.

Click through any contact in the digest to take immediate action — send a personalised message, schedule a call, or update the deal stage. The digest turns Monday mornings into a focused 15-minute client review instead of a scattered hour of inbox archaeology.

Over time, Crush learns your patterns and surfaces the contacts most likely to convert, so your Monday priority list gets smarter each week.