Deal End Thank You, Survey, and Referral Messages Automation

TL;DR.

Maven X’s Deal End Thank You, Survey, and Referral Messages automation streamlines client communications by sending personalized follow-up emails after a deal is closed. The automation retrieves deal information, sends thank you emails, survey links, and referral program invitations, and notifies the team via Slack. This automation saves time, ensures accuracy, and boosts client satisfaction and referral rates.

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Script Content

Introduction.

Hi, I’m Noah from Maven X. In this video we’ll see how Maven X uses automation to streamline client communications by sending thank you emails, surveys, and referral program invitations at the conclusion of each deal.

This is part of our business automation series, where we showcase how automation has helped Maven X streamline operations, drive growth, and ensure precision. As you watch, consider how automation can save your business time, eliminate repetitive tasks, and enhance accuracy, ultimately boosting your productivity.

Problem Statement.

One common challenge businesses face is managing client follow-up communications effectively after closing a deal. Manually sending thank you messages, collecting feedback, and promoting referral programs can be labor-intensive and inconsistent, impacting client relationships and missing potential referral opportunities.

High Level Explanation.

That’s why we created our Deal End Thank You, Survey, and Referral Messages automation. This solution ensures that every client receives timely and personalized follow-up emails  without requiring manual intervention, enhancing client satisfaction and engagement.

Demonstration.

Now let’s see how the automation works:

1. Custom Webhook Trigger: The process begins when a custom webhook is triggered. This automation is triggered by an Airtable Automation when a deal is marked as Completed. Often times we work with clients multiple times, and sending them the same messages over and over again can be annoying. This is true too if they did already complete a survey, etc. So in our CRM, we have a box on each deal to indicate if we should send these messages or not. The Airtable automation only triggers this webhook if all conditions are met.
2. Retrieve Deal Record from Airtable: The automation retrieves the relevant deal and client information from Airtable.
3. Send Slack Notification: A message is sent to the team channel in Slack, notifying them that the thank you email, survey link, and referral program invitation have been sent to the client.
4. Iterate Primary Contacts: The automation iterates over each primary contact associated with the deal, gathering necessary details for personalized communication. Instead of sending to support contacts, we choose to only send this information to the individual(s) who were the project leaders on the client side.
5. Send Thank You Email: A thank you email is sent to the client’s primary contact, expressing gratitude for their business and including a link to the client feedback survey and to give a Google Review. We tag these surveys to each deal and client. This also allows our clients a way to get a testimonial featured on our site.
6. Send Referral Program Email: A separate email is sent to invite the client to participate in our referral program, offering benefits for referrals. As an incentive to spread the word about the good experience they’ve hopefully had with Maven X, we have a referral program to incentivize our clients to refer us.

Benefits Recap.

By automating this process, we gain a few benefits like:

• Efficiency: Automation eliminates the manual workload involved in sending multiple follow-up emails and keeping the emails in a consistent format.
• Accuracy: Ensures each client receives the correct email content and links, reducing errors and maintaining professionalism.
• Consistency: Guarantees that all clients receive a follow-up regardless of deal size, fostering strong client relationships.
• Scalability: Promotes active client participation in feedback and referral programs, potentially increasing new client acquisition.
• Enhanced Client Satisfaction: Automated thank you messages show clients that their business is valued, improving their overall experience with Maven X. Our clients are why we do what we do. We would send them a million thank you messages if we could!
• Boosted Referral Rates: By simplifying the referral invitation process, we encourage clients to refer others, leveraging satisfied clients to generate new business leads. We know we do then best work when we accept a project and we are always confident that if someone refers a client to us, that they know they will have a positive experience with Maven X as well.

Maven X Services & AI Automation Assessment.

At Maven X, we specialize in crafting custom automations to meet your business needs. If you’re interested in automating your business, check out our free Client Automation Assessment tool. This tool allows you to input your specific challenges and goals, and our AI generates tailored automation solutions for your business. It’s the perfect starting point to explore how automation can enhance your efficiency and success.

If any of the suggested automations are what you’re looking for, or if your automation is more complex, reach out to us at [email protected] to speak with our automation experts.

Closing.

Thank you for watching! We hope this video has inspired you to consider the benefits of automation for your business. Be sure to check out our other videos for more automation solutions and success stories.

Ready to take the next step? Visit our website in the description to try the Client Automation Assessment tool and discover the perfect automation for your needs and to contact us.

Until next time, happy automating!