Your AI-powered follow-up system. Built for ADHD. Everything comes to you — you don't have to remember anything.
Follow-Up Machine is a single-user CRM built around one idea: the system comes to you, not the other way around.
You meet someone, send a proposal, make a call — and then life happens. Follow-Up Machine makes sure nothing falls through the cracks by automatically drafting emails, syncing your GHL calls, nudging you at 2pm if you haven't followed up, and sending you a Telegram message every morning with exactly who needs your attention today.
Every contact with a follow-up due shows up here. Overdue ones are red. Gmail drafts are created automatically before you wake up.
Core featureTap the blue mic button and speak. "Greg Harmon, financial advisor, met at Chamber, follow up Thursday" — contact created, research fires in background.
ADHD-friendlyEvery open proposal in one view. Days since sent, last context, one-tap to draft a follow-up email or send an SMS.
Revenue-critical74 contacts with no follow-up date? Work through them card-by-card. Set a date, snooze 90 days, or remove them. 10 seconds per contact.
Backlog cleanerThree daily messages: 7:30am briefing, 2pm nudge (only if needed), 6:30pm score. Plus a Friday weekly summary.
Always-onCalls logged automatically from GHL with Ask AI summaries. Tasks pulled into your queue. Contacts pushed to GHL when ready. SMS sent through GHL dialer.
Auto-sync13/13 checks passed. All edge functions deployed, Gmail connected, GHL configured, voice profile set, Claude API active. Everything is running.
What happens automatically, and what you do.
Right after hanging up — before you do anything else — tap the blue mic button and speak 2-3 sentences about what happened. This keeps your context current and lets the AI draft better follow-up emails.
What it looks like when it arrives:
One button does everything. Tap the blue mic — in the bottom-right corner on desktop, or the center raised button on mobile. Speak naturally. The AI figures out the rest.
The system first tries to match your voice note to an existing contact. If it finds a match, it shows you an update preview. If no match, it creates a new contact. Either way, you confirm before anything saves.
Inside any contact drawer, tap Edit on the "Where I Left It" field — a mic button appears in the corner. Speak your note directly into the field. Great for adding context before drafting an email.
Every contact lives in exactly one stage. Moving stages changes what the AI does automatically.
Just scanned their card or added them. No outreach yet. First email will be a warm intro referencing how you met.
First email went out. Cadence continues with follow-up touches. When they reply, they automatically move to Engaged.
They've responded. Follow-up emails reference your conversation context. Focus: schedule a meeting.
A call or meeting is booked. Follow-up fires the day after the meeting to recap and move forward.
Triggers automatically: 3-day follow-up armed, proposal-specific email drafted ("I sent you a proposal — any questions?"). Shows in the Proposals tab closing table.
Move here → auto-follow-up starts
Long-term relationship building. Slower cadence. Check in periodically without pressure.
Triggers automatically: GHL opportunity created as "Won" in your pipeline. Weekly summary counts them as closed deals.
90-day snooze. Disappears from your queue. Automatically resurfaces in 90 days so you never lose track of them permanently.
Dead lead. Removed from all queues permanently. Can be reactivated manually if circumstances change.
Follow-Up Machine and GHL stay in sync automatically. Here's what flows between them.
Every morning at 7:30 AM, your GHL calls from the last 48 hours are pulled in. The Ask AI summary becomes the contact's "Where I Left It." Follow-up date set automatically based on outcome.
Runs automaticallyOpen GHL tasks are pulled into your Follow-Up queue daily. If a task is due, it shows up alongside your regular follow-ups.
Runs automaticallyTap the 💬 button on any contact with a phone number. An AI-generated contextual text is sent through your GHL dialer and logged in the conversation thread.
One tapAny contact you add via card scan or voice can be pushed to GHL with one tap. Stage tags (FUM-Proposal, FUM-Client) are set automatically.
On demandWhen you mark someone as Client in Follow-Up Machine, a Won opportunity is automatically created in your GHL pipeline. Your GHL deal tracking stays current.
Auto on closeGHL calls that don't match any contact show up in a review drawer. Tap "Add" to create the contact instantly with their phone number and call context pre-filled.
Review drawerWhen your GHL dialer records a call and Ask AI generates a summary, that summary lands directly in the contact's "Where I Left It" field. By 7:30 AM the next morning, every call from yesterday has its summary attached.
Every feature in the system, organized by where to find it.
Overdue + due today contacts. Red = overdue. "Auto-draft all" creates Gmail drafts for everything at once. GHL sync buttons for Calls and Tasks.
All open proposals with stats (overdue count, avg days out). Draft button, SMS button, Won/Not Now/Lost actions on every row.
The most important button. Tap → speak → confirm. Works for new contacts AND updating existing ones. Opens SmartVoiceDrawer.
Card-by-card interface for contacts with no follow-up date. Set a date (1 day / 3 days / 1 week / 2 weeks), snooze, mark as client, or remove.
Find any contact instantly by name, company, email, or phone number. Results show card image, stage, and last "Where I Left It" note.
Your context note. Has a mic button for voice dictation. History preserved — tap "N previous notes" to see past entries with dates.
AI drafts a contextual email using your voice profile + last context + Gmail thread history. Creates a real draft in Gmail for you to review and send.
Turn on for contacts where you trust the cadence. Emails send automatically without going to drafts first.
Tap ⚡ before calling someone. Gets 3 bullet points: what to remember, what to ask, goal of the call. Reads your notes and research.
Complete interaction history: Gmail emails, GHL calls (with Ask AI summaries), logged notes, meetings — all in one chronological view.
Create or update the GHL contact record. Send a contextual SMS through GHL's dialer. Both logged as interactions in the timeline.
Runs "Run Check" to verify every system component. Shows green for active, amber with fix instructions for anything not working.
Paste real emails you've written → "Generate Voice Profile" → AI extracts your style. Every drafted email uses this profile.
Amber download button (bottom-right). Scans last N months of Gmail for people you've emailed who aren't in the system. Review + bulk import.
How to get the most out of the system.
You have 74 contacts with no follow-up date. Open Triage and spend 15-20 minutes going through them. Set dates on the real ones, remove the dead ones. Once that's done, your Follow-Up queue becomes accurate and manageable.
The moment you hang up, before you do anything else, tap the blue mic. Speak 2-3 sentences: who you talked to, what happened, what's next. Takes 15 seconds. Makes every future AI draft dramatically better.
The drafts land in Gmail as drafts — not sent. Open Gmail, skim each one, hit send on the good ones. Takes 5 minutes. The AI is good but it doesn't know everything you know.
Not Now = 90-day snooze. They come back automatically. Use it for anyone who said "call me in Q3" or "reach out after the holidays." Not Interested = permanent. Only use it when you're truly done.
Open the app in Safari on your iPhone → tap Share → "Add to Home Screen." It installs as "Follow-Up" with the Advisor AI logo. Opens full-screen. The Voice button is one tap away.
Safari → Share → Add to Home Screen
Open the contact, tap ⚡ "Prepare for this call," read the 3 bullets. Takes 10 seconds and makes you sound like you remember everything from your last conversation — because the AI does.
Tap the amber download button (bottom-right). Scan the last 6 months. Review the candidates — these are everyone you've emailed who isn't in the system yet. Import the ones that matter. This catches every proposal you sent before today.
The GHL call sync and Ask AI summary features require that your GHL dialer is set to record calls and that GHL Ask AI is active. Both are already configured on your account.
Check your Proposals tab every morning. If there are proposals out there without follow-up drafts, tap "Draft follow-up" on each one. Closing proposals is direct revenue. Everything else is pipeline-building.