Workflow
For leaders Every reply gets a category, and the workflow decides: who it becomes a task for, and what stops on its own.
The address is dead. Apex looks for a new one on the company's website and sends there again. If there is none, it closes the case.
An automatic message. No one needs to read it, and the campaign carries on.
Apex closes it with a polite letter written in advance. No more letters go to the company, and the workflow holds to that.
A task for the salesperson, with the company's record and the contact person attached. From here on the company is theirs.
The letters stop. An objection is answered by a person, so it becomes a task, with a name and a deadline.
Where work is already under way, every reply goes to the colleague who owns the company as a task. Nothing is left unattended.
A closed task starts the next one. The company is never left without follow-up, and the next step always sits with someone.
This is how the workflow handles the replies. We cover the company names with a bar, and the names you see stand for roles.
How it works
You start with a ready-made workflow
Every account starts with the same ready-made workflow: who receives a prospect, what happens with an objection, what Apex answers on its own. It fits the way most companies work as it is; if one step needs to run differently for you, write to [email protected].
On your desk: nothing. If you want something changed, write to support.
Every reply is sorted
Apex reads every incoming letter and decides whether it is important or noise, and which kind. From that the workflow decides: it closes the case, Apex replies, or it becomes a task for a person. When Apex is unsure, it hands the reply to a person.
On your desk: nothing. The workflow does this.
You only look at your tasks
Every letter that needs a human decision becomes a task, with a name, a deadline and the company's record. When you close one, a new task can follow. Where work is already under way, the reply goes to the colleague who owns the company.
On your desk: your tasks, in order.
One company's journey, in tasks
A task leads to a task, a reply leads to a task. At every moment the company sits with someone.
- A reply comes inProspect
- TaskReply to the prospectsalesperson
- Closed, new taskReply to the prospectSend a quotesalesperson
- A reply comes inA question about the offer
- Task for the ownerReply to an internal questionthe company's ownerowner
- Closed, new taskReply to an internal questionConduct the negotiationthe company's owner
- ClosedWon
Sixteen kinds of reply, three routes
Apex recognises all sixteen kinds. The workflow knows what to do with each one.
Address upkeep and automatic messages. Apex reaches out to a postponer again later.
A polite letter written in advance goes out. When someone points to another person, Apex sets off again to that colleague.
These are for a person to decide. Each becomes a task, with a name and a deadline. When Apex is unsure, it puts the reply here.
Why this is good for you
Memory does not hold it
If a company has said no, no more letters go to it. If a company asked for later, Apex comes back to it in time. The workflow holds this, it does not live in a colleague's head, and it works the same way when someone is on holiday.
Nothing is left unattended
Every human reply becomes a task, with a name and a deadline. Where work is already under way, the reply goes to the colleague who owns the company. As a manager you see who the work sits with and what is falling due.
You are not the one writing the awkward letters
Apex answers a rejection, a legal request, a forward. For a bounced address it looks for a new one. What stays with you is what needs a human decision: the prospect, the objection, the complaint.
How much time does the workflow give back?
Today a salesperson's day loses hours to work this workflow does instead: reading and sorting the replies, chasing down bounced addresses, writing the polite closes, handling the forwards, and keeping track of who has what. Work out with your own figures what that adds up to for your team.
What this takes off the desk
- Reading and sorting the incoming replies. Apex sorts every one.
- Chasing down bounced addresses. Apex looks for a new one and sends there again.
- The polite close for a rejection or a legal request. Apex replies with a letter written in advance.
- Handling the "write to my colleague" forwards. Apex sets off to the named colleague.
- Keeping track of who has what. Every important reply becomes a task, with a name and a deadline.
That time goes to the customer: to negotiation, to offers, to the customers you already have. New prospects arrive on top of that.
The hours are your estimate, the cost is fact. We calculate with 21 working days and 8 hours a day.
Related features
More features
- How you get started with ApexFrom signing in to the first letter: what your part is, and what Apex does.
- Apex knows your companyFrom your introduction it knows what you offer and to whom, and at each target company it suggests what matters there.
- Target groupApex proposes it, you approve, and Apex selects company by company.
- Morning reportWhat came in overnight, who is waiting for an offer, what expires today, and what your first step should be.
- Team performanceSystem, group, person: five metrics, conversion and trend, on everyone.
- Groups and accessA separate campaign per group, even per language area. A member sees their own group, a leader sees them all.
- Joiners and leaversA new colleague has a chat and Apex brings them on board. When someone leaves or goes on holiday, Apex hands over their tasks from a single sentence.
- Market mirrorWhy you win, why you lose, by segment, from your closed deals.
- Customers and contactsYou load your own partners, Apex writes to them too, and each one gets its own record.
- New marketsThe same target group in several countries, letters in the target market's language, with local holidays and time zone.
See Apex at work.
Get a demo, and in an online appointment we show you how the system works.