The first replies have arrived

Your first campaign is running, and the replies are coming in. In the example, an office supplies wholesaler wrote to accounting firms, and four replies arrive in one day: an out-of-office message, a forward, a rejection and an interested reply. Step by step, you see what handles and what is left to you.

This is for you if…

your first campaign has just started, and you want to know what happens to the replies;
you do not want to go through every letter yourself, only the ones that could turn into business;
you want every prospect to get a reply.

What will be ready at the end

What handles on its own is taken care of, you have written the replies to the prospect and to the rejection with Apex, and you know where to see the next replies.

Five steps

Each step comes with the sentence you can copy into Apex, and what Apex does with it.

What is not a reply needs nothing from you
Let's start with the easiest. The head of an accounting firm is on holiday, and an automatic message came back in reply to your letter. This is not a reply: creates no task from it, and the campaign carries on according to its own schedule.
Where: the company's record (Dizzlet), on the Touches tab
Ask ApexApex tells you
What came in on the campaign today?
In the reply: which replies it handled, and which became tasks.
The forward
The second letter is a real reply, but it needs nothing from you either. A firm writes: "My colleague handles this, please write to her", and gives her address. Apex thanks them, saves the new contact, and the campaign starts again at the new address with the first letter. There is nothing for you to do.
Where: the company's record; the new contact on the company's record, under Contacts
Ask ApexApex tells you
What did you send to the person who forwarded the letter?
In the reply: the text of the thank-you letter.
The prospect: the same day
The third reply is the reason the campaign runs. The head of a firm asks whether you can deliver monthly, and how much it costs. Apex takes the company out of the campaign, gives it an if it does not have one yet, and creates a task for the same day. Open the letter on the company's record and ask Apex for the reply.
Where: Tasks; the letter on the company's record, on the Touches tab, with the "Reply with Apex" button
Ask ApexApex does it, with your approval
Reply to them: we deliver monthly, the price depends on the monthly quantity, and offer a short call on Thursday.
In the reply: the draft on the card; the letter goes out during working hours after you approve it.
The rejection: look at the reason
After the prospect comes the harder case. A firm writes that they already have a supplier. Apex excludes the company permanently, so it gets no more letters, but it creates a task, because a good reply may still turn things around. If a polite closing note is enough, Apex writes that too.
Where: Tasks; the letter on the company's record, on the Touches tab
Ask ApexApex does it, with your approval
Reply briefly: we understand, and if they ever have a problem with their current supplier, we'd be happy to send an offer.
Closing the task
After the two replies, you have two open tasks. Once you have written the reply, close the task. When you close it, say in one sentence what came of it: Apex writes it on the company's record, so your colleagues can see it too.
Where: Tasks
Ask ApexApex does it
Close the task for the prospect: I'll call them on Thursday.

What it costs

An example of the monthly fee. Plans are personal, per month, plus VAT.

You can send campaign letters and have the replies handled from the Start plan (€99) up, per month, plus VAT. Handling the replies and writing the drafts is 's work and comes out of the ; the allowance has a 5-hour part and a weekly part, and both refill on their own. If the allowance runs out, the replies are not lost: Apex handles them once it refills.

Frequently asked questions

What most people ask in this situation.

Can I also see the replies Apex has handled?

Yes, every letter is on the company's record, and Outgoing mail also holds the thank-you and confirmation letters.

What if Apex sorted a reply wrongly?

Tell it in the conversation. If it excluded a company by mistake, puts it back into the campaign.

Who gets the task if several of us work in the account?

The company's ; if there is none, the owner of the : Who gets the task from a reply.

Pitfalls

What most people run into, and how to avoid it.

The prospect is left until tomorrow

A prospect still remembers your letter on the same day; a week later, they no longer do. That is why a task for a prospect is due the same day; check Tasks every day.

A rejection left unanswered

A short, polite reply keeps the door open, and the reason for the rejection tells you what to write differently in the next campaign.

Empty company memory

If does not know your prices and delivery terms, you have to type them into the draft yourself. Teach it once: What to teach Apex.

Basics for this situation

If you want to look behind a step.

Set it up with Apex.

Tell Apex how many of you there are and how you work. Apex tells you which guide fits and, wherever it can, sets things up with your approval.

Free account, no card details · monthly fee, no minimum term

The first replies have arrived

Five steps

What is not a reply needs nothing from you

The forward

The prospect: the same day

The rejection: look at the reason

Closing the task