Sales Automation System — sequences, scoring, hand-off
A sales automation system executes the routine steps of your sales process for the rep — it creates tasks by rules, fires follow-up sequences on schedule, moves deals between stages and hands the ready-to-close ones to the right person. We build it as a deterministic workflow engine with explicit if/then rules — no AI black box — so every action is traceable, repeatable and under your control. The result: reps lose 8-12 fewer hours a week on manual work, and no lead is left without a next action.
What the system includes
We do not resell a per-seat SaaS platform. We build a workflow engine on your data and your CRM system, where every rule is visible, versioned and editable without a developer.
- ✓Automatic task creation — a new deal over €5,000 generates a "call within 2 hours" task, sets owner, deadline and priority, with zero manual input from the rep.
- ✓Multi-step sequence triggers — defined email, call and SMS sequences fire on a specific event (quote downloaded, deadline passed, no reply in 3 days) and stop automatically on reply.
- ✓Pipeline rules and auto-moves — a deal idle 14 days is flagged "stalled"; a deal with a signed contract moves to "won" and triggers handover to delivery — no manual card dragging.
- ✓Rule-based lead scoring — scoring on a deterministic table (industry, company size, budget, activity), not a black box — you see exactly why a lead is 78 points and when it crosses the hand-off threshold.
- ✓Automatic routing and hand-off — a lead over threshold is assigned by territory, product or round-robin to a specific rep, with notification and an SLA timer for first contact.
- ✓Automated quotes and documents — on reaching the "quote" stage the system generates a templated PDF with the correct EUR prices and attaches it to the deal.
- ✓Escalations and SLA control — a missed deadline or untouched hot lead escalates to the manager after a defined interval, with a full audit log of who did what when.
- ✓Reporting and forecast feed — every automated action feeds a dashboard with stage conversion, pipeline velocity and forecast accuracy.
Who it is for
A team of 5-30 reps with a long cycle and hundreds of open deals, where people forget follow-ups and deals die in silence. The system guarantees every deal has a next action with a date and owner, and the manager sees stalled deals in seconds instead of digging through records.
Teams with high inbound volume that must be qualified and routed in minutes, not days. Rule-based scoring and auto-routing push first-contact rate under 5 minutes and stop leads going cold in a shared queue nobody watches.
Firms where a sale triggers warehouse, production or delivery. When a deal becomes "won", automation creates the downstream tasks and links the sales process to the rest of your custom software logic, with no manual handoff between departments.
How we build it
The approach is engineering, not toggling preset templates. We map your real process first, then turn it into deterministic rules that do exactly what you described — nothing more, nothing hidden.
1. Sales process mapping
We sit with the sales team and document every stage, decision and manual action that today depends on a person's memory. We identify 15-30 recurring steps (create task, send quote, move deal) that are automation candidates. The output is a documented state machine with inputs, outputs and SLA per stage.
2. Workflow engine and rules
We build an engine on a trigger → condition → action model. Trigger is an event (new lead, stage change, expired timer), condition is a deterministic check (value, industry, score), action is a concrete step (create task, send sequence, escalate). Every rule is versioned and tested in isolation so a change does not break the rest.
3. Sequences and scoring model
We configure multi-step sequences with exact intervals, stop conditions and channels. The scoring table is a transparent spreadsheet of rules you review and approve — no AI black box. We define the thresholds at which a lead is automatically handed off from automation to a live rep.
4. Integrations and hand-off channels
We connect automation to email (Gmail/Outlook), phone PBX, SMS gateway and calendar so sequence steps go out from your real channels. Hand-off events notify the rep in CRM, Slack or Teams with an SLA timer. See also our sales pipeline system for pipeline-specific rules.
5. Testing, rollout and iteration
We run each workflow in shadow mode first — it logs what it would do without acting — then on 10% of leads, then 100%. We measure rule accuracy, wrong escalations and time saved. Every month we review the logs and recalibrate thresholds and intervals so the system gets sharper without a rewrite.
Why Saitami
Prices are fixed in EUR — no per-seat monthly fees, no vendor lock-in. The code and rules are yours. See also business process automation and our follow-up automation system for related scenarios.
Frequently Asked Questions
Is this AI or rules?
Deterministic rules. The sales automation system runs on trigger → condition → action logic that you define and approve — every action is predictable and traceable in an audit log. We do not rely on a language model that can react differently to the same input. If you later want an AI add-on (e.g. auto-summarizing a call), it is added as a separate, isolated module while the core stays deterministic.
Why custom, not HubSpot or Pipedrive workflows?
Off-the-shelf platforms charge per seat monthly and cap the number of rules and steps in cheaper plans. For a team of 20+ over 3 years you pay more than a custom system costs — one that stays yours. A custom solution models your exact process instead of forcing it into someone else's template, and integrates with the rest of your custom software without API limits.
How long does implementation take?
A standard project is 5 to 9 weeks: 1-2 weeks mapping, 3-5 weeks building the workflow engine and rules, 1-2 weeks shadow testing and gradual rollout. If you already have a clean CRM with data, we are at the low end. Complex scoring models or many integrations add 2-3 weeks.
Who owns the code and data?
Entirely yours. You get the source code, the documented rules and the database on your infrastructure or hosting of choice. There is no per-seat fee and no vendor that can raise the price or shut the service down. The only ongoing costs are hosting and optional support.
How much does a sales automation system cost?
From €3,200 for a workflow engine with up to 25 rules, automatic tasks, sequences and one scoring tree. A full solution with rule-based scoring, multi-channel sequences, routing and 3-4 integrations starts from €6,500. Prices are fixed in EUR, per project, not per user.
Ready to stop deals dying in silence?
Send a short description of your sales process and where you lose deals most often. Within 48 hours we map 5-7 workflows you would automate first, with expected time saved.
Request a consultation →Related services: CRM system · Business process automation · Sales pipeline system