How to Automate Your Email in Gmail (w/ Proposal Follow-Up Scripts)

Roxine Kee
Roxine Kee
Gmelius Power User

Published 6/27/2019

Back to Gmelius Blog

If you’re reading this article, then you probably spend most of your day on Gmail and want to spend less time on it. You’ve also probably realized that the current functionality of Gmail — even with send later, snooze, and follow-up’s — isn’t enough for you anymore.

Instead…

  • You want to send mass mail merges that still look hand-crafted.
  • You want to automate follow-ups when leads leave you hanging.
  • You want to share crucial customer and lead data with your team from the emails that land in your inbox.

Fortunately, there are tons of apps who do each of these functions well enough.

Unfortunately, they don’t talk to each other.

And on top of this, if you share an inbox with a team, you probably…

  • Jump between your email inbox, CRM, and email marketing drip software all day
  • Have regular meetings with your team to coordinate where each prospect is in your sales cycle
  • Coordinate and memorize text expanders and templates for your team

If that sounds familiar, then Gmelius can help (and we’re not just saying that because we love our product)! It’s because we’ve spent the past 3 years building it exactly for these use cases. Specifically, Gmelius lets you…

  • Use Gmail as a dashboard to give you and your team high-level visibility of where each prospect is in the sales cycle
  • Share access to email templates and CRM details with your team
  • Assign Gmail threads to team members for clear accountability
  • Take each prospect through a personalized sales cycle, while letting your team see where each prospect is in the funnel.
  • Collaborate and communicate with your team and your leads all while streamlining your team’s workflow
  • Manage your client and lead outreach all without leaving your Gmail inbox
  • Get a bird’s-eye view of your sales automation with Trello-like project boards and visual sequences

It’s not too good to be true. In this article, you’ll learn how to use Gmelius to…

  • Connect your team’s internal and external communications to your workflows
  • Create automated email sequences that let your team collaborate and gain high-level visibility on each stage of your sales funnel
  • Schedule and send automated email sequences without leaving your Gmail dashboard
  • Create, share, and collaborate on email templates and sequences with your team, all in one place.

Let’s get going.

How to Automate Marketing Email Sequences on Gmail (without Email Marketing or CRM Software)

Now let’s say you run a sales & marketing team and you want to automate your follow-up’s after you send a proposal to a prospect.

For this example, we’ll borrow and automate a 5-day email post-proposal follow-up sequence from Kurt Elster, founder of digital agency Ethercycle and host of The Unofficial Shopify Podcast.  He uses these emails to follow up with prospects after sending them proposals.

If you follow along, you’ll come out with an automated Gmelius follow-up sequence that…

  • Reminds your prospect of the value you bring, without being annoying
  • Looks like you sent it personally (and manually!) from Gmail
  • Continues a custom sequence according to the prospect’s actions  
  • Stops the follow-up sequence once the prospect responds to one email

You’ll also learn how you can create the templates right inside Gmelius and share/edit them with your team without leaving Gmail, as we explained before.

Part One: Create a New Template for Each Drip Email (with Follow-Up Scripts)

We recommend you create the email templates before you plug them into a sequence. This way you’ll save time and have a set of templates that you can share individually with your team.

If you want to create a sequence and don’t want to be bothered with templates, feel free to skip to Part Two right away.

Otherwise, on to the templates.

1. In the Gmelius dashboard, click “Templates” under the Automation tab

Email Automation Templates

2. At the bottom of the Templates dashboard, type in the name of the new sequence to create a new folder for the templates we’ll be creating

In our example, it would be “5-Day Sales Follow-up”.

Email Automation: Create your own templates

3. Once the folder has been created, click “New Template” to create a new email

Email Automation: Select "New Template" in the top right to create a new template.

4. Type in the email in the editor

Email Automation: Type the email into the editor.

Title the first template as “Email #1: Standard Questions”. Here’s the script for that email, along with the variables you can tweak for each recipient:

Hey {{to.fname}},

It’s been a couple of weeks since I sent you the proposal. Hope you’ve had the chance to look it over!

Did you have any questions I can answer?

All the best,

You can choose whether or not to include your signature in each email. You can also choose to share the sequence with specific members of your team.

5. Click “Save” and repeat steps 3-4 for the next 4 emails in the follow-up sequence

Here are the other 4 email scripts in the sequence:

Email #2: Phone Call

Email #2: Phone call - You can suggest a phone call and set it up to autopopulate the date.

Hi there {{to.fname}},

I haven’t heard back from you on the proposal. I know this is a big decision and I understand if you need some time.

Did you want to jump on a call {{date.tomorrow}} or {{dateshort.nextmonday}} to discuss it?

Let me know!

Here for you,

Depending on when you’re sending the email, the variables will populate with the dates for the next day and for the following Monday. (You can also create your own custom variables for your team’s specific needs!)

Email #3: Incentive

Email #3: Provide an incentive - either a discount or something else depending on what you offer.

Not sure if I mentioned this on our last call, but I can offer you a 10% discount if you pay 100% upfront. Was that something you were interested in?

Since the sequence is set to reply to the email thread, you don’t need to add a new subject for each follow-up email.

Email #4: The Value Prop Reminder

Email #4: The Nine-Word Email

Were you still interested in {{deliverable}} to achieve {{goal}} ?

Gmelius doesn’t just let you personalize names and emails. It also lets you create your own variables that you can populate with whatever you want.

In this case, each proposal has a specific deliverable that helps the prospect achieve a goal. And your follow-up emails can reflect those.

Email #5: The FOMO Email

Email #5: The FOMO email and the final email sent (unless you hear back).

Since I haven’t heard back from you on this, I have to assume your priorities have changed.

Finally, if you sent the past 4 emails and hadn’t heard back from the prospect, you can safely drop this final email. It will make them feel like you’re leaving, make them think, “Hey, wait!”, and type madly on their keyboard.

6. Once you’ve added all five templates to Gmelius, your Templates dashboard should look something like this:

Gmelius Email Automation Template Dashboard

All the templates are in the folder you created. You can run all of the templates by your team for some feedback before you create the sequence. Here’s how:

How to Share Email Templates with Your Team

You can share your email templates straight from the email editor…

Gmelius makes it easy to share templates with your team.

…Or you can drop the template into Gmelius’ “Shared” folder.

You can even put the template into the Gmelius "shared" folder.

Once your team thinks the emails look great, it’s time to put them together into a sequence.

Part Two: How to Create Automated Email Sequences in Gmail

Now that you have all the templates saved, it’s time to put them all together into one email sequence.

1. Click “Sequences” under the Automation tab, then click “New Sequence”

You can make all of your templates into a sequence.

2. On the email editor screen, click “Use Template”

Email Automation: Click "Use Template"

3. Pick the “Email #1: Standard Questions” template:

Start out with the "Email #1" template for the sequence.

You’ll see that in the email, there’s a variable that will personalize the email, based on the first name of who you’re sending it to:

Email Automation: You can easily personalize the email with someone's name.

4. Click “Save”

 You’ll be taken to a sequence overview where you can add more drip emails to the sequence:

Email Automation: Add more drip emails to the sequence.

5. Click the “+” sign and condition Gmelius to send the next follow-up email if the recipient hasn’t responded within 24 hours

By clicking the + symbol, you can have Gmelius send a follow email if the recipient hasn't responded within 24 hours.

6. Hit “Save” and repeat steps 2-5 for the other emails in the sequence

When you’ve added each email to your sequence, your overview should look something like this:

Repeat the steps for the remaining emails in the sequence.

In the final section of this post, you’ll learn a couple of neat ‘if/then’ counter actions for each email!

Part Three: How to Send Automated Emails (without Leaving Gmail)

Now that you have a sequence and templates, it’s time to use them the next time you send a proposal.

If you’re the primary sales-person in your company, you might want to use the sequence we made to follow-up with a proposal after 5-10 business days.

Here’s how you can do that right in Gmail:

1. Create a new email and click on the Gmelius template/sequence icon.

Start a new email and then click the sequence icon in the bottom (it looks like stacks of paper).

2. Pick the sequence you want to use from the “Sequences” tab

Within Gmail, you can choose which sequence you'd like to use for that particular email.

In this case, we’re using the “5-Day Email Follow-up Sequence”. But you can also pick the individual templates we created under the “Templates” tab.

3. In the pop-up that appears, fill in the variables for this particular recipient

Gmail makes it easy to fill in the miscellaneous variables (deliverable, goal, to first name, etc.) all from within Gmail.

These fields appear in Email #4: The Value Prop reminder.

“To First Name” automatically populates data from the “To:” field in the email.

4. Gmelius populates the draft with Email #1’s text and subject line. All you have to do now is decide when to send the email.

Gmelius allows you to choose when to send the email.

Gmelius also enrolls the recipient of the email to the rest of the sequence.

"Matt has been enrolled in the sequence Podcast Outreach Sequence"

Now you’ll never have to keep a running list of the follow-up’s you need to do. And if you do have to send emails to prospects, you don’t have to leave Gmail to do it.

Advanced Gmail Automation for Teams

Now that you’ve built an email sequence to deploy on new leads, you’re probably excited to share this with your team! Maybe you want an overview of where each lead is in the sequence and you want to work with your team to nurture and close those leads.

Or, you may have run into a problem where a bunch of automated email sequences go out and recipients start responding. This can turn into a mass of replies when emails start getting forwarded and cc:ed, with to-dos for various team members. Your workflow will get confusing, and to-dos can start slipping.

To help with this, in this advanced section, we’ll show you…

  • How each member of your team can see where each lead is in your sales funnel,
  • How your team can collaborate on email templates and sequences, and
  • How you can automatically assign emails and tasks from your sequence to your team members

In the process, we’ll be adding a few steps to your initial email follow-up sequence:

  1. If a lead replies to the first email, they’ll be added to the team’s “To-do’s” Kanban board where a team member can answer their questions and take them through the next steps, or specific team members can be assigned to own each task
  2. If they don’t respond by the end of the 5-day sequence emails, the email thread will be assigned to a specific team member who can provide a final touchpoint for the lead.

Here’s a sneak peek of what that advanced sequence will look like:

Email Automation: A sequence is an advanced way to follow up with clients without having to put a lot of work into follow-up.

Let’s get into it.

Lead-Tracking for Teams

If you take a look at the upper right-hand corner of your sequence’s dashboard you’ll see a few options:

The Gmelius dashboard: "Where am I" allows you to see where each lead is in a sequence.

Click on the Share icon to give your team access to this sequence.

You can click "Share Access" to give your team access to your sequences.

Once you’ve shared the sequence, your team members can click on the big blue “Where Am I?” button to see exactly where each lead stands in the funnel.

This sample lead is in "Stage 1"

They’ll also be able to edit emails within the sequence itself.

Shared Email Templates

Your team can also duplicate and edit the templates made for the sequence. You can allow this by sharing the email from your Templates dashboard.

Email Automation: Easily edit your templates

Automated Project Management with Kanban Boards

You can use conditional statements (“if X happens, then do Y”) to add tasks to your team’s kanban board when a specific event happens.

For example, if a lead replies to a follow-up email, you’ll want a member of your team to send them a message to answer their question(s) and move them further down your funnel.

To do that, click the “+” button that appears when you hover your mouse over the triggering event:

Easily customize your sequences to fit the needs of you and your business.

Then you can choose the action that happens:

Email Automation: Choose which action happens next.

In this case, if the lead responds 1 day after the previous email was sent, the conversation will be moved to your “To-do’s” kanban board under the “To Do” column.

Automatic Email Delegation

You can also choose to assign tasks and conversations automatically to certain team members. We’ll turn this into a counteraction for when the lead ignores your emails (or just doesn’t see them).

To start, click the “+” button after the event:

Email automation doesn't have to be complicated, which is why it's easily customizable.

Then you select the action you want to happen.

If/Then: You can choose "assign conversation" or whatever following step you prefer, based on whether or not someone responds.

In this case, pick “Assign Conversation” and then pick the team member you want to assign the conversation to.

2019 06 14 16 36 33

This way, if a lead doesn’t respond to any of the follow-up emails, one of your team members will be alerted and they can reach out directly to the lead.

Gmelius: Full-Featured Gmail Collaboration for Teams

So there you have it! By now you’ve seen the power of Gmelius; allowing you to automatically follow-up with and share information about leads and prospects, all without leaving your Gmail inbox.

Like we said in the beginning, managing your sales team and tracking your sales cycle from Gmail isn’t too good to be true.

And if you’re excited about saving time, closing more deals, while having less meetings with your sales team, then click the button below to try Gmelius for free.

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