The dirty secret of outbound sales is that 70% of interested prospects never convert to meetings. You read that right. For every 10 prospects who say "yes, I'm interested" to your cold email, 7 of them vanish into thin air.
Most outbound programs have no strategy for the the crucial follow-up period after a prospect shows interest but before they commit to a meeting. So, we built the Inbox Manager Agent, an AI agent that never loses track of an interested prospect and converts initial curiosity into booked meetings.
Building Our Inbox Management Agent
Our Inbox Manager Agent solves two critical problems that plague outbound teams: managing the flood of inbound replies and executing personalized follow-up sequences that convert interest to meetings.
Replying to Interested Prospects
The moment a prospect replies to one of our outbound messages, our agent springs into action—and it's nothing like the manual inbox review that most sales teams struggle with.
First, it retrieves the complete email thread content. This might seem obvious, but context is everything. The agent needs to understand what sparked the prospect's interest in the first place.
Next, the agent checks if we’ve had any recent interactions with the prospect (like a BDR would). This is crucial because it prevents the embarrassing situation where multiple team members reply to the same prospect. The agent can see if the prospect has already booked a meeting with us, if they're engaged in conversation with another team member, or interacted in any of our other agent campaigns.
If the prospect has questions, our knowledge retrieval system instantly pulls relevant information from it’s knowledge and avoids the "I'll get back to you on that" delays that kill momentum. The knowledge is stored in a vector database where the Agent can find the most relevant answer to a prospect’s question, with the goal of always trying to nudge them to get that meeting booked.
Our knowledge contains information on:
- How to handle objections
- FAQs
- Customer stories
- Sales collateral
If it doesn’t know the answer, it escalates to us to provide a response. Once we give that answer, it stores it in its knowledge for future use.
Following Up
The 70% drop-off rate exists because interested prospects aren't necessarily ready to book immediately. Our agent automatically creates follow-up tasks in order to ensure that prospects’ questions are answered and progressively reveal more about the value of Relevance AI.
It's not just sending reminder emails, it's building a relationship through valuable touch points. Each follow-up is personalized based on the prospect's previous engagement.
Finally, if the prospect books a meeting, the agent immediately stops the follow-up sequence. Hurrah!
In Summary
The Inbox Manager Agent tackles the 70% drop-off rate of interested prospects who never convert to meetings. By automatically managing the flood of replies and executing personalized follow-up sequences, we've transformed that vulnerable gap in the sales pipeline. Our agent never loses track of a prospect, pulls answers from its knowledge base to handle objections on the spot (or escalates it to us if it doesn’t know how to answer), and delivers perfectly timed follow-ups that progressively showcase value. It's not just about automation, it's about ensuring that initial curiosity consistently converts into booked meetings and revenue.
Watch the Inbox Manager Agent in Action
