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Labor Law Firm Outreach & Follow-Up

Legal services · outbound

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A courthouse, a clock, a sheet of prospects, and emails going out, one of them answered.

The problem

A prospect list, a four-step sequence and no reliable way to know who had replied.

Follow-ups either stopped too early or — worse — kept arriving after someone had already answered. A prospect still being chased after replying forms a view of how the firm handles process.

How it runs

  1. Every four hours

    01 / 05

    One cycle does both halves of the job, so there is no window between a reply and the next send.

  2. Check for replies

    02 / 05

    Gmail threads are read for replies first; a reply updates the CRM and takes that prospect out of the sequence.

  3. Work out what is due

    03 / 05

    Each prospect’s next step is decided by where they are in the sequence, not by the calendar.

  4. Fill the template

    04 / 05

    The message for that step is filled from the CRM: name, company, city and state.

  5. Record it

    05 / 05

    Sequence and email state are written back to the sheet, where the firm can see every prospect without opening the automation.

The guards, and what each one prevents

HoverTap a card to read what it prevents.

  • Replies are checked in the same cycle as sends

    Splitting them into separate schedules is what creates the window where someone replies and is chased anyway.

  • A reply ends the automation for that prospect

    Nobody has to notice and stop it by hand.

  • Position, not the calendar

    A prospect who joined late gets step one, not whichever step the run happens to be on.

  • The state is legible to the client

    When a follow-up lands badly the question is never “is the logic correct”; it is “show me what it sent and to whom”. A system that can answer that survives.

Limits, stated plainly

  • A reply that arrives just after a cycle is seen up to four hours later — right for an email sequence, wrong for anything conversational.
  • A reply from a different address, or from a colleague it was forwarded to, is not matched.
  • A sheet as the state store is a deliberate trade-off: legible to the firm, but not a database. Concurrent edits and deleted rows are real risks, and the firm is told so.

Built with

  • n8n
  • Google Sheets
  • Gmail

Next system

LinkedIn Lead Generation Pipeline