Demo calls are sacred ground for early stage startups. It’s your shot to build trust, understand the customer’s needs, and show off your product’s magic.
But here’s what no one tells you: the real work starts after the call.
At Nexcraft, we used to struggle with demo follow-ups. Not because we didn’t care, but because we were strapped for time. It wasn’t uncommon for a founder to say, “I’ll send the recap tonight,” only to forget until three days later. Oops.
So we decided to automate it. Fully. With Nexcraft.
Now, every demo call gets an intelligent, personalized follow-up email - sent automatically, within minutes, without anyone lifting a finger.
📉 The Problem: Manual Follow-Ups, Inconsistent Experience
Here’s what our pre-Nexcraft follow-up flow looked like:
We booked demo calls via Google Workspace, synced with Google Calendar.
After the call, someone had to:
Jot down notes
Write a follow-up email
Attach any relevant links or action items
Try to send it quickly (but often failed to)
Some leads got detailed follow-ups. Others got… nothing.
This inconsistency wasn’t just bad ops - it was bad brand. People remembered when we didn’t follow up. And they moved on.
🎯 The Goal: Follow-Ups That Feel Personal, But Run on Autopilot
Our goals were simple:
Every demo lead receives a follow-up email within 30 minutes
The email includes context from the call (goals, use cases, objections)
Attach relevant docs, videos, or next steps
Personalized tone, not robotic
Logged in Notion for history tracking
🧠 The Setup: Nexcraft Demo Follow-Up
Here’s exactly how we automated the entire flow.
Step 1: Collect Calendar Events
Nexcraft monitors our Google Calendar for events labeled “Demo” or “Call” and checks for matching Zoom recordings via the Zoom API.
Step 2: Get the Transcribe the Call
Once the Meet recording ends, Nexcraft get it via Google Meets API
Step 3: Summarize the Conversation
We use LLM to process the transcript and extract:
Prospect goals
Key pain points mentioned
Questions asked during the call
Any commitments we made (e.g. "We’ll share our pricing sheet")
It outputs a clean, bullet-point summary.
Step 4: Draft the Email
Nexcraft then crafts a personalized follow-up email:
Subject: Great chatting with you today 🙌
Hey [Name],
Thanks again for taking the time to explore Nexcraft with us!
Here’s a quick recap of what we discussed:
Your team is looking to replace manual data workflows with Automated AI workflows
You're especially interested in onboarding automation and PostHog integrations
You asked about pricing and enterprise support
As promised, here’s:
Our [Pricing Guide PDF]
A [video walkthrough] of how we automate onboarding
Our [Case Study] on a similar company using Nexcraft
Next steps:
Feel free to book a follow-up if you want to go deeper: [Calendly link]
Looking forward to staying in touch!
— The Nexcraft Team
Step 5: Send via Gmail + Log in Notion
The agent sends the email from our team Gmail (usually the person who led the call). It also logs the email, transcript, and metadata in Notion under the “Lead Touchpoints” database.
📈 The Results: Every Lead Gets the VIP Treatment
⚡ 100% follow-up rate, within 30 minutes
Not a single lead goes cold after a call.
📊 Email open rate: 76%
Because the emails are personalized, structured, and actually helpful.
⏳ Founder time saved: ~2–3 hours/week
We used to spend ~15 minutes per follow-up. Now we don’t touch it.
🧠 Better learning loops
With transcripts and summaries logged, we can review patterns, objections, and feature requests from all our calls.
🧪 What We Learned
Speed matters. Sending a follow-up fast shows professionalism and momentum.
Transcripts beat memory. We’ve caught details we would’ve otherwise forgotten.
Personal tone wins. Even with automation, a friendly tone outperforms generic messages.
We also added a “preview before send” toggle for sensitive leads — just in case a founder wants to customize a message before it goes out.
🧠 Nexcraft Prompt (Steal This!)
“After any calendar event labeled ‘Demo’ ends, pull the transcript, summarize the conversation using GPT, and generate a follow-up email with key points, helpful resources, and a Calendly link. Send via Gmail from the meeting host, and log the summary + email content in Notion under ‘Lead Touchpoints.’”
🚀 Final Thought: Automate Like You Care
The best automation doesn’t feel automated. It feels intentional. Warm. Helpful.
This agent didn’t just remove a repetitive task — it made every prospect feel like a priority. Every. Single. Time.
If you’re still writing demo follow-ups manually (or worse — forgetting them), this is your sign. Automate it. Make it better.
Nexcraft gave us our afternoons back — and made our leads love us more.