If you’re using Close CRM daily but still copying and pasting emails or relying on your sales reps to send follow-ups manually, you’re leaving serious efficiency—and revenue—on the table.

The truth is: Close CRM already has a powerful built-in workflow system that can automate your entire outreach process, including emails and SMS—without needing external tools like Zapier.

Want to automate your sales and close more deals faster? 👉 Join Close CRM today and start using powerful email + SMS workflows in minutes.

In this complete guide, you’ll learn how to use Close CRM workflows the right way, based on proven strategies, real workflow setups, and best practices extracted from the transcript above.

Master Close CRM workflows the right way. Discover email + SMS automation tips, templates, and strategies to increase conversions and engagement.

Why Close CRM Workflows Matter

Most sales teams struggle with:

• Inconsistent follow-ups
• Missed opportunities
• Slow response times
• Manual repetitive tasks

Close workflows solve all of these by allowing you to:

• Send pre-written emails automatically
• Trigger SMS messages at the right time
• Maintain consistent outreach across leads
• Track performance with built-in analytics

The result? Faster conversions, better engagement, and less manual work.

Ready to scale your outreach without extra tools? Sign up for Close CRM now and streamline your entire sales process effortlessly.

Step 1: Start with Templates (The Right Way)

One of the biggest mistakes beginners make is building workflows first.

Wrong approach:
Creating emails and SMS directly inside the workflow builder.

Right approach:
Go to Settings → Templates & Snippets first.

Why This Matters

• Saves time (massive time saver)
• Prevents errors and duplication
• Makes workflows cleaner and easier to manage
• Avoids refresh/save issues inside workflows

Template Naming Strategy (Important for Scaling)

Use consistent naming like:

Re-engage Past Clients – May 2025 – Email 1

Re-engage Past Clients – May 2025 – SMS 1

This helps you:

• Stay organized
• Quickly find templates
• Scale campaigns without confusion

Step 2: Create High-Converting Email Templates

Your email templates should include:

1. Personalized Subject Line

Use dynamic variables like:

• Contact First Name
• Company Name

Example:

Hey {{contact.first_name}}, quick question

2. Clean, Simple Copy

Avoid long paragraphs. Keep it:

• Short
• Clear
• Action-driven

3. Use Template Tags

Close allows dynamic personalization such as:

• {{contact.first_name}}
• {{organization.name}}

This makes your emails feel human, not automated.

Stop wasting time on manual follow-ups. Try Close CRM today and automate your emails and SMS like a pro.

Step 3: Build SMS Templates for Higher Engagement

SMS is where most workflows win.

Why?

• Higher open rates than email
• Faster responses
• More direct communication

Best Practices for SMS:

• Keep it under 160 characters
• Be conversational
• Include a soft CTA

Example:

Hey {{contact.first_name}}, just wanted to follow up—did you get a chance to check my email?

Step 4: Build Your Workflow (Step-by-Step)

Now that your templates are ready:

1. Go to Workflows → Create New Workflow

2. Set Trigger

• Start with Manual Trigger
• Later you can automate using:
  • Lead status changes
  • Call bookings
  • Custom events

Step 5: Define Goals (Critical Step)

Set workflow goals such as:

• Incoming email reply
• SMS reply
• Call booked
• Meeting scheduled

👉 Once a goal is achieved, the workflow automatically stops, preventing over-messaging.

Step 6: Configure Communication Schedule

Set when messages should be sent:

Recommended setup:

• Days: Monday to Saturday
• Time Window: Business hours
• Avoid Sundays

⚠️ Always ensure compliance with:

• Carrier regulations
• FTC guidelines

Looking for a smarter CRM for your business? Join Close CRM now and boost your team’s productivity instantly.

Step 7: Add Email + SMS Steps

This is where automation comes alive.

Because you created templates earlier, now it’s simple:

• Select Email 1
• Select SMS 1
• Repeat for all steps

Sender Settings

Choose:

• Enrolling User (for bulk campaigns)
• Lead Owner (for personalized outreach)

Step 8: Optimize Workflow Timing (The Game-Changer)

Most people get this wrong.

Bad Example:

• Email → Wait 3 days → SMS

Good Example (Recommended Cadence):

• Day 1 → Email + SMS
• Day 3 → Email + SMS
• Day 5 → Email + SMS
• Day 7 → Email + SMS
• Day 9 → Email + SMS

Key Insight:

• Send Email + SMS together
• Add 2-day delays between steps

This creates:

• Consistent touchpoints
• Balanced outreach
• Higher response rates

Step 9: Use Threads Strategically

You can choose:

• Send as new thread
• Send as reply

Best Practice:

Use new threads for outreach campaigns to:

• Increase visibility
• Avoid being buried in inbox threads

Step 10: Activate & Test Your Workflow

Before activating:

✔ Review all steps
✔ Check timing
✔ Verify templates
✔ Ensure sender settings are correct

Then:

• Save as draft OR
• Activate immediately

Step 11: Enroll Leads into Workflow

There are two main methods:

Method 1: Manual Enrollment

• Go to Leads
• Apply filters (e.g., “Cold Leads”)
• Click Enroll in Workflow

Method 2: Automated Trigger

Example:

• When a call is booked → Trigger workflow

If you’re exploring different CRM solutions, don’t miss our guide on How To Create a Sales CRM on Monday.com in 2025. It walks you through building a fully customized CRM system from scratch, helping you manage leads, track deals, and automate workflows—perfect if you want more flexibility alongside tools like Close CRM.

Step 12: Preview Before Sending (Very Important)

Always preview your workflow:

• Check message flow
• Verify phone numbers
• Confirm emails are valid

👉 This avoids embarrassing mistakes.

Step 13: Track Performance with Analytics

Close CRM provides built-in metrics like:

• Number of leads enrolled
• Response rates
• Goal completion rate
• Time to conversion
• Bounce rates

What to Watch Closely:

• High bounce rate → Poor data quality
• Low response rate → Weak messaging
• Slow conversions → Bad timing

Step 14: Avoid Common Mistakes

❌ Not verifying leads

Bad emails = high bounce rate

❌ Poor timing gaps

Too long = lost interest
Too short = spammy

❌ Overcomplicated workflows

Keep it simple and clean

❌ Relying on sales reps manually

Automation should handle 80%

Step 15: Should You Add Calls to Workflows?

Close allows you to add call tasks:

Two Options:

• Required calls
• Optional calls

Best Practice:

Avoid required calls because:

• They slow down automation
• Depend on human action

👉 Better approach:
Use Smart Views (Dial Lists) for calls instead.

Real Use Cases for Close CRM Workflows

1. Lead Onboarding

• Welcome email
• Intro SMS
• Follow-up reminders

2. Cold Lead Re-Engagement

• Email sequence
• SMS nudges
• Call reminders

3. Appointment Confirmation

• Confirmation email
• Reminder SMS
• Follow-up message

If you’re looking for an all-in-one marketing and CRM solution, check out our guide on How To Use GoHighLevel as a CRM in 2025. It covers everything from managing leads to automating campaigns, making it a great alternative or complement to tools like Close CRM.

Transform Your Business with CRM & Automation

At Axiabits, we help businesses streamline operations, automate sales, and scale faster with modern CRM and marketing solutions.

CRM Setup & Automation

We design and implement powerful CRM systems using tools like Close CRM, GoHighLevel, and Monday.com. From pipeline setup to advanced workflows, we automate your entire sales process.

Email & SMS Workflow Automation

Boost engagement with high-converting email and SMS sequences. We build automated workflows that nurture leads, follow up instantly, and increase conversion rates.

Lead Generation & Funnel Setup

We create optimized funnels and lead generation systems to capture, nurture, and convert prospects efficiently across multiple channels.

Business Process Automation

Save time and reduce manual work with smart automation systems tailored to your business operations and growth goals.

CRM Optimization & Consulting

Already using a CRM? We audit, optimize, and improve your existing setup to maximize performance, efficiency, and ROI.

Ready to scale your business with automation?
Work with Axiabits and Book now turn your CRM into a revenue-generating machine.

Final Thoughts

Using Close CRM workflows the right way can completely transform your sales process.

Instead of:

• Manual follow-ups
• Missed opportunities
• Inconsistent outreach

You get:

• Automated, consistent messaging
• Faster lead engagement
• Higher conversion rates

Turn more leads into customers with automation. 📈 Sign up for Close CRM today and take your sales workflow to the next level.

Disclaimer

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