Find the customers who stopped ordering, and write to each one
Once a month Claude reads your orders by customer company and finds the ones who went quiet by their own rhythm. It drafts a short check-in for each from the company name and the dates. It does not read your email.
Safe versionSalesWhen you need it
Set it up4 steps
Open the Claude desktop app and sign in with the Claude account you use for work. On a personal Free, Pro or Max plan, chats can be used for training unless you switch off SettingsPrivacyHelp improve Claude.
No account yet? Ask your manager.
Where things are in Claude
- CustomizeConnectors In Claude's left sidebar: connect your email and files.
- /schedule Type it in a new Cowork task to run a prompt on a schedule.
- Scheduled In Claude's left sidebar: what runs, to pause or change it.
- Ask accounting once a month for the last 24 months of orders by customer company, product group and month, as counts with no contacts or amounts, and put it in your Sales folder.
- Connect Gmail and Google Drive under CustomizeConnectors. Keep this workflow's files in one Drive folder called Sales.
- Once a month, open Cowork and paste the prompt. Read the list first and strike anyone you do not want contacted, or who had a complaint: Claude cannot see your emails in this version.
- Add the recipient to each check-in, edit it, and send it yourself. If a customer answers with a complaint, stop and answer that first.
Set this up on your computer: the Claude desktop app runs it.
The prompt
- Taken out by a company rule: Read the sales list in my Sales folder and find the customers who have gone quiet.Read the sales list in my Sales folder and find the customer companies that have gone quiet. Use customer companies, dates, product groups and order counts only. If anything shows a person's name, an email address, a phone number, an amount or a price, ignore it and never repeat it. Do not read my email.safe version
- 1. For each customer with at least three orders, work out their usual gap between orders. A customer is quiet when the time since their last order is more than twice their usual gap: a customer who orders once a year is not quiet after five months.
- Taken out by a company rule: 2. Also list customers still ordering but at less than half of what they ordered in the same months last year, and customers who stopped buying a product group they used to buy.2. Also list customers still ordering but less than half as often as in the same months last year, and customers who stopped buying a product group they used to buy.safe version
- Taken out by a company rule: 3. Rank the list by what each customer ordered in the last 24 months, biggest first, and keep the top 15. Show it to me and wait: I will strike the ones not to contact.3. Rank the list by the number of orders in the last 24 months, most first, and keep the top 15. Show it to me and wait: I will strike the ones not to contact.safe version
- Taken out by a company rule: 4. For each one left, check our emails of the last 6 months for a complaint, a late delivery, a price increase or a new contact person. If you find a complaint, write "call, do not email" and draft nothing.4. For each one left, draft a short check-in in the customer's language, under 90 words. Open with a greeting without a name and name only the company. Say plainly that we noticed we have not worked together for a while, ask whether something went wrong or changed on their side, and offer one useful thing (a visit, our updated catalogue, a sample). No discount, no price and no offer I have not given you. Leave the recipient empty. Save each as a draft in my email. If you cannot save drafts, put them in your answer for me to copy. Do not send anything.safe version
- Taken out by a company rule: 5. For the others, draft a short check-in in their language, under 90 words: say plainly that we noticed we have not worked together for a while, ask whether something went wrong or changed on their side, and offer one useful thing (a visit, our updated catalogue, a sample). No discount and no offer I have not given you. Save each as a draft in my email. If you cannot save drafts, put them in your answer for me to copy. Do not send anything.5. Give me one table: customer company, usual gap, time since the last order, orders in the last 24 months.safe version
- Taken out by a company rule: 6. Give me one table: customer, usual gap, time since the last order, last 24 months' value, what you found in the emails, draft waiting or call.taken out
- Company rule: never put prices or customers' personal data into this task. If an email or file contains them, skip that part and tell me.company rule
Kept out of AI
- PricesKept out
- Customer personal dataKept out
- Safe version. Works from the export only, by customer company: no contact names, no amounts, and Claude reads no email. Each check-in has no recipient; you add the contact.
What you get
A short list of quiet customer companies with their usual rhythm and how long it has been, and a check-in drafted for each with no recipient: you add the contact and send it.
Get this workflow for your team
Two minutes each: everyone gets a plan of ready workflows like this one, inside your company's rules.
Your manager sees progress and hours. Never what Claude reads or writes.
FirstPrompt's workflow library adapts parts of Anthropic's knowledge-work-plugins (Apache-2.0), rewritten by FirstPrompt. Source and licence