For sales reps
Fluidwave for sales reps: a task manager for follow-ups, email and contacts
Every deal is a chain of follow-ups, and the CRM only knows about the ones you logged. Fluidwave watches the inbox, turns replies into tasks linked to the contact, tracks who owes you a response and reminds you before the thread goes cold.
Jobs to be done
Never let a warm thread go cold
- Today
- You replied, they went quiet, and the thread slid below fifty newer ones. By the time you remember, the deal has cooled.
- With Fluidwave
- AI triage scores each thread and suggests an action. One key turns a prospect reply into a task linked to the email and the contact. When you send the next step, set the task to Waiting on an email, and a Follow-up automation sets a due date so the nudge happens on time.
See every open item for a prospect in one place
- Today
- The name in the inbox, the record in the CRM and the note on your desk describe the same person three different ways.
- With Fluidwave
- Two-way Google Contacts sync gives every prospect a contact page with organization, title, phones, notes and every linked task. Link tasks to contacts in either direction and @-mention people in task comments. Automations match on “from contact” to star or bucket mail from open opportunities.
Know which follow-up to do first
- Today
- Fifty follow-ups, ten demos to prep and a quota. Deciding which call to make first eats the first hour of the morning.
- With Fluidwave
- Auto-prioritization orders the list by overdue, due dates, time sensitivity, quick wins and importance, in the order you rank them. The Active filter hides anything waiting on a prospect, so the list is only calls and emails you can make right now.
Keep next actions moving alongside the pipeline
- Today
- Pipeline stages live in the CRM, but the actual next actions live in your head or a notes app.
- With Fluidwave
- Use a Kanban board with columns per status to move deals through Draft, Do, Waiting and Completed, or group by category for stage. Recurring tasks handle the weekly pipeline review and quarterly renewal outreach. This complements a CRM rather than replacing it.
A day with Fluidwave
- 1
Morning: triage replies into follow-ups
Open Triage. Every thread arrives with a summary, a priority score and a suggested action, and overnight automations have already starred anything from the contacts you marked as open opportunities and archived the tool notifications. Press Reply on the prospect who asked for pricing and answer inside the app. Press Task on the one who asked for a demo next month; it becomes a task with the thread and the contact linked. Archive the rest. The inbox-zero screen shows how many replies and tasks the session produced.
- 2
Work the follow-up list from the top
Switch to the task list with the Active filter on. Only the calls and emails you can make right now are visible; anything waiting on a prospect is hidden. Auto-prioritization orders the rest by overdue, due date, time sensitivity and quick wins, so the top item is the follow-up most at risk. Work down with J and K, complete with C, and capture a new commitment with Cmd+K: “Send Jordan the case study by Wednesday, remind me Tuesday.” The date and reminder are parsed for you. Snooze anything that needs a better moment.
- 3
Set the follow-up before you forget it
Each time you send a next step, set the task to Waiting on an email. An automation adds a Follow-up category and a due date so the nudge is on the calendar. The task leaves the Active list, so the day stays uncluttered, and reappears when the due date arrives. When the reply lands, an automation matching that contact puts it at the front of triage with the task linked. Open the Waiting view once a day, sort by due date, and nudge on the linked thread for anything older than a week. This is the waiting-for list idea applied to a pipeline.
- 4
Move deals on the board, brief from the contact page
Open the Kanban view and drag deals through the columns as their status changes. Group by category if you want to see stage rather than status. The contact chip on each card shows who the deal is with, and clicking through to the contact page shows every open task for that person, their organization and the notes you have kept. Before a call, this is the briefing. After it, add a comment on the task with what was agreed so the context stays with the work rather than in a separate document.
- 5
On the road, and the weekly pipeline review
From the phone, use the iPhone or Android app to check the Active list between meetings and complete the follow-ups you made in person; voice control captures the next step while you walk to the car. Recurring tasks bring up the weekly pipeline review and quarterly renewal outreach on their own, and any instance can be skipped in a travel week. On Friday, run a short weekly review: clear the Waiting view, look at what slipped, and let AI scheduling block Monday morning for the follow-ups that matter most.
Features that matter for this
AI email triage
Every incoming thread gets a summary, a priority score and a suggested action you confirm with one key.
Email to task
Turn an email into a task with one action and keep the thread linked to it.
Google Contacts sync
Two-way sync with your address book so contacts can be linked to tasks and mentioned in notes.
Waiting-on tracking
A dedicated status for tasks waiting on a reply, call or message so they stop cluttering your active list.
Visual automation builder
Node-based rules with triggers, conditions and actions across both email and tasks, with live match preview.
AI auto-reply
An automation step that drafts or sends an email reply from plain-English instructions.
Auto-prioritization
The app orders your list for you using tunable criteria such as due dates, quick wins, importance and dependencies.
Recurring tasks
Daily, weekly, monthly and custom repeat rules with per-instance skip and reschedule.
Kanban board
Drag tasks between status columns.
Mobile app
Apps for iPhone and Android.
Why a CRM plus a generic to-do app still drops follow-ups
A CRM is a record of the pipeline; it knows the stages, the amounts and the history you logged. It is not a good place for the small next actions that actually move a deal, and most reps end up with a second system for those: a notes app, a spreadsheet, a stack of flagged emails. A generic to-do app is a third system that does not know the inbox or the contacts, so every follow-up gets typed in by hand and half of them never are.
Fluidwave is built to be that second system done properly. The Gmail client is inside the app, so a prospect reply becomes a task in one key with the thread linked. Contacts sync two-way with Google Contacts and attach to tasks, so the contact page becomes a live briefing of every open item with that person. The Waiting status with a typed reason keeps sent follow-ups off the Active list until it is time to chase, and auto-prioritization decides which call comes first.
It is honest to say what it is not: Fluidwave is not a CRM. It has no pipeline value, no forecasting and no integration with Salesforce or HubSpot. It sits beside the CRM and handles the part the CRM never did, which is making sure the next action happens on time. See email triage for the inbox side of the approach.
Automations sales reps set up first
Sales inboxes are predictable, and the visual automation builder turns those patterns into rules with a live preview of what each one matches. The rules reps set up first:
- When an email arrives from one of the contacts you pick as open opportunities, star it, set priority high and set the triage bucket to Reply.
- When a task changes to Waiting, add the Follow-up category and set a due date, so every sent follow-up gets its own nudge date automatically.
- When an email arrives from a contact you are currently waiting on, set the triage bucket to Reply, so the reply you were chasing jumps to the top of triage.
- When an email arrives that is a newsletter or a tool notification, archive it; then clear the backlog with bulk one-click unsubscribe from the Newsletters view.
- When an email arrives asking for pricing or a deck, draft an AI reply with instructions like “Thank them, attach nothing, and say I will send the details within one business day.” The draft waits for you; Send automatically exists but warns that replies go out unread.
Each rule can be applied to the existing backlog, and Fluidwave flags rules that contradict each other or overlap with an existing automation. If writing rules is not your thing, use Teach Triage: move an email into a bucket, add a note like “Anything from a .edu address is a lead”, and the rule is drafted for you.
What Fluidwave is for a sales team, and what it is not
Fluidwave works with Gmail and Google Workspace only. If your company runs on Outlook, the email half will not connect, and a different tool is the honest answer. There is no CRM integration, no email sequencing and no open or click tracking; the AI features use Anthropic Claude for triage, scheduling and drafting, not for outreach at scale.
What it does well for a rep is the personal layer: one inbox with AI triage, contacts that carry their tasks, a follow-up list that builds itself, and a calendar where AI blocks prep time around demos while writing back only the sessions you choose. The app is free forever with no credit card, which means no seat-license conversation with sales ops. It runs on the web, on macOS, and on iPhone and Android, with Windows and Linux desktop apps coming.
If your team wants a shared board of next actions, a Fluidwave list can sync to a Slack channel as a board, with tasks posted as cards and a slash command to add tasks from Slack. For a broader look at the inbox side, the email triage app roundup compares Fluidwave with dedicated email tools.
Frequently asked questions
Ready to know exactly what to do next?
Tasks, email, calendar and contacts in one place, with AI that works out what to do next. Free forever, no credit card.