Calls triggered by a CRM stage: how to call a customer automatically when a deal moves
Sado AI team · · 4 min read
In short
A CRM stage trigger means the operator calls a customer as soon as their deal or lead moves to the stage you choose. Common stages: new lead (call right away), meeting booked (reminder the day before), payment due soon (polite reminder), won (ask for feedback). For each stage, set the purpose, the questions, calling hours and the number of attempts. The result of the call is written back to the same lead or deal. With Sado this works with Bitrix24 and amoCRM.
How a stage-triggered call works
A CRM pipeline is the stages your deals pass through: “New request”, “Trial lesson”, “Payment”, “Studying”. Usually a manager has to call the customer at each stage. On busy days those calls are late or forgotten.
With a call tied to a stage, it works differently. For example, a request arrives from the website of Zukko learning centre, and a lead is created in Bitrix24 at “New request”. The operator calls at once, asks which course, what level and what time suits them, and books a trial lesson. The recording, transcript and answers go into that lead. When the manager opens it in the morning, everything is ready.
Which stages can trigger a call
| Stage | Purpose of the call | When | What the operator finds out |
|---|---|---|---|
| New lead | Qualify the request | At once, within calling hours | What they need, budget, a good time |
| Meeting booked | Reminder | The day before | Coming, or move it to another time |
| Payment due soon | Polite reminder | 1–2 days before the date | When they can pay, any questions |
| Won | Feedback | For example, a week later | Happy or not, what went wrong |
| Lost | Win back | For example, 2–3 months later | Still relevant, what has changed |
The timings are examples; you choose them. In a payment reminder the operator never asks for a card number or an SMS code.
How to set it up
- Start with one stage. Usually that’s “New lead”: it loses the most money, because a lead called late goes to a competitor.
- Write a short brief for that stage: who is calling, why, what to find out, and what to do if the customer isn’t interested.
- Set the calling hours, number of attempts and daily limit.
- Agree which answer goes into which lead field. More: filling CRM fields from a call.
- Create a test deal with your own number and move it into the stage. Take the call yourself and check what was written to the CRM.
- After a week or two, add the next stage.
What to watch for
- Bulk moves. If a manager moves 300 old deals into the stage at once, all of them may get a call. Set a daily limit and route old deals through a different stage.
- Two calls in one day. If a deal passes two stages in a day, the customer shouldn’t be called twice: choose stages with that in mind.
- Who you may call. Only people who left a request, gave consent or are already customers.
- A number that said “don’t call me” isn’t called again, whatever stage the deal is in.
- If needed, one button in the portal stops all calls.
How it works with Sado
In the portal’s Auto-calls section you choose the CRM as the source. The Bitrix24 integration is ready, and our team connects amoCRM with you. From then on, as soon as a deal reaches the chosen stage, the AI operator calls the customer from your company’s number, in Uzbek or Russian.
For each call the portal shows the status, attempts, answers, a short summary and the next step, and in Bitrix24 the lead gets a call card with the recording and transcript. You pay only for talked minutes; unanswered numbers cost nothing. Other kinds of calling campaigns: AI outbound calls.
Questions
Is a lead that arrives at night called at once?
Outgoing calls go only within the hours you choose, for example 9:00 to 20:00. A lead that arrives at night is called in the morning when those hours start.
What if the customer doesn’t answer?
They’re called again later; you set the number of attempts. If the customer says “I can’t talk now”, the operator asks for a better time and calls back then.
Can we change the stages later?
Yes. You can add a stage or change the purpose or questions. Just test it on a test deal first.
How much do these calls cost?
You pay only for talked minutes: 800 so‘m a minute, no monthly fee. For example, 400 new leads a month at about 2 minutes each: 800 minutes × 800 = 640,000 so‘m. The numbers are only an example.