Quotes Nobody Follows Up? Close Deals Faster with Cortex CRM
· Cortex Solutions
Quotes sent on WhatsApp, then forgotten? A practical guide for Saudi sales teams to follow up each quote, get paid by link and issue the invoice with Cortex CRM.
The same scene repeats in many Saudi businesses: a customer asks on WhatsApp, the sales rep prepares a quote in Excel or Word and sends it, and then days pass with nobody knowing what happened. Did the customer read it? Are they waiting for a discount? Did they go to a competitor? If the rep is away or leaves the company, the conversation goes with them, because it lives on their personal phone.
The problem is not the product or the price. It is the gap between sending a quote and collecting the payment. That gap swallows deals that one well-timed follow-up message could have closed.
Why do quotes get lost?
- Quotes are made outside any system, so the manager does not know how many were sent this week or what they are worth.
- Conversations are spread across employees' phones, so the team never sees the customer's full history.
- There is no defined next step for each quote, so follow-up depends on the rep's memory.
- When the customer agrees, a new saga begins: how do they pay, who issues the invoice, and when?
The result is that the business pays to attract the customer, through ads, time and effort, and then loses them at the last step for purely administrative reasons. It is also hard for the manager to assess the team's performance or forecast next month's sales, because the numbers are not in one place but scattered across files, chats and memory.
The fix: one journey from first message to invoice
Businesses that sell through conversation need one place that holds the customer, the opportunity, the quote, the payment and the invoice. In practice that means four things:
- A board that shows every sales opportunity and its stage, so everyone knows where each deal stands.
- A single customer file with conversations, calls, quotes and tasks.
- A clear follow-up task after every quote, with a date and an owner.
- An easy way for the customer to pay as soon as they agree, then an invoice issued from the same data with no re-entry.
How Cortex CRM does it
Cortex CRM is an Arabic, AI-powered customer relationship management system, made in Saudi Arabia for sales teams, service companies and anyone who sells through conversation. The idea is that every customer, deal, call and message lives in one file, from the first message to the invoice.
- Sales pipeline: every opportunity sits on a board with its tasks, quotes and meetings, alongside activities and a calendar.
- Quote to invoice: send the quote from the system, and when you win the deal, turn it into a sales order and then an invoice.
- WhatsApp inside the system: on the Professional plan, WhatsApp Business is connected through the official interface into a unified inbox the team shares, and you can start a WhatsApp conversation from the opportunity page itself, so chats no longer stay on personal phones.
- Payment links from the chat: send a Mysr payment link that supports Mada, cards, Apple Pay and STC Pay. The money goes directly to your own Mysr account, not through Cortex, and an active Mysr account is required.
- An Arabic AI assistant: it answers your questions from your own data, drafts messages, suggests field values, summarizes calls and meetings, and asks for your confirmation before changing anything.
- Calls: on the Business plan, or as an add-on for other plans, you get a call center with caller identification, click-to-call, call logs and AI call summaries.
- Easy start: import your customers from Excel. Data is handled in line with the Personal Data Protection Law, your data stays yours, and you can cancel anytime.
A practical example
A maintenance company receives a WhatsApp inquiry about an annual AC maintenance contract for a building. The inquiry lands in the unified inbox, an opportunity is created on the sales board, and the rep sends the quote from the system. The AI assistant suggests a follow-up message, and a call task is scheduled for two days later. When the customer agrees, a payment link arrives in the same conversation, and the invoice is issued from the quote data. The manager sees all of this on the board without asking anyone.
Plans and trial
According to the product site, plans start at 149 SAR per month for three users (excluding VAT), and you can try the system free for 14 days with no credit card.
Get started
If your quotes get sent and then forgotten, you do not need more sales reps, you need a clearer system. Discover Cortex CRM and start your trial:
https://cortex.sa/solutions/crm
To request a quote or a consultation for your business: https://cortex.sa/estimator