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Cafes and coffee shops · Follow up systems

Chase the catering quote before the event date goes past.

A follow-up system for a cafe decides what happens to the enquiry nobody answered: the birthday booking message left overnight, the catering quote sent and never chased, the call that came in during the lunch rush. GullySales writes the chase into the counter routine and sets the point where you stop.

A 90-minute audit call and a written, scored report. Turnaround, reporting and term are agreed in writing after the audit.

Book a free auditor call +91 80958 58589
A pneumatic tube station on a panelled department-store wall: five brass tubes dropping from the ceiling to their hinged terminals, a wire basket slung under one of them with a carrier capsule just landed in it and the flap still open, a rack of spare capsules, a call bell on a bracket, a pressure gauge and a plain clock with no numerals

What follow up systems means

A follow-up system is the set routine for calling, messaging or emailing an enquiry more than once, since most buyers do not decide on the first conversation. GullySales sets the number and timing of follow-ups so an undecided buyer keeps hearing from you until they decide either way.

Also for cafes and coffee shops

Sales and marketing for cafes and coffee shops, the overview.

For cafes and coffee shops

Where it usually goes wrong, and what we would do.

  • “The rush is when enquiries go missing”

    Between noon and three nobody opens the Instagram inbox, so a message about a Saturday booking sits until the evening shift reads it and the group has already booked elsewhere.

  • “A catering quote is chased against their date, not yours”

    An office ordering for a Friday event decides by Wednesday. The chase has to be timed to that date rather than to how many days your quote has been sitting out.

  • “Write down where the chasing stops”

    Two unanswered messages about a table booking is enough. A third reads as pestering to somebody who simply picked another place, and they will remember it.

What we do

What we deliver for cafes and coffee shops.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. One inbox for calls, DMs and WhatsApp

    Enquiries from Instagram, WhatsApp, the phone and the delivery apps brought into one list the counter can see during a shift.

    Result: Nothing waits for somebody to think of checking a second app.

  2. A chase timed to the customer's date

    Follow-ups on a catering or group booking quote scheduled backwards from the event, not forwards from the day you sent it.

    Result: A catering enquiry gets chased while the event is still being planned.

  3. A missed-call routine for the busy hours

    A named person on each shift who returns the calls that came in during the rush, working from a written list of numbers and reasons.

    Result: A call that came at one o'clock still gets answered that day.

  4. A written stop rule

    How many times a quiet booking or catering enquiry gets chased, and what the last message says before you leave it.

    Result: Your team knows when to stop instead of guessing.

  5. The reminder sent before a confirmed booking

    A short message to a confirmed table or event booking ahead of the day, naming the time, the number of guests and what has been paid.

    Result: Fewer tables held empty for a group that never turned up.

How the result is measured

  • Follow-up completion rate
  • Average number of follow-ups before close
  • Enquiries closed after repeat follow-up

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full lead response and follow-up page

Who it is for

This is written for these cafes and coffee shops.

  • Independent single-outlet cafes
  • Specialty coffee roasters with a cafe
  • Cafes inside co-working spaces
  • Bakery cafes
  • Cafe chains opening new outlets
  • Cloud kitchen and delivery-only cafes
  • Cafes attached to bookstores or art spaces
  • Late-night and student-area cafes

Not for

It is not the right fit if.

  • You want a guaranteed Google ranking or a guaranteed number of leads. Nobody honest can promise either.
  • You need enquiries by next week and have nobody to answer them.
  • You want posts and reach reported, not enquiries and orders.

How it works

From your first message to the first report.

No open-ended retainer. Each step has a point in time and something you receive.

  1. 01 · Day 1

    Free audit call

    90 minutes with whoever handles your enquiries: how they arrive, how fast they are answered, where they are lost.

  2. 02 · After the call

    Written, scored report

    Six areas scored, fixes ranked by return and cost. If you want our help, the scope, the fee and the reporting come with it, in writing.

  3. 03 · Before work starts

    Baseline recorded

    Enquiries by source, reply time, conversion and cost per order, written down so every later month has an honest comparison.

  4. 04 · Month 1

    The first fix goes live

    Usually the cheapest one on the report: reply time, a follow-up sequence or the marketing-to-sales handover.

  5. 05 · As agreed

    Report against the baseline

    What moved, what did not, and what changes next, in plain words. How often you get it is set in writing before work starts.

  6. 06 · At the end of the term

    Renew on the numbers

    The term ends and you decide whether to continue from the results. The length is agreed in writing before anything starts.

How the work runs for cafes and coffee shops

  1. 1

    Assess

    We look at your Maps ranking, how fast DMs and calls get answered, the quality and age of your photographs, and how many reviews you have.

  2. 2

    Fix the profile and the reply

    A complete Business Profile with a current menu and photographs, and a routine for answering DMs and calls without a six-hour gap.

  3. 3

    Build the reason to visit

    Content for the slow hours, a catering and events page, and offers that photograph well and give people a reason to come on a weekday.

  4. 4

    Bring customers in

    Local search, Instagram and reviews, with ads timed to a launch, a new outlet or a season that needs the extra push.

  5. 5

    Build regulars

    A loyalty programme staff actually offer at the till, an events calendar, and reviews asked for at the moment a customer is happiest.

Proof

What happened when owners fixed this.

Real clients, the work we did, and the result as it was recorded. Where no number was recorded, none is claimed.

All case studies

  • Hotel Felicity Inn

    Situation
    A traveller compares three hotels on a phone and books one. The website was not built for that.
    What we did
    • The site rebuilt around booking
    • Photography and one look
    • Search work for destination searches
    • Content a traveller reads
    Result
    • Online bookings increased 35%
    • Organic traffic increased 50% within six months
    • Positive reviews on Google and TripAdvisor increased 30%
    Read the case study

  • Chord Road Hospital

    Situation
    Patients who knew the hospital trusted it. Patients who searched for a department or a treatment in the area did not find it.
    What we did
    • Website rebuilt around patient needs
    • Search visibility
    • Social media on a schedule
    • Review management
    Result
    • Organic traffic increased 60% within six months
    • Online appointment bookings increased 40%
    • Social following grew 45%, and engagement on it rose 70%
    Read the case study

Also worked with

Curtain Label · Difesa Security Services · Hands On CSR · Implevista · Kambar Group · Kalessi · Kerur Pain Clinic · LL Trust · Lucky Deals · Natural Gases · NavaShakthi Souhardha · NewCom Logistics · Proton Technical Services · SB Engineering · Shakthi Foundation · Shakthi Group · Urbanest · Insyde Studio · Venkateshwara Laser Tech · Vivara Studios

Why us

Why owners pick GullySales over an agency.

  • Marketing and sales, as one job

    Most agencies stop at the enquiry. We also fix what happens after it: the reply, the follow-up, the quote and the CRM.

  • The person on the first call does the work

    No account managers in between. You are never handed to someone you have not met.

  • A baseline before anything starts

    Your numbers are written down on day one, so every later report compares against something honest.

  • The fee in writing, split three ways

    Our time, your media spend and production on separate lines. You always see what goes to us.

  • No guarantees we cannot keep

    The term is agreed in writing and never a default twelve months. We never promise a ranking or a lead count, because nobody controls those.

  • One office, and we say so

    Nagarbhavi, Bengaluru. We work across India by call and WhatsApp and travel when a session needs to be in person.

#257, 3rd floor, Sri Nanjundeshwara Complex, Nagarbhavi 8th Block, Outer Ring Road. How we work.

The offer

Start with a free audit of how you sell.

It is useful on its own, whether or not you hire us.

What you receive

  • A 90-minute call with the person who will do the work
  • A written, scored report on the six places orders leak
  • Every fix ranked by what it returns and what it costs
  • The one thing to do first, and why
  • An honest line on whether you need outside help at all
  • If you do, the scope and the fee in writing

No invoice. No obligation. No sales script.

WhatsApp usor call +91 80958 58589

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FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Book the free audit
Who does the chasing when the counter is busy?
One named person per shift, working from the enquiry list rather than from memory. It takes a few minutes at a quiet point in the afternoon. The counter keeps serving.
Is it worth following up a table booking for two?
No. Chase what is worth chasing: groups, birthdays, catering and corporate coffee. A walk-in pair will either arrive or not, and a reminder message will not change that.
How soon would we see more customers?
Fixing reply time and the Business Profile shows within weeks. Building enough reviews and photographs to rank for coffee near a busy locality takes a few months.
Do we need to advertise?
Most cafes benefit first from the profile and a faster reply, which cost nothing in media. Ads make sense for a launch or a specific slow window you want filled.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped in the free audit and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after the audit, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
What do you need from us?
For the audit, last month's enquiries in any format and 90 minutes with whoever handles them. After that, access to the accounts the work touches, such as the website, Google Business Profile or CRM, and time for the review meetings.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

More for cafes and coffee shops

Everything else we would do for you.

Or start from the overview: sales and marketing for cafes and coffee shops.

Your next practical step

Get a free audit of how you sell, and a scored report of where the work is.

90 minutes. A written, scored report. No invoice and no obligation.

Book a free audit