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Mineral trading companies · Follow up systems

Keep every quoted lot on a list until the buyer confirms or says no.

A follow-up system for a mineral trader is the routine that returns to a buyer after a quote, checks what is stopping the order and records the answer. GullySales works on the quote board, the follow-up steps and the wording of each call or message.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Quarry staff examine aggregate samples at a safe observation point

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 mineral trading companies

Sales and marketing for mineral trading companies, the overview.

Last updated 18 Oct 2026.

For mineral trading companies

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

  • “A quote is a promise with a clock on it”

    The rate is valid for a stated time and the supplier's stock may move. A follow-up that arrives after the validity has lapsed means re-quoting from the start, and sometimes losing the lot.

  • “The buyer is waiting on someone else”

    A plant may hold off because the technical team has not cleared the sample or the accounts team has not released credit. Knowing which wait it is tells you whom to speak to next.

  • “The lost lot teaches nothing unless it is recorded”

    If a quote lapses and nobody asks why, the firm learns neither the competing rate nor the missed grade. A single line noted at closure gives the next quote something to work from.

  • “Credit follow-up is a separate job”

    After delivery the chase turns to payment. It needs its own steps and tone, run by someone who can speak plainly about dates without damaging a relationship worth keeping.

What we do

What we deliver for mineral trading companies.

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

  1. Quote follow-up board

    Every open quote listed with buyer, grade, quantity, rate, validity and next action.

    Result: One list shows which quotes need a call today.

  2. Follow-up steps by situation

    A set of steps for a quote with no reply, a quote under technical review and a quote waiting on credit.

    Result: Each situation has a defined next step and a message to use.

  3. Message and call wording

    Short scripts for the follow-up call and the WhatsApp reminder, written to sound like your firm.

    Result: The team has wording to start from, and edits it freely.

  4. Reasons for lost lots

    A fixed list of reasons chosen when a quote is closed, such as rate, grade, delivery or buyer stopped.

    Result: Each closed quote carries a reason.

  5. Payment follow-up routine

    Steps for reminding a buyer before and after a payment date, kept separate from sales follow-up.

    Result: Overdue buyers are identified from the record, not from memory.

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

What to capture or send

Moments in a quoted lot that need a message, and what each should say.

Quote sent, no answer
A short note repeating grade, quantity and delivery point and asking whether the plant needs a change. Keep the earlier rate and its date in view.
Lot confirmed
Send the loading point, vehicle details and sample arrangement. Gives the plant what it needs to plan the gate.
Lot dispatched
Send vehicle number and expected arrival. Saves the plant a call and records that you told them.
Payment due
A reminder with the invoice number and agreed terms, kept apart from sales messages. Credit follow-up is a separate job.
Lot lost to another trader
Record the reason the plant gave. A short thank-you keeps the door open for the next query.

Who it is for

This is written for these mineral trading companies.

  • Iron ore and manganese traders serving steel and ferroalloy plants
  • Coal and coke traders for industry
  • Limestone, dolomite and silica traders
  • Bauxite and other ore traders
  • Industrial mineral traders buying from several mines
  • Aggregate and sand traders supplying infrastructure projects
  • Commission agents and brokers working between mines and plants
  • Traders who also export part of what they buy

Not for

It is not the right fit if.

  • Rates move so fast that a quote is stale before the reminder goes, and no one updates the board
  • The desk does not know which lots are open, so a reminder would chase buyers for stock that has gone
  • Collections and sales sit with one person who cannot do both

How it works

How the follow up systems work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Measure today's reply time

    From your recent enquiries, we set the time each arrived against its first reply, using the call log, chats, form entries and portal panel. We also count the follow-ups each one got.

  2. 2

    Agree targets and the sequence

    We set reply targets and the follow-up sequence with your team, based on its real hours and workload.

  3. 3

    Write the templates and first-call questions

    The first reply, the quote follow-up and the last attempt are written in your voice and loaded as quick replies. The first-call questions are agreed with your best salesperson.

  4. 4

    Set ownership, tasks and alerts

    Named owners, cover for leave and CRM or sheet tasks go live. App alerts, such as IndiaMART's, are switched on for the right phones.

  5. 5

    Track and adjust

    Reply time and follow-up completion are reported against the baseline, and the routine is changed where it is not kept. How often you are reported to is agreed in writing.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales process design, at stage 2, qualification. The audit comes before it, and sales management keeps it running.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2 · you are here

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
How soon should we chase a quote?
That depends on the validity you set and the buyer's habits, so we do not fix a number. We set the next-action date on each quote when it is sent, based on how that buyer decides.
Will repeated follow-up annoy plant buyers?
A reminder that adds something, such as a revised rate or a lorry slot, is welcome. We write each follow-up to carry a reason, so it reads as service and not as pressure.
Can the board be shared across the team?
Yes. It is built to be seen by the whole desk, so a colleague can pick up a quote when the owner is away without asking what was said.
Who should chase payment, sales or accounts?
Accounts, with sales informed. A sales person who chases money risks the next order, while accounts can state terms and dates plainly. Record each reminder against the buyer so both sides see the same history.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, 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 we have spoken, 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.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
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 mineral trading companies

Everything else we would do for you.

Closest to this: leads and follow-up

Also for mineral trading companies

Or start from the overview: sales and marketing for mineral trading companies.

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