The Inbox Rescue System
Stop losing booked meetings to slow replies. The triage system plus the prompts that run your inbox daily.
ps - if you'd rather we set your whole inbox system up with you live, book a setup call with the Founder of Reachium.
Don't have a Reachium account yet? Make your Reachium account here
⭐️ 73+ meetings booked this month with this exact system ⭐️
Steal this first (your quick win)
The next time a lead replies and you do not have time for a full answer, send this within the hour:
Good question. I want to give you a real answer, not a rushed one. Sending you something useful on this tomorrow morning. Quick one meanwhile: [one easy question about their situation]You just bought a day without going silent, and you kept the conversation moving. Speed beats polish in the inbox, every time.
Where deals actually die
Your outreach is fine. Your inbox is where the deals die.
Your hottest lead replied four days ago. You still have not answered. Not because you are lazy. Because answering well takes a 30-minute research project: who are they, what did you send them, what did they say, what should you say back. Multiply by 20 conversations and the inbox becomes the job you avoid.
Meanwhile the lead concluded you were never serious.
Score yourself: the inbox leak test
Check every box that is true for you:
Replies sometimes sit more than 24 hours before I answer
I have found a warm reply I simply never saw
I answer the easy replies first and dodge the hard ones
Someone said "not right now" and never heard from me again
I have no follow-up rhythm; it happens when I remember
I re-read the whole thread every time before replying
Interested leads wait longer than casual ones because their reply needs more thought
0-1 checked: your inbox is healthy, skim the prompts below and take what helps.
2-4 checked: you are leaking meetings every week. The triage system below is for you.
5+ checked: your inbox is costing you more pipeline than your outreach is creating. Fix this before sending anything new.
The triage system: hot, warm, later
Every reply lands in one of three buckets, and each bucket has one rule:
-> Hot (question, pricing mention, interest signal): a human answers, same day. This is where deals happen. Never delegate the actual conversation.
-> Warm (polite reply, no clear signal): keep it alive with one easy question. Low effort, same week.
-> Later (not now, bad timing): schedule the follow-up in 3 weeks and forget it. "Later" is a real pipeline stage, not a rejection.
The mistake everyone makes: treating all three the same, so hot leads wait behind small talk.
The lunch-break setup: hand the sorting to Claude
Claude, connected to Reachium, does the sorting, the research, and the drafting. You do the conversations. Three prompts run the whole system:
The daily sweep (every morning, 2 minutes):
Go through my inbox. Show me every reply where someone asked a question, mentioned pricing, or sounds interested. For each one, give me one line of context on who they are and what campaign they came from.The reply drafts (right after the sweep):
Draft a suggested reply for each flagged conversation, in my voice. Short, no pitch, one question each. I will edit and send.The follow-up rescue (once a week):
Show me everyone who replied positively but has gone quiet for more than 5 days, and everyone who said "not now" more than 3 weeks ago. Draft a light check-in for each.The research project disappears. Claude pulls who they are, what was sent, and what they said. You read a one-line brief and a drafted reply instead of a whole thread.
Reply craft: the three replies that matter most
The pricing question.
Bad: a paragraph defending your pricing.
Good: "Depends on volume, honest answer. Most teams like yours land around [range]. Worth a quick call so I can give you a real number instead of a range?"
The "not interested."
Bad: "No problem! Let me know if anything changes!"
Good: "All good. Curious though, is it a timing thing or just not a fit? Helps me stop sending people things they do not need."
The warm-but-vague reply.
Bad: pitching because they were polite.
Good: one easy question about their situation. You are earning the next reply, not closing.
Answer from anywhere
Hot replies do not wait for your desk. The sweep and the drafts work from your phone, so same-day answers survive travel days.
Your first 48 hours
Today: run the inbox leak test above, honestly
Today: run the daily sweep prompt on your current inbox
Today: answer every hot reply it finds, even imperfectly (speed beats polish)
Tomorrow: run the sweep again, 2 minutes, before anything else
This week: run the follow-up rescue once and watch dead threads come back
Want this running without you thinking about it?
Reachium flags the replies, drafts the answers, and keeps the follow-up rhythm. You just have the conversations.
The meeting you lose this week will not be lost to bad outreach. It will be lost to a reply that sat for four days. Fix the four days.
- Jordan Kwan, founder of Reachium
