Let Lindy manage your inbox, handle negotiations and close deals for you.
Just like a human, Lindy can engage with leads, negotiate on your behalf, provide quotes, and close deals – fully autonomously.
In this tutorial, you will learn how to:
Configure Lindy to automatically manage and negotiate email inquiries. Customize your knowledge base with details on pricing, discounts, package options, trials, partnerships, and comprehensive brand information. Prompt Lindy to match your brand’s voice, tone and style of communication. Set rules for when Lindy should escalate issues to a human or alert you with updates on negotiation progress. You’ll be able to build this flow in less than 10 minutes using our Email Responder template as a base, which you can find here .
Setting up the Trigger Click the Gmail Email Received trigger and connect the Gmail account you want Lindy to monitor.
Optional: Add Trigger Filters to exclude certain emails from “waking up” Lindy and initiating the workflow.
Customize the Condition Next, we are going to customize the first Condition following the Gmail Email Received trigger.
In this example, we want Lindy to only continue if the received email is an inbound inquiry that requires a response or negotiation.
To do this, click the Deserves a Reply condition and change the Condition to:
Only continue if:
the emailer is requesting pricing, service offerings, product offerings, quotes, package options, rates, or if it is a collaboration inquiry.
Set Up A Knowledge Base Next, we are going to put the Knowledge Base together. Click the Search Knowledge Base step and add the information Lindy will need in order to deliver rates and negotiate on your behalf.
You can add files, text, website URLs, and connections to multiple 3rd party applications as knowledge bases.
For example, if you want Lindy to respond to product, service or brand questions, include files containing these FAQs so the answers are easily retrievable when Lindy performs a query.
Example Pricing doc:
Example FAQ and Partnership Information doc:
Example Negotiation Instructions doc:
Make sure to give Lindy all the information needed in order to respond to inquiries, negotiate on your behalf and answer inbound questions.
You can update, reconfigure or add more information to your Knowledge Base at any time by selecting the action and clicking the plus sign beside “Knowledge base”.
Understanding the Second Condition The second Condition after the Knowledge Base instructs Lindy to only continue if the answer to the emailer's inquiry was found in the knowledge base.
If you want Lindy to escalate this email to you if no answer was found in the Knowledge Base, you can create a second Condition with a prompt:
If you did not find a response in the contents of the knowledge base
Then proceed to add a Human in the Loop by following these steps.
Customize the First Response Click the Gmail Send Reply action after the second Condition and insert instructions for how Lindy should respond to inquiries after she has queried the knowledge base.
Example prompt:
**You are responding to an inbound partnership inquiry email.
Your job is to use the content in your knowledge base to answer the emailer’s questions, respond succinctly and help the user close a partnership deal*
An example response could be:
"Hey {FIRSTNAME}, thanks so much for reaching out! I'd love to learn more about {THEIR BRAND} and see if there is mutual alignment for a partnership.
Here are my rates:
{Insert content found from knowledge base, example below:- Youtube Shorts = $2,500- 30 Sec Reel on Instagram = $3,000- 60 sec Reel on Instagram = $6,500- TikTok Reel = $12,000 ($14,000 if pinned)}
Please let me know your thoughts and any ideas you had on specific collab content."
Scenario Handling After the Gmail Send Reply action, we are going to add a Condition step.
This time, we are going to create three conditions. The three conditions will capture the three types of email responses we can expect, and subsequently, the actions Lindy should take in response:
Requires Negotiation:some textAdd the prompt: “The emailer is asking for additional quotes, package options discounts, has questions about the partnership, etc” and add an AI Agent step below this Condition to handle the negotiation process. Closed Deal:some textAdd the prompt: “The emailer is ready to move forward with the prices that were sent via quote” and add a Gmail Send Reply action below this Condition. Not Interested:Add the prompt: “The recipient declined the offering or is not interested” and add a Gmail Send Reply action below this Condition. Using an AI Agent to Handle Negotiations Under the “Requires Negotiation” Condition, we are going to let the AI Agent handle the back-and-forth negotiation. This is where AI Agent’s shine!
AI Agents are best used when you're highly unsure of what should happen next. They let you define broad guidelines and skills that can be invoked at any time — the agent will then decide when to use which skills in order to follow its guidelines. More on AI Agents
here .
In the Prompt field of the AI Agent, give Lindy instructions on how you want it to negotiate and respond to the emailer.
It is important to note that this AI agent has context from all prior actions, including the Knowledge Base search.
Tips:
Make sure to reference the Knowledge Base in your instructions to ensure Lindy only pulls information directly from the correct sources. Adding examples of your brand’s style of writing and typical responses can help Lindy better respond in your tone of voice. Example Prompt:
Your job is to negotiate with the emailer and respond to their questions until a decision is made in regard to the partnership opportunity. Only answer questions using answers found from the knowledge base. Here are some example responses to mirror the structure and style of our brand’s tone:
“Hey {FIRSTNAME} – appreciate the interest! We only discount 10% for fall deals, as it is our busiest time for collaborations. Let me know what you decide!”
“Hi {FIRSTNAME}, thanks for the follow-up questions. We typically post on Mondays at 8:00am PST and pin them for 4 weeks. If you would like a collab post pinned longer than 4 weeks, we charge $1,000 extra per week that is pinned.
Let me know if this sounds good to you or if you have questions :)”
Important Instructions:
* Always respond directly to the emailer and sign off with:
“Thanks – Lindy”
* Keep responses 1-2 sentences long, concise and friendly.
* Never make offerings or agree to a deal unless there is content in the knowledge base that supports the partnership details.
In the AI Agent configuration, you can choose whether Lindy must Ask for Confirmation before sending email responses. Turn this to “Always” if you want to manually approve emails before they are sent on your behalf.
To allow Lindy to respond to emails while in the AI Agent step, we must add this action as a skill.
To do this, click the plus sign beside Skills in the AI Agent step and add the Gmail Send Reply action.
After Lindy comes to an agreement with the emailer, we want Lindy to leave the AI Agent step. To do this, we are going to use a Jump Condition.
To add a Jump Condition, click the plus sign below the AI Agent step.
Add a Condition step.
Click on the “Define condition” bubble directly below the AI Agent step and add the following prompt to the “When should we jump out of this AI agent?” field:
you have come to an agreement or if they have declined the offering
In this scenario, there will be two outcomes after the negotiation is complete, either they agree to the partnership or declined the offering.
Because we created two actions earlier in our flow setup to specify how to handle both of these outcomes, we can use conditions to redirect to those existing Gmail Send Reply actions.
To do this, drag the grey arrow after the Condition step and connect it to one of the Send Reply actions. Ensure this Condition prompt matches the corresponding Condition prompt above the Gmail Send Reply action.
Example: When connecting your new condition to the “Closed Deal” Send Reply action, make sure to set the Condition to “the emailer is ready to move forward with the prices that were sent via quote”, matching the existing “Closed Deal” Condition.
Follow the same steps for the “Not Interested” Send Reply action by dragging the arrow from the newly added Condition step to the “Not Interested” Send Reply action and copying the existing Condition statement into this new Condition.
Closed Deal Responses Now let’s customize Lindy’s behavior once a deal has been closed!
Click the Gmail Send Reply action that corresponds with the “Closed Deal” Conditions.
Just like the AI Agent step, you can set the Ask for Confirmation to “Always” if you want to approve each email before they are sent.
In the Body field, use the “AI Prompt” setting and add a prompt to instruct Lindy on how to respond to closed deals.
Example prompt:
Your job is to confirm the partnership with the emailer and congratulate them! Ensure to concisely confirm all partnership details that have been agreed upon and outline the next steps.
Next steps to partnership deals include:
- An agreement will be sent to their email within 24 hours, they have 3 business days to sign the agreement and send it back.
- They will receive an invite to join a shared Slack Channel.
Example response:
"Hey {FIRSTNAME},
Congrats on finalizing our partnership! 🎉 We’re excited to move forward.
To confirm, we’ll be collaborating on a TikTok partnership for Fit Tea, where you'll create 5 TikTok reels throughout October.
Next steps:
- You’ll receive an agreement via email within 24 hours. Please sign and return it within 3 business days.
- I’ll also send you an invite to join our shared Slack channel for seamless communication.
Looking forward to working together!"
It is recommended to add a Human in the Loop step after this Gmail Send Reply action has been sent. This ensures your Lindy communicates with you immediately once a deal is closed.
An example Human in the Loop scenario would be to have Lindy send your team a Slack Alert with the partnership details or have her alert you via email with the partner's name, email address, deal information, and recommendations for next steps.
Guide on how to do this here .
Not Interested Responses Now we are going to do the same thing for the “Not Interested” Send Reply action.
Follow the same steps above and add a prompt to the Body field of the Send Reply action.
Example prompt:
Your job is to politely thank the emailer for the interest and let them know they can reach out at any time if they change their mind.
Example response:
"Hey {FIRSTNAME}, no worries.
Feel free to reach out if you change your mind!"
See It In Action Make sure to click Save before exiting out of the Flow Editor.
To test, use a separate email address and send yourself an email inquiring about a partnership.
Go to the Task View of your new Lindy to see Lindy wake up when the new email is received.
The first card in the task view is the received email followed by the two conditions which display the conditions that were met.
You can see Lindy’s response in the Send Reply card. Click into the Send Reply card to view the sent email.
Follow up with a response using the same email address as your initial inquiry. You will see the response as an action card, along with the corresponding Condition it meets and Lindy’s subsequent response.
In this test example, the email inquirer agreed to the 10% discount, therefore, Lindy left the AI Agent step and proceeded to the “Closed Deal” Send Reply Action.
You can see Lindy closed the deal flawlessly and gave the partner an outline of the next steps!
You did it!
In less than 10 minutes, you built yourself an email negotiator who will act as a manager for your company / brand.
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