Spot reorder opportunities and accounts going quiet.

A short daily list of accounts worth a call, each with its evidence, and a holdout that shows whether the calls add orders.

Start with an order desk review How it works

Account queueDay 50

Harbor Street CafésUsually reorders about now · 1 case still pendingDay 50Fix first
Corner BakehouseQuote open 9 days · no reply$640Follow up
Pier 9 CateringOrdered every two weeks, nothing in five5 weeksCall
Lakeside Deli GroupBuys lids, never cups5 sitesSuggest cups

Today’s account queue. The rep works from it, and a held row says what to fix first.

Sound familiar?

Follow-up depends on which accounts the rep happens to remember.
A reminder lands on an account with an open problem, and makes it worse.
The dashboard says the program drove 100 reorders, and nobody knows how many would have come anyway.

Rep time is the scarce part. Spent on accounts that would have ordered anyway, it costs more than it brings.

What changes.

TodayWith the engine

Who to call: Whoever the rep remembersA ranked list, with the evidence beside each account
Timing: “Quote and forget”A signal when an account is overdue or a quote has sat
Problems first: Reminders go out regardlessAccounts with an open issue are held, with the reason shown
Proof: Calls made and tasks closedOrders that wouldn’t have come without the call, against a holdout

How it works. 6 steps, 5 stages.

AI1
Rules and automation3
Your team2
Approval

1Watch
1. Rules and automation
  Watch order history for gaps
  Each account’s usual order cycle, from ERP invoices, flags the ones overdue or slipping.
  - Prophet 21
2Check
1. Rules and automation
  Hold what shouldn’t be chased
  Open service issues, pending lines and credit holds suppress the reminder, with the reason shown.
  - Prophet 21
  - HubSpot
2. AI
  Rank and explain
  Reads notes and past orders to say why this account, and what to offer.
  - HubSpot
3Call
1. Your teamApproval
  Choose the conversation
  The rep calls, sends a suggested order or defers. The queue records the choice.
4Test
1. Rules and automation
  Hold out a comparison group
  A set of comparable accounts gets no program, so the result is counted against them.
5Decide
1. Your teamApproval
  Keep, change or stop
  Finance and sales read the result in contribution, and decide with a date to check again.

Every result tunes the signals

What you get. Real work, every week.

Reorder program · 90 days

+2 pointsreorders, likely between −3 and +7

100With the program (of 500)

90Held out (of 500)

Keep for the top 150 accounts · check again next quarter

The holdout readout: reorders with the program against accounts that didn’t get it.

Harbor Street CafésRep brief · day 50

Don’t ask for the next order yet.

Signal: Reorders about every 50 days, and today is day 50
Held because: 1 case on SO-812 is still pending, and the supplier’s date has moved twice
Do first: Call about the pending case with a new date, or an offer to cancel the line
Then offer: 5 cases of LID-16F, ready as a suggested order

The note behind a held signal, so the rep knows why not to ask yet.

How you’ll know it’s working.

Extra contribution per account
Counted against a holdout, after rep and campaign time.
Overdue accounts that got a conversation
Coverage of the accounts that matter, rather than a count of calls.
Signals held, and why
Reminders held back for open problems, reported so nobody wonders where an account went.

Baselines agreed before we build.

Did the reorder program pay?

Accounts in the program: 500
Held-out accounts: 500
Reordered in 90 days: 20% against 18%
Extra orders: 10, not 100
Order value and contribution: $600 at 30%
Rep and campaign time: $1,500
Net for the quarter: +$300

At a one-point lift it loses $600. That’s why accounts are held out: a dashboard would have claimed all 100 orders.

Works with what you have.

ERP, CRM & inbox

Prophet 21
HubSpot
Outlook
Salesforce

We configure first: HubSpot’s task queues and sequences, or your CRM’s equivalent, can hold the list and the reminders. We start there, with a few signals you can explain.
We build when: The signals need order history, open service issues and notes together, and you want the result measured against a holdout.

What a first build includes.

Built in your accounts, around your team. Scope, fee and baseline agreed before we start.

1Design
2Build
3Run it, or hand it over

Start with a review Scope this build

We build

Reorder-cycle and quiet-account signals from ERP history
Suppression for open issues, pending lines and credit holds
A ranked queue with evidence, and a brief for each account
A holdout design and a quarterly readout in contribution

We start from

Two years of invoices and returns by account
CRM notes, tasks and open quotes
Service issues and credit status

From your team

Owner: Head of account management or VP of sales
Involves: Account sales
Customer service
Finance

Questions teams ask.

Why hold out accounts at all?

Most reorders would have happened anyway. Without a comparison group, a reminder gets credit for them. The holdout counts only the extra orders.

How big does a holdout need to be?

Big enough that a small lift isn’t noise. At 500 accounts in each group, a two-point difference is within chance, which is why this readout narrows the program and tests again instead of scaling it.

Who owns it once it’s running?

You do. It’s built in your accounts, documented, with training for the people who run it. Ownership usually sits with your head of account management or VP of sales. We can keep running it with you, or step back.

How do we start?

Usually with an order desk review: two to four weeks, a fixed fee credited to the build, and a plan that’s yours. If the job is already clear, we can scope the build directly.