Written by
RevRing Inc.
From Prospect to Client: A Roadmap for SaaS Cold Calls and Follow-Ups
October 30, 2024
Have you ever picked up the phone, called a stranger who knows nothing about your SaaS product, and hoped they would turn into a paying customer? It might sound like a daunting task, but cold calling can be a powerful way to find new leads and move them along the path to becoming long-term clients.
In this guide, we will walk you through the stages of a phone-based sales journey. We will cover how to prepare for the first call, handle objections, schedule demos, and follow up without becoming a pest. We will also discuss how AI can make it simpler to manage all these steps, so you do not lose track of any prospects. By the end, you should feel ready to pick up the phone and guide prospects from “Hello, who is this?” to “Yes, I would love to be your client.”
Table of Contents
Why Cold Calls Still Matter in SaaS
Stage 1: Research and Preparation
Stage 2: The First Call (Making a Good Impression)
Stage 3: Handling Objections and Questions
Stage 4: Scheduling Demos or Next Steps
Stage 5: Following Up With Confidence
Stage 6: Keeping the Relationship Warm
Case Studies and Scripts
Where AI Fits Into the Mix
How RevRing Helps You Track Calls and Follow-Ups
Common Pitfalls to Avoid
Conclusion: Taking Prospects From “Hello” to “Yes”
Why Cold Calls Still Matter in SaaS
Some people say cold calling is old-fashioned. They might claim that email or social media is enough to reach new leads. While those channels are great, cold calls give you a special chance to chat live, read the tone of the other person, and adapt in real time. Emails can sit unopened. Social media posts can be lost in a busy feed. But a phone call, if done right, can spark immediate interest and trust.
In the SaaS world, deals often involve multiple decision-makers and steps. A live call can help you figure out if the prospect is the right person or if they can connect you with someone else in their company. It also lets you address questions on the spot, which can shorten the sales cycle.
That does not mean cold calls are easy. People are busy and might not pick up an unknown number. Some might say “No” within a few seconds. But for those who do listen, you have a valuable opening to show how your SaaS meets their needs. The goal is not to push them into buying immediately, but to move them one step closer to a real conversation.
Stage 1: Research and Preparation
Knowing Whom You Are Calling
Cold calls are less “cold” if you have some background info on the person or company. For example, if you sell a project management tool for small software teams, you want to know if your lead is actually in that space. Did they just launch a new product? Are they hiring more developers? These clues can hint that they need a better way to organize tasks.
Before picking up the phone, do a little digging. You do not need to spend hours stalking them online, but do find out key details:
Company size: Are they a small startup or a larger mid-market firm?
Industry focus: Are they in healthcare, fintech, or e-commerce?
Recent news: Have they raised funds, launched new products, or merged with another company?
This prep helps you tailor your pitch. It also shows respect. Prospects can tell if you know nothing about them. A small effort here can lead to better results later.
Setting Clear Goals
Know what you want from each call. Are you aiming to schedule a demo? Do you want to invite them to an upcoming webinar or event? Maybe you just want to introduce yourself and see if they have a need for your solution. Having a clear goal keeps you from wandering off track. Even if they are not ready to buy, you can aim to leave them with a positive view of your company and a next step in mind.
Stage 2: The First Call (Making a Good Impression)
Crafting Your Opening Line
First impressions matter, especially on the phone. You have mere seconds to capture interest before they decide if they will listen or say goodbye. A friendly greeting using their name, plus a short intro of who you are and why you are calling, is usually the best start.
Example: “Hi Maria, this is Alex from [Your Company]. I saw you lead the sales team at [Prospect’s Company], and I had a quick idea on how you might speed up your outbound process. Do you have a minute to chat?”
Notice how you use their name, mention their role, and hint at a benefit. You keep it short, so they can decide if they are open to hearing more. If they say “Yes,” you have a brief window to expand on how your SaaS fits their challenges.
Being Polite Yet Confident
Confidence does not mean talking over them. It means sounding sure about the value you bring. If your tone suggests you are apologizing for calling, they might not respect your offer. Also, keep your volume at a clear, comfortable level and speak at a relaxed pace. This helps them follow your points without feeling rushed.
Stage 3: Handling Objections and Questions
Why Objections Are a Good Sign
If a prospect raises objections—like “We already have a solution,” or “We do not have time or budget”—it means they are at least considering your idea enough to push back. That is better than a quick hang-up. It opens the door to a meaningful conversation if you respond with calm, thoughtful replies.
Common Objections and Responses
“We already have a tool for that.” “That is good. It means you see the value in solving this problem. But many of our clients switched to our solution because it saved them more time or money. Do you mind if I ask how happy you are with your current setup?”
“We do not have a budget right now.” “I understand. Budgets can be tight. But sometimes, small changes can save enough to free up funds elsewhere. May I share a quick example of how one of our customers found extra budget after using our trial?”
“We are too busy.” “I hear you. In fact, that is why a tool like ours can help. It takes only a short demo to see if we can cut down some of that busywork. Maybe we can check if there is a small window next week?”
The key is to show empathy, not aggression. You want to understand their concern, then offer a gentle nudge about why a quick chat or a demo might still be worth it.
Stage 4: Scheduling Demos or Next Steps
Moving From Interest to Action
If the prospect seems open or curious, your next target is to set a clear next step. Often, for SaaS companies, that step is a demo call. This is your chance to show the product live and answer deeper questions. If you sell a simpler product, maybe the next step is just sending a trial link or a short sign-up form.
When scheduling, be specific. “Would Thursday at 10 AM or Friday at 2 PM be better?” is more concrete than “When is good for you?” People like limited choices. It also helps you avoid long back-and-forth emails. If they cannot do those slots, they will usually propose an alternative. Confirm the details and send a follow-up email with the date, time, and a short reminder of what you will cover.
Be Flexible, But Also Value Your Time
Prospects might push the meeting far into the future or keep it vague. Try to pin down a real date. If you sense they are stalling, you can say something like, “I know schedules get busy. Let us aim for a short 15-minute session. We can always dive deeper later if it sparks interest.” That can reduce the fear that you will take an hour of their day.
Stage 5: Following Up With Confidence
When to Follow Up
Even if a prospect seemed excited on the phone, they might go silent for days. They have other tasks and might forget to respond. Do not let the trail go cold. A polite follow-up a few days later can jog their memory.
After a demo invite: If they agreed to a demo but did not confirm, send a quick reminder or text.
After a voicemail: If you left a message and they did not call back, try an email mentioning the voice message.
After they said “not now”: Mark a reminder to check back in a month or two. Circumstances can change.
Keep your tone cheerful. A follow-up is not nagging if you phrase it as a friendly check-in. You can say something like, “Hey Sam, just wanted to see if you had any thoughts on our last chat. No rush, but I am here to help if you have questions.”
Stage 6: Keeping the Relationship Warm
Even If They Are Not Ready Now
Many prospects will not convert immediately. Maybe it takes months for them to get a new budget or talk with their team. Do not treat them as “dead” leads. Keep them in your funnel, but at a slower pace. You can share a helpful article, a short video, or updates on your product that might relate to their needs.
This is not the same as spamming them. The idea is to be a resource, so that when they are ready, you are top of mind. If you see a news story relevant to their industry, you can forward it with a note: “Saw this and thought of you. Hope all is well!” That small gesture shows you remember them as a person, not just a sale.
Use a Simple Cadence
For warm but not-yet-ready leads, you might reach out every few weeks or once a month. Keep track of each contact and what you discussed. If they told you they are traveling for two weeks, set a reminder to ping them after they return.
Case Studies and Scripts
Mini Case: Startup A Boosts Their Demo Rate
A young SaaS company, Startup A, wanted to sell to marketing agencies. They had a short list of agencies in their region but did not know how to start the conversation. They created a simple call script like this:
Greeting: “Hi Sarah, I am Mark from Startup A. I help marketing agencies streamline client reporting. Do you have two minutes?”
Brief pitch: “I noticed your agency is growing fast, which might make reporting more complex. We built a tool that cuts reporting time by half.”
Value question: “How do you handle reporting right now?”
Invite to demo: “If you are open, we can do a short demo next week to see if it fits your workflow. Is Tuesday at 11 AM good, or do you prefer Thursday at 2?”
They called 50 agencies and got 20 to pick up. Among those, 8 agreed to a demo. Of the 8 demos, 3 became paid subscribers within a month. That might not sound huge, but it was a big jump from zero customers in that market.
Script Snippet for Objections
A second script snippet from the same startup addressed common pushbacks:
Prospect: “We already have a reporting tool.”
You: “That is great. You clearly see the value in easy reporting. May I ask if you are fully happy with it, or if there is any part that still takes too long?”Prospect: “We do not have budget.”
You: “Understood. We offer a quick free trial, so you can see if it saves you enough time to justify the cost. Sometimes, the gains more than pay for it. Interested in giving it a quick look?”
By having answers ready, Startup A felt more confident. They knew they were not pushing too hard, just asking friendly follow-up questions.
Where AI Fits Into the Mix
Saving Time on Research
One challenge with cold calling is you might feel you need to research every lead in detail. AI tools can help by scanning LinkedIn or public data to give you quick notes. For instance, if the company just announced a new product line, the AI can tell you that in short bullet points. You can then reference it during the call: “I saw you launched a new service for local clients. That must be exciting!”
Following Up at the Right Time
AI can also watch the data to see if a prospect opens your emails or visits your site. If they show activity, that might be a good time to call or text them, since they are thinking about you. Some systems even suggest the best call times based on patterns in the prospect’s region or past behavior.
How RevRing Helps You Track Calls and Follow-Ups
All Channels in One Place
Managing calls, emails, and texts across different apps can get messy. RevRing solves this by putting everything in a single platform. If you call someone, you can log the result right away. If they do not answer, you can schedule an auto-reminder to try again in two days or send a text.
Real-Time Insights
With RevRing, you can see who picked up, who hung up, and who asked for more info. The AI suggests leads that might be warming up or worth a second call. It also helps you personalize your pitch if it finds anything notable about the lead online. Instead of juggling random sticky notes, you have a clean dashboard that shows you exactly where each prospect stands in your phone-based sales journey.
Common Pitfalls to Avoid
Pitfall 1: Sounding Too Scripted
It is good to have notes, but reading them word for word can make you sound like a robot. Practice so you can speak naturally. If your script says, “Hi, I am calling from CloudData Inc. to share an amazing solution,” your voice might sound stiff. Instead, aim for a relaxed, friendly flow.
Pitfall 2: Focusing Too Much on the Product
If you spend the entire call rattling off features, you may lose the prospect’s interest. Try asking about their problems first. Then, match your solution to those needs. This keeps them engaged, because it is about them, not you.
Pitfall 3: Giving Up Too Soon
Cold calls can involve rejection. Some leads will say no or hang up quickly. Others might not pick up at all. Do not let that discourage you. Keep a consistent pace. Use short, polite follow-ups if you think the lead might still have potential.
Pitfall 4: Forgetting to Confirm Next Steps
You might have a great call, but if you do not leave with a firm date for a demo or a scheduled follow-up, the lead could fade away. Always restate the next step clearly. Send a quick email to confirm. This helps the prospect remember your plan and shows that you are organized.
Conclusion: Taking Prospects From “Hello” to “Yes”
Cold calling for SaaS does not have to be scary. When you break it down into clear stages, it becomes a structured journey. Start by researching who you are calling and knowing your goals. Then, make a friendly first impression on the phone. Listen closely to objections or hesitations, and address them calmly rather than rushing. Next, guide them toward a meaningful next step—often a demo or free trial. Follow up if they go quiet, and keep the relationship warm even if they are not ready right now.
Throughout this process, tools and AI can make your life easier. They can help you research leads, track who picks up the phone, and schedule follow-ups at the right time. A platform like RevRing lets you handle calls, emails, and texts in one place, so you never lose track of a promising lead.
If you want to see how RevRing can give you a smoother path from “Hello, who is this?” to “Yes, let us talk more,” sign up for a 3-day free trial. You can see how it organizes your outreach and adds AI insights, all while you focus on the human side of sales: real conversations with real people.
Yes, cold calls can be challenging. But with the right mindset, scripts, and follow-up plan, you can turn phone calls into powerful connections. And over time, those connections can become loyal clients who trust your SaaS to make their jobs easier. So pick up that phone and guide your prospects through each stage with confidence and care.
