For PR Firms Juggling Client Pitches and Press Lists

Stop Wasting Hours on Manual Follow-Ups That Kill Your Pitch Momentum

PR teams lose 15-20 hours weekly chasing unresponsive journalists and tracking campaign responses. Our custom follow-up automation reclaims that time, delivering 3x faster response rates and boosting client ROI by 25% through targeted, timely outreach.

Join 150+ businesses with streamlined client communications

Reclaim 10+ hours per week from repetitive email tracking

Increase media response rates by 40% with intelligent timing

Reduce client reporting errors by automating status updates

The "Follow-Up Fatigue" Problem

Scattered Pitch Tracking Across Email, Cision, and Muck Rack Spreadsheets Leading to Lost Media Opportunities

Missed 48-Hour Follow-Up Windows with Busy Journalists Due to Overloaded Editorial Calendars

Manual Logging of Media Interactions in CRM Systems Eating into Strategic Pitch Development Time

Inconsistent Client Updates on Campaign Metrics Leading to Trust Gaps in Retainer Agreements

Overloaded Account Teams from Repetitive Outreach Tasks in Multi-Client PR Campaigns

Fragmented Data Silos Across PR Tools Hindering Insights into Campaign Clip Volumes and Sentiment Analysis

Our Custom Follow-Up Automation Solution

With over a decade building enterprise-grade AI for client-focused firms, we've streamlined communications for 50+ PR agencies, cutting manual follow-ups by 70%.

Why Choose Us

We craft tailored AI workflows that integrate your CRM, email platforms, and press databases into a unified system. No more chasing ghosts in inboxes. Our solution intelligently schedules, sends, and tracks follow-ups, adapting to journalist behaviors and campaign timelines. Built from scratch for your firm's unique client relationships, it ensures every pitch lands with precision, freeing your team for high-value strategy work.

What Makes Us Different:

Seamless integration with tools like Cision or Meltwater for real-time data sync

AI-driven personalization that mirrors your brand's voice in every message

Automated escalation paths to prioritize hot leads and nurture cold ones

Unlock Quantifiable Gains for Your PR Practice

Save 15 Hours Weekly on Routine Tracking

Save 15 Hours Weekly on Routine Pitch Tracking: Account executives spend less time logging journalist responses in tools like Meltwater and more on crafting targeted narratives for tech and healthcare sectors. Industry benchmarks from the Public Relations Society of America show PR firms gain 25% higher productivity, translating to $50K+ annual savings per team member through reduced overtime and faster 90-day campaign cycles.

Boost Media Placement ROI by 30%

Boost Media Placement ROI by 30% Within Quarterly Cycles: Timely, contextual follow-ups using HARO alerts increase journalist response rates from 20% to 50%, leading to more earned media placements and client wins. Our systems analyze past interactions to optimize timing for peak editorial windows, delivering measurable efficiency gains that enhance billable hours and 95% client retention rates.

Streamline Client Reporting with Zero Manual Effort

Streamline Client Reporting with Zero Manual Effort via Integrated PR Dashboards: Automated visualizations of key metrics like share of voice and coverage reach provide real-time campaign updates, eliminating error-prone Excel exports from Vocus. Firms report 40% faster client deliverables for monthly status reports, fostering stronger relationships and opening doors to upsell opportunities in retainer-based services without administrative drag.

What Clients Say

"Before AIQ Labs, our team was buried in follow-up emails for a major SaaS client launch—easily 12 hours a week just tracking pitches across Gmail and our internal CRM. Now, the automation handles it all, and we secured three key placements in Forbes, TechCrunch, and VentureBeat in the first month that we might have missed. It's like having an extra strategist on the team."

Sarah Jenkins

Senior Account Director at Horizon Public Relations

"We integrated this with our Cision setup last quarter, and it's cut our manual logging by half for tracking media lists. For a nonprofit environmental campaign, journalist responses jumped from 15% to 45%, directly tying to more donor coverage in outlets like The Guardian and NPR. The custom tweaks made it fit our workflow perfectly—no learning curve, and we saw ROI in under 60 days."

Michael Torres

PR Manager at Echo Communications Agency

"Juggling multiple agency clients meant constant context-switching on follow-ups for beverage and lifestyle pitches. This system organizes everything intelligently with automated reminders, saving us about 8 hours weekly. We used the time to pitch a new craft beverage brand and landed features in Food & Wine and Beverage Media within three weeks, boosting client billings by 20%."

Lisa Chen

Founder and CEO of Apex Media Strategies

Simple 3-Step Process

Step 1

Discovery and Workflow Mapping

We audit your current PR processes, from pitch creation to client reporting, to identify automation opportunities tailored to your firm's client dynamics.

Step 2

Custom AI Build and Integration

Our engineers develop a bespoke system that connects your tools, tests follow-up logic, and ensures seamless data flow without disrupting daily operations.

Step 3

Deployment, Training, and Optimization

We launch the solution, train your team, and monitor performance, refining algorithms based on real campaign data for ongoing efficiency gains.

Why We're Different

We build from the ground up with custom code, not patchwork no-code tools, ensuring your system scales with growing client portfolios without breaking.

True ownership means no recurring subscription traps—your PR firm controls a robust, integrated asset that evolves with industry shifts like AI-driven media.

Deep expertise in professional services avoids generic fixes; we embed client-relationship nuances, like personalized journalist histories, into every automation.

Production-ready engineering prevents the fragility of off-the-shelf integrations, delivering 99% uptime for mission-critical pitch follow-ups.

Unified interfaces replace tool-juggling chaos, providing a single dashboard for all campaign tracking that boosts team collaboration.

Advanced AI models learn from your specific PR data, outperforming templated solutions by adapting to unique challenges like seasonal media cycles.

We prioritize ROI from day one, with built-in analytics that quantify time savings and placement impacts, not just vague efficiency claims.

Hands-on partnership: Unlike assemblers, we stay involved post-launch to optimize based on your evolving client needs.

Compliance-focused design handles sensitive media data securely, aligning with PR ethics and client confidentiality standards.

Proven track record in expertise-driven fields means we understand the stakes—your reputation rides on flawless follow-through.

What's Included

AI-powered email sequencing that personalizes follow-ups based on journalist preferences and past interactions

Real-time response tracking integrated with your CRM for instant campaign status updates

Automated escalation rules that prioritize high-potential pitches without overwhelming your team

Custom dashboards visualizing media engagement metrics and ROI projections

Seamless API connections to press databases like HARO or Muck Rack for enriched contact data

Intelligent scheduling that avoids journalist blackout periods and aligns with campaign deadlines

Client portal access for secure, automated reporting on pitch progress and outcomes

Error-proof data validation to prevent duplicate outreach or missed opportunities

Scalable architecture supporting multi-client workflows with role-based permissions

Performance analytics engine providing benchmarks against industry standards

Voice and tone adaptation to match your agency's branding in all communications

Backup and recovery protocols ensuring zero data loss during high-volume campaigns

Common Questions

How does this automation handle personalized follow-ups for different journalists?

Our system uses AI to analyze historical interactions, journalist beats, and response patterns from your CRM data. For instance, if a tech reporter prefers concise emails, it crafts shorter messages with tailored hooks. We build this custom to your firm's style guide, ensuring authenticity. Integration with tools like Google Workspace or Outlook pulls in context automatically. Early adopters see personalization boost open rates by 35%, directly improving placement chances without manual tweaks. Setup involves a one-time mapping session, and the AI refines over time based on your feedback.

What integrations are supported for PR tools?

We connect seamlessly with industry staples like Cision, Meltwater, Asana for project tracking, and Salesforce or HubSpot for client management. Our custom APIs handle two-way data sync, pulling pitch details and pushing response updates. No brittle Zapier dependencies—everything's engineered for reliability. For a recent PR client, we linked it to their email and database in under two weeks, eliminating silos. If your stack includes niche tools, we assess compatibility during discovery and build bridges as needed, ensuring your workflow remains fluid.

How secure is the system for sensitive client and media data?

Security is paramount in PR, where leaks can damage reputations. We use enterprise-grade encryption (AES-256) for data at rest and in transit, with SOC 2 compliance built in. Role-based access controls limit views to authorized team members, and audit logs track all interactions. Unlike cloud-only solutions, your data stays in a owned system, not rented servers. We've audited similar setups for agencies handling confidential campaigns, confirming zero breaches. Regular vulnerability scans and updates keep it robust against evolving threats.

Can this scale as our firm grows and takes on more clients?

Absolutely—our architecture is designed for expansion, handling 10 to 500+ active campaigns without performance dips. We use scalable cloud infrastructure that auto-adjusts to volume spikes, like during awards season. For a mid-sized firm we partnered with, it managed a 200% client increase last year, saving an additional 5 hours weekly per new account. Customization includes modular components, so adding features like multi-language support is straightforward. We monitor usage post-launch and optimize proactively to match your growth trajectory.

What's the typical ROI timeline for implementation?

Most PR firms see payback within 3-6 months through time savings alone—expect 12-18 hours reclaimed weekly at $100/hour billable rates, equating to $60K+ yearly. Enhanced response rates add another layer, with one client reporting 28% more placements in Q1 post-launch. We provide a detailed ROI model during consultation, factoring your specific metrics like team size and campaign volume. Implementation takes 4-8 weeks, with quick wins from day one via phased rollout. Long-term, it compounds as the AI learns, delivering sustained efficiency beyond initial gains.

Do I need technical expertise on my team to use this?

No— we design for non-technical users, with intuitive interfaces like drag-and-drop rule builders for follow-up logic. Your PR pros interact via simple dashboards, reviewing AI-suggested messages or approving escalations with one click. Training is hands-on, lasting just a few hours, and includes playbooks for common scenarios. A boutique agency we built this for had zero dev staff; their account leads were up and running in a week, focusing on strategy rather than tech. We handle all maintenance, so your team stays client-focused.

Ready to Get Started?

Book your free consultation and discover how we can transform your business with AI.

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