Triaging accounts with data and AI

Here’s a question that’ll make your head spin: You just inherited 50 neglected accounts, and your customers feel taken for granted. How do you reposition yourself as a high-value partner instead of just another transactional vendor who’s about to disappoint them?

That’s the question posed by Scott Northway, and it’s one of the most common challenges I see in sales today. A new account manager takes over, inherits a book of business that’s been ignored, and now has to figure out how to rebuild relationships with customers who’ve been collecting dust.

If you’re nodding your head right now, you’re not alone. Poor account management is quietly bleeding companies dry, and most leaders have no idea how much revenue they’re leaving on the table.

The Brutal Truth About Why Customers Leave

When we survey customers through our consulting projects with clients who are hemorrhaging accounts, here’s what we find: About 70 percent of the time, customers don’t leave because of price. They don’t leave because of product quality or service issues.

They leave because they feel taken for granted.

Let me give you a real example. I pay six figures annually for a software program that’s critical to my business. Every time my contract comes up for renewal, it’s like a circus. They fly people in. They wine and dine me. They promise the moon about how they’re going to support us and be our partner.

Then once the contract is signed? Crickets.

My account manager disappears for three years. If I don’t call them, they don’t call me. And here’s the thing: I actually like my account manager. I genuinely want to work with them. There are products I could buy, optimizations we could make, but I have to do all the work to make it happen.

This is insane. And it’s costing companies millions.

What Won’t Work: The Rookie Mistakes

So you’ve inherited these neglected accounts. Here’s what you absolutely cannot do: Show up on their doorstep apropos of nothing and try to sell them something.

If I’m an existing customer doing business with your company, and you show up trying to pitch me without acknowledging the elephant in the room, we’re probably done. It’s rude. It’s bad behavior. And it tells me you’re just like every other transactional vendor who doesn’t actually care about my business.

The second mistake is spreading yourself too thin across all 50 accounts without any strategy. You’ll burn out, deliver mediocre service to everyone, and end up losing accounts you could have saved.

The Human-to-Human Approach That Actually Works

Here’s what does work: Be honest. Be human. Name the problem.

Pick up the phone and say something like this: “Hey, I’m your new account manager. I recognize that no one’s contacted you in a while, and I’m sorry about that. I apologize. I’d like to do a fresh start. Would you give me the opportunity to get to know you better and learn about what’s important to you?”

That’s it. Simple. Direct. Human.

Now here’s the hard part: When you have that conversation, some customers are going to unload on you. If they really have felt taken for granted, they’re going to say some nasty things. They might complain about the last account manager. They might air grievances about problems that have been festering for months.

And the most important thing you can do in that moment is shut up and listen.

Don’t try to defend the past. Don’t talk over them. Don’t promise you’re going to be so much better than the last person. Just let them get it all off their chest. Let them talk it out, because people like people who listen to them.

Then, if there’s something specific you can help them with, don’t make promises you can’t keep. Commit to one thing. Take care of that commitment. Honor it. Build trust slowly. That’s how you become a high-value partner through fanatical prospecting discipline applied to account management.

The Smart Way to Triage 50 Accounts

You can’t effectively manage 50 accounts with equal attention, so you need to segment fast. Use a simple A, B, C ranking by revenue and risk:

A Accounts: Your largest customers or those at highest risk of churn. These get weekly or bi-weekly touchpoints.

B Accounts: Solid mid-tier customers with growth potential. These get monthly check-ins.

C Accounts: Smaller accounts that are stable. These get quarterly touchpoints.

But here’s the secret weapon most account managers miss: Use AI and your CRM data to find the low-hanging fruit. Look for patterns like former buyers who’ve moved to new companies in your territory, customers who mentioned specific challenges in past conversations, or accounts showing signs of expansion readiness.

One of the smartest things you can do is ask your AI tools: “Did anyone on this account ever mention their favorite sports team? Do they like to cook? What matters to them personally?” Those human details are gold for building real relationships in sales.

The Retention Secret Nobody Talks About

Here’s what kills me about account management: Retention is actually easy. If you’re just nice to people, for the most part, they’re going to be nice to you.

It doesn’t take grand gestures. It takes consistency.

A random text message: “Hey, just thinking about you. How’s everything going?”

A quick video message once a quarter checking in.

Remembering to ask how their kids’ soccer season went.

Sending them an article relevant to their business with a note: “Saw this and thought of you.”

Human beings at the core just want to be understood and they want to feel important, like they matter. That’s it. That’s the whole game.

Your 30-60-90 Day Stabilization Plan

If you’re inheriting neglected accounts, here’s your action plan:

Days 1-30: Triage and stabilize. Reach out to every A account with your honest, human approach. Listen more than you talk. Identify immediate fires to put out.

Days 31-60: Earn the right to advise. Deliver on your initial commitments. Start providing value without asking for anything in return. Build familiarity and trust through effective sales communication.

Days 61-90: Focus on expansion. Now that you’ve proven yourself, you can start identifying opportunities to grow these accounts. But not before.

Don’t bite off more than you can chew. Build familiarity, then trust, then earn the opportunity to expand the business.

The Bottom Line

Stop treating your existing customers like an afterthought. They’re your easiest path to revenue growth, but only if you actually treat them like they matter.

Account management isn’t complicated. It’s about being human, being consistent, and actually caring about the people who are already paying you money.

So pick up the phone. Send that text. Schedule that coffee. Make the small investments in relationships that compound into massive retention and expansion wins.

That’s how you turn neglected accounts into your most profitable relationships. That’s how you build a book of business that actually grows. And that’s how you stop losing customers you already have.

Ready to master the prospecting and relationship-building skills that drive account growth? Join us at Sales Gravy Live: Fanatical Prospecting Bootcamp in Atlanta, GA on March 10-11th. Two days of intensive training that will transform how you approach every customer conversation.