Automated follow-ups

Automated follow-ups let you schedule a chase email for a quote. You pick the template, the trigger, and the wait time — the app sends the email automatically at the calculated time.

Where to find it

Open a quote and go to its summary page. In the Activity card, switch to the Scheduled tab, then click Schedule follow-up.

Setting up a follow-up

The "Schedule a follow-up" modal has the following fields:

Email template

Pick which email template to send. You need at least one template saved before you can schedule a follow-up. Templates are managed under Resource Library > Message.

Trigger

Choose when the clock starts:

Trigger	When it fires
After the quote was sent	Relative to the first time you sent the quote (only available after at least one send).
After the customer accepts	Fires when the customer accepts the quote, plus your wait time. Can be scheduled before acceptance happens — the app parks it and activates it when the event occurs.
After the customer declines	Same as above, but triggered by a decline.
Starting now	Starts counting from the moment you schedule it.

Wait

Set how many hours or days after the trigger the email should send.

The modal shows a projected send time so you can see exactly when the email would go out.

Recipient

Pre-filled from the most recent send for this quote. Change the email address and name if needed.

Safety options

Two optional safety toggles appear below the recipient:

• Cancel automatically if the customer accepts, declines, or requests a change first — recommended. If the customer responds before the scheduled time, the app cancels the follow-up so it doesn't fire after they've already replied. Available for "After quote sent" and "Starting now" triggers only.
• Avoid evenings (8pm–8am) and weekends — if the calculated send time falls in a quiet window, the app pushes it to the next allowed slot.

The app will show a heads-up if your delay is 2 days or less. Most contractors find 5–7 days works best for a first follow-up.

Click Schedule send to confirm.

Viewing and managing follow-ups

Scheduled follow-ups appear in the Scheduled tab of the Activity card on the quote summary.

Each follow-up row shows:

• Status badge (Scheduled, Sent, Cancelled, Suppressed, Failed)
• Template name and recipient
• When it will fire (or "Waiting for acceptance / decline" for pre-event rules)
• Trigger label

Active (Scheduled) follow-ups have two action buttons:

• Send now — sends the email immediately instead of waiting. Useful if you want to fire the follow-up right away.
• Cancel — cancels the scheduled send. The row moves to the history section.

Past follow-ups are collapsed under a "Show N past follow-ups" link to keep the panel tidy.

What each status means

Status	Meaning
Scheduled	Waiting to fire at the calculated time.
Sent	Email was sent successfully.
Cancelled	Cancelled — either by you, or automatically because the customer responded (if the safety toggle was on).
Suppressed	Not sent because the recipient is on the suppression list (they unsubscribed from our emails or similar).
Failed	Send attempted but an error occurred.

Related

• Sending and acceptance
• Email templates