Auto-responders for customer inquiries and quote requests

Purpose

1.1. Automatically respond to customer inquiries and quote requests to improve response times, customer satisfaction, and lead management.
1.2. Deliver prompt, professionally crafted replies, provide initial quotes or request additional details, and forward requests to sales teams when needed.
1.3. Reduce manual workload, standardize communications, and capture all customer queries across multiple touchpoints.

Trigger Conditions

2.1. Receipt of new email or message containing keywords like “quote," “pricing,” or “order inquiry.”
2.2. New form submission from website or embedded contact form.
2.3. Incoming SMS or WhatsApp messages to designated business numbers.
2.4. Direct message to social profiles (e.g., Facebook, Instagram DM).
2.5. Chatbot or live chat receives sales-related queries.

Platform Variants

3.1. Twilio SMS
• Function: SMS Receive Webhook; auto-reply via Programmable Messaging API.
• Config: Set webhook URL, autoresponse template, configure keywords.

3.2. SendGrid
• Function: Inbound Parse Webhook; autoresponse setup via Mail Send API.
• Config: Configure MX records, inbound webhook endpoint, use dynamic templates for replies.

3.3. Gmail
• Function: Gmail API “watch” and “send” endpoints.
• Config: Set up labels, filter rules, and canned responses; enable API with OAuth.

3.4. Outlook
• Function: Microsoft Graph API “/messages” and “/sendMail”.
• Config: Set conditional logic for folders, template reply settings, authentication via Azure AD.

3.5. WhatsApp Business API
• Function: Message Webhook, Auto-Reply setup.
• Config: Use templates, set auto-response for business hours/off-hours.

3.6. Facebook Messenger
• Function: Facebook Graph API “messages” endpoint.
• Config: Set webhook for page, configure reply templates based on keywords.

3.7. Instagram Messaging API
• Function: Webhook for new messages, send automated message via API.
• Config: Enable messaging permissions, set response rules.

3.8. HubSpot
• Function: Conversations inbox workflows.
• Config: Enable automation trigger for new incoming chat/email, set auto-reply workflow.

3.9. Zendesk
• Function: Triggers and automations.
• Config: Create ticket-based triggers, set auto-responder actions.

3.10. Salesforce
• Function: Email-to-Case w/ Auto-Response Rules.
• Config: Define rule entry criteria, set reply templates.

3.11. Freshdesk
• Function: Automations > Ticket Creation.
• Config: Create scenario automations with canned responses.

3.12. Intercom
• Function: Inbox Bot workflows.
• Config: Set rules for new conversations, trigger reply.

3.13. Slack
• Function: Incoming Webhook apps, Workflow Builder.
• Config: Listen to channel messages, set automatic DM response.

3.14. Drift
• Function: Playbooks (bot workflows).
• Config: Configure chatbot to send quote response based on trigger words.

3.15. Zoho CRM
• Function: Workflow Rules, Email Templates.
• Config: Trigger workflow on lead creation, auto-send email reply.

3.16. Pipedrive
• Function: Workflow Automation, Email Sync.
• Config: Create workflow to detect incoming emails, trigger auto-response.

3.17. Mailgun
• Function: Routes, “forward” and “reply” actions.
• Config: Set up inbound route, auto-reply for specific subjects/addresses.

3.18. Microsoft Teams
• Function: Bot Framework, Automated Replies.
• Config: Use chatbots or automation flows to respond to channel or direct messages.

3.19. Webflow Forms
• Function: Form submission webhooks.
• Config: Setup Webhook Post endpoint to trigger automated response email.

3.20. Shopify
• Function: Custom app or Flow app, Order Inquiry triggers.
• Config: Trigger automation on contact form, send auto-reply via app.

3.21. Typeform
• Function: Webhook for new responses.
• Config: On form completion, trigger auto-response email via integrated service.

3.22. Zapier
• Function: Email Parser, SMS, or form trigger; multi-channel responses.
• Config: Define trigger action, select response channel and customize content.

Benefits

4.1. Ensures all customer inquiries receive immediate acknowledgment.
4.2. Reduces labor-intensive manual replies, freeing staff time.
4.3. Enhances lead capture quality by enforcing standardized messaging.
4.4. Enables multi-channel engagement consistency across SMS, email, chat, and social.
4.5. Improves response reliability and customer perception of professionalism.
4.6. Scales seamlessly as inquiry volume increases.