Lead Management & Client CommunicationPurpose
1.2. Ensure no leads are lost due to missed or forgotten communications.
1.3. Increase conversion rates by keeping potential clients engaged and informed about their pending air conditioning installation quotes.
1.4. Maintain a consistent professional approach to client communications within HVAC installation businesses.
Trigger Conditions
2.2. No response from client post-quote delivery within set timeframe.
2.3. Manual tag or rule applied to lead in CRM indicating follow-up needed.
2.4. Change in quote pipeline stage signifying no client action.
Platform variants
3.1. Twilio SMS
• Feature/Setting: Automated SMS reminder via Messaging API; configure webhook endpoint to dispatch message when quote is pending >48 hrs.
3.2. SendGrid
• Feature/Setting: Email Automation; use transactional templates scheduled via API when quote status = “pending.”
3.3. Gmail API
• Feature/Setting: Auto-send scheduled emails; script to detect quote status and trigger reminder with Apps Script/REST API.
3.4. Outlook 365
• Feature/Setting: Flow in Power Automate; configure rule to send email when CRM item matches pending criteria.
3.5. Salesforce
• Feature/Setting: Workflow Rule and Email Alert; trigger reminder email when Opportunity Stage = "Pending Quote."
3.6. HubSpot
• Feature/Setting: Automated Workflow; build sequence to trigger reminder when deal property is “pending.”
3.7. Zoho CRM
• Feature/Setting: Workflow Rule; auto-email or SMS reminders using custom functions when quote not updated.
3.8. Pipedrive
• Feature/Setting: Activity automation; set up trigger for pending deals to auto-create reminder tasks/emails.
3.9. ActiveCampaign
• Feature/Setting: Automation Chain; trigger follow-up email campaign based on “pending” tag.
3.10. Microsoft Teams
• Feature/Setting: Automated notifications via webhook to channel for sales team to manually follow-up.
3.11. Slack
• Feature/Setting: API bot posts reminder message to sales channel when pending quote detected.
3.12. WhatsApp Business API
• Feature/Setting: Automated template messages to contacts using programmable triggers for quote status.
3.13. Mailgun
• Feature/Setting: Scheduled batch email scripts; call API to queue reminders as per quote timelines.
3.14. Freshdesk
• Feature/Setting: Ticket automation; auto-create follow-up tickets based on CRM quote stage.
3.15. ClickSend
• Feature/Setting: SMS Gateway; trigger outbound messages via API when quote is pending in CRM.
3.16. monday.com
• Feature/Setting: Automation recipe; sends email/SMS when “Quote Status” column = pending after X time.
3.17. Airtable
• Feature/Setting: Scheduled automation script; checks records and sends reminders via integrated emails.
3.18. Pipefy
• Feature/Setting: Card automation; triggers email reminders when quote cards match filter.
3.19. Intercom
• Feature/Setting: Automated message campaigns to clients who have not responded to quotes.
3.20. RingCentral
• Feature/Setting: Auto-dialer or SMS reminder triggered by API or workflow integration when quote pending.
3.21. Google Calendar API
• Feature/Setting: Event reminders to clients and internal team when follow-up window reached.
3.22. Zoho Campaigns
• Feature/Setting: Scheduled workflow to send out targeted reminder campaigns to pending leads.
Benefits
4.2. Saves staff time and minimizes human error in lead management.
4.3. Increases client engagement and improves likelihood of deal closure.
4.4. Provides a clear audit trail of communication attempts for HVAC business owners.
4.5. Creates scalable infrastructure for managing high volumes of quotes efficiently.