Reminders and follow-ups for incomplete RFQs

Purpose

1.1. Automatically remind prospects and internal team members about incomplete RFQs, ensuring timely follow-ups, accelerating lead conversion, and reducing manual tracking for anodizing services within surface treatment corporate workflows.
1.2. Fully detail the process: after an RFQ is partially completed or not submitted, the workflow monitors status, sends scheduled multi-channel reminders, gathers responses, and escalates follow-up per predefined intervals and user roles (sales, admins, client).

Trigger Conditions

2.1. Detection of an RFQ started but not fully submitted within a set timeframe (e.g., 24–72 hours).
2.2. Client exits form/page with incomplete RFQ details.
2.3. Lack of engagement or response after automated reminder threshold (e.g., no reply after two reminders).
2.4. High-priority or high-value RFQs flagged for immediate follow-up if delayed.

Platform Variants

1. Twilio SMS

• Feature/Setting: Configure Twilio Programmable Messaging API; set trigger for no activity, send personalized SMS.
• Sample: POST /Messages with recipient’s number and reminder template.

2. SendGrid

• Feature/Setting: Use SendGrid Transactional Email API; schedule email reminders to incomplete RFQ contacts.
• Sample: POST /mail/send with dynamic_content and recipient data.

3. Slack

• Feature/Setting: Slack Incoming Webhooks or Reminders API; post RFQ follow-up tasks into sales channel.
• Sample: POST to webhook with JSON message about pending RFQ.

4. Microsoft Teams

• Feature/Setting: Use Microsoft Graph API to send adaptive cards or chat messages to relevant team/groups.
• Sample: POST /chats/{id}/messages with adaptive card JSON payload.

5. Trello

• Feature/Setting: API triggers auto-card creation in “Follow-Up” list for incomplete RFQs.
• Sample: POST /cards with name, due date, and assigned user.

6. Zoho CRM

• Feature/Setting: Use Zoho CRM Webhooks or Workflows to send reminders and log follow-ups on RFQ leads.
• Sample: POST /crm/v2/functions/remindIncompleteRFQ.

7. Salesforce

• Feature/Setting: Configure Process Builder or Flow for auto-task and reminder email on uncompleted RFQs.
• Sample: Flow action: “Send Email Alert” if status = ‘RFQ-incomplete’ after x hours.

8. HubSpot

• Feature/Setting: Workflow Automation to generate follow-up tasks and send emails/SMS via integration.
• Sample: Trigger = “RFQ incomplete,” Action = “Delay, then Email/SMS.”

9. Monday.com

• Feature/Setting: Automations to create items in a “Follow-Ups” board and send notifications.
• Sample: “When status changes to incomplete, notify assigned teammates.”

10. Gmail

• Feature/Setting: Trigger Gmail API to auto-send personalized reminder emails per incomplete lead.
• Sample: POST /gmail/v1/users/me/messages/send with RFC822 email content.

11. Outlook

• Feature/Setting: Microsoft Graph API for scheduled reminder messages or calendar follow-up invites.
• Sample: Create event with reminder for salesperson and client.

12. WhatsApp Business API

• Feature/Setting: Send rich message templates for incomplete RFQ reminders.
• Sample: POST /v1/messages with recipient ID and template variables.

13. Intercom

• Feature/Setting: Automated messaging workflow to users who abandoned RFQs.
• Sample: Trigger “User did not submit RFQ”—send message.

14. Zendesk

• Feature/Setting: Ticket automation to assign incomplete RFQ follow-up to agents.
• Sample: Condition = Tag “RFQ-incomplete,” Action = Create ticket.

15. ClickSend

• Feature/Setting: SMS API for scheduled bulk reminders to prospects.
• Sample: POST /v3/sms/send with recipient list and message.

16. AirTable

• Feature/Setting: Automation for logging incomplete RFQs and triggering email reminders.
• Sample: “When RFQ checkbox unchecked after 48h, run script to send mail.”

17. Shopify Flow

• Feature/Setting: Create custom flow for B2B RFQ form abandonment, email reminders to logged-in users.
• Sample: Event = “RFQ Opened, Not Sent,” Action = “Send Email.”

18. Pipedrive

• Feature/Setting: Workflow automation moves deal to “Follow-Up” and creates an activity for incomplete RFQs.
• Sample: Deal condition, then Create Activity.

19. Mailchimp

• Feature/Setting: Triggered automations, send segmented “RFQ incomplete” series.
• Sample: Audience segment, send “still interested?” email.

20. Asana

• Feature/Setting: API or Rules to create tasks assigned to sales for each incomplete RFQ.
• Sample: “If new incomplete RFQ, create task for follow-up, set due in 1 day.”

21. DocuSign

• Feature/Setting: API Reminders for signed RFQs; send auto-reminder if document uncompleted within time frame.
• Sample: Envelope Reminders API POST /envelopes/{id}/reminders.

22. ActiveCampaign

• Feature/Setting: Automated pipeline step to segment and remind incomplete RFQ leads via email sequence.
• Sample: Trigger = RFQ abandoned, start automation.

23. Google Calendar

• Feature/Setting: API to create calendar event follow-up for team member on incomplete RFQ.
• Sample: Events.insert with details and reminder notification.

24. Pipefy

• Feature/Setting: Automation triggers, creates card for incomplete RFQ, assigns to follow-up team.
• Sample: Pipe Automation: “If RFQ incomplete, create card in ‘To Contact’.”

25. Bitrix24

• Feature/Setting: CRM automation rule for sending SMS/email reminders and follow-up tasks.
• Sample: Trigger RFQ incomplete, Action Chain: send SMS, create task.

Benefits

4.1. Eliminates manual RFQ tracking, freeing up sales and admin resources.
4.2. Reduces dropout rates and accelerates lead response cycle.
4.3. Multi-channel reminders adapt to prospect communication preferences.
4.4. Enables performance tracking and escalation for high-value opportunities.
4.5. Enhances customer experience with timely, relevant outreach.