Automated follow-up reminders for pending quotations

Purpose

1.1. Automate sending personalized follow-up reminders to clients with pending or unsent quotations, enhancing response rates, accelerating order closings, and reducing revenue loss due to missed communications.
1.2. Ensure every potential deal in aluminum wholesale is tracked and pursued by triggering timely nudges through preferred communication channels (email, SMS, phone, WhatsApp, chat).
1.3. Free sales teams from repetitive follow-up tasks, enabling them to focus on new opportunities and high-touch client interactions.
1.4. Maintain comprehensive logs of all reminder actions for compliance and performance analysis.

Trigger Conditions

2.1. Quotation status marked “sent” but not “accepted/rejected” after a configurable period (e.g., 3 business days).
2.2. Quotation viewed but not responded to within a defined window (e.g., 24 hours post-view).
2.3. Scheduled follow-up intervals per client segment or based on deal value threshold.
2.4. No client interaction on quotation email or platform within an automated, rolling timeframe.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Send SMS reminders. Configure SMS API with recipient number, message template, and trigger timing.
• Example: POST to /Messages with {"to": "[client_number]", "body": "Reminder: Quotation [#] pending."}
3.2. SendGrid
• Feature/Setting: Automated transactional email. Configure dynamic templates with quotation merge fields.
• Example: Use "Send Email" API v3; trigger with quotation details, recipient, and timing logic.
3.3. Outlook 365
• Feature/Setting: Automated calendar-based reminder emails. Use Office 365 Mail "Send Email" API for scheduled sends.
• Example: POST /me/sendMail with reminder template and add to sent items.
3.4. Gmail API
• Feature/Setting: Automated email drafting and sending. Use "Users.messages.send" with custom payloads.
• Example: Compose email via API with quotation subject, recipient, and scheduled send.
3.5. HubSpot
• Feature/Setting: Workflow-based follow-up sequences. Trigger HubSpot workflow on quotation property conditions.
• Example: Create workflow: If quotation "status" = pending, then send sequence email.
3.6. Salesforce
• Feature/Setting: Process Builder/Flow automation for follow-ups. Use “Email Alert” action on custom logic.
• Example: Trigger rule on Opportunity or Quote object, status = pending, action = send reminder.
3.7. Slack
• Feature/Setting: Direct message or channel alert for internal follow-ups. Use "chat.postMessage" API with quotation context.
• Example: Notify sales team when clients miss quotation acknowledgment.
3.8. WhatsApp Business API
• Feature/Setting: Send templated WhatsApp reminders using approved message templates.
• Example: POST to /messages with [template_name], recipient, and quotation reference.
3.9. Monday.com
• Feature/Setting: Automation to send notifications based on item status. Configure automation: "When status changes to Pending, notify person."
• Example: Board automation to ping sales rep or client.
3.10. Zoho CRM
• Feature/Setting: Workflow rules to send email/SMS reminders for expired/pending quotes.
• Example: Rule: If Quote status = pending > N days, send follow-up email.
3.11. Pipedrive
• Feature/Setting: Automation for scheduled follow-ups through Activities API.
• Example: Schedule call/email activity if deal not moved from “Quoted” stage.
3.12. Google Chat
• Feature/Setting: Automated chat message to sales rep or client using "spaces.messages.create".
• Example: Push chat reminder with quotation link after duration.
3.13. Freshworks CRM
• Feature/Setting: Workflow automations for quote reminders based on custom fields.
• Example: If “Quote Followup Date” = today, send reminder via email/SMS.
3.14. Intercom
• Feature/Setting: Automated chat/email campaign for pending actions.
• Example: Segment users with pending quotes; trigger follow-up drip.
3.15. Mailgun
• Feature/Setting: Transactional email API for scalable reminders.
• Example: Send email with merge tags via /messages endpoint when trigger conditions met.
3.16. Telegram Bot
• Feature/Setting: Push reminders to clients/sales staff with bot messages; configure /sendMessage API.
• Example: bot sends “You have a pending quote awaiting approval.”
3.17. Dynamics 365
• Feature/Setting: Automated workflow for quote follow-up inside Business Process Flows.
• Example: Set automated tasks or emails to trigger when quote status = open.
3.18. ClickSend
• Feature/Setting: Multi-channel messaging (SMS/email) APIs.
• Example: Configure API to auto-send designated template when pending quote criteria match.
3.19. ActiveCampaign
• Feature/Setting: Automated follow-up emails in email automation workflows.
• Example: Create automation: If tag “pending-quote”, send follow-up sequence.
3.20. Zendesk Sell
• Feature/Setting: Task reminders and automated email triggers using native automation.
• Example: If quote not marked as closed > N days, task/email auto-generated.
3.21. SAP Business One
• Feature/Setting: Alert management for quotations; configure queries to monitor and trigger alerts.
• Example: System auto-sends internal/external alert or email if quote not processed in defined timeframe.
3.22. Marketo
• Feature/Setting: Triggered campaign for quote follow-ups; configure triggers around quote data.
• Example: Send series of follow-up emails based on segment and quote inactivity.
3.23. WeChat Work
• Feature/Setting: Automated push notification or direct message via application bot.
• Example: Trigger template message via API on quotation stagnation.

Benefits

4.1. Increases closure rates by minimizing quote neglect.
4.2. Reduces manual workload for sales teams.
4.3. Enhances customer experience with timely, personalized communication.
4.4. Provides consistent follow-up, improving forecasting and sales accountability.
4.5. Ensures no business opportunity is lost due to follow-up delays.