Most quotes aren't lost, they're forgotten. The client meant to reply, the week got away from them, and by the time anyone follows up someone else has done the job. Teamsmith can chase for you: a few polite nudges after you send, and a final one before the price stops holding.
Follow-ups stop the moment the client accepts or declines. They never go out on a quote that has expired, been superseded by a newer version, or been cancelled.
Setting the schedule
Go to Settings → Quotes and scroll down to Quote Follow-ups. Add steps as whole days after the quote was emailed; the default is 3, 7 and 14 days. A timeline underneath shows exactly what the client will receive and when.
Tap your avatar, then Settings → Quote Follow-ups. Steps are whole days after the quote was emailed, and the timeline at the top shows what the client will get.
Separately from those steps, Teamsmith can send a final nudge shortly before the quote expires, defaulting to three days out. Quotes with no expiry date never get one, so if you don't set a validity period in quote settings, that step simply doesn't apply.
One email at a time
Only the most recent step that's fallen due is ever sent, so switching follow-ups on won't fire a backlog at anyone. Quotes you'd already sent before turning it on are left alone entirely.
Wording the email
The follow-up uses one template for every step, with the quote's PDF attached and a button that takes the client straight to the online quote where they can accept it.
Write it once and drop in details with the token buttons: [client_name], [quote_number], [quote_total], [expiry_date] and [quote_link]. Teamsmith fills those in for each client. Anything else in square brackets is left exactly as you typed it.
Use Send test to me to email yourself the template with sample details filled in. It's worth doing before you turn follow-ups on, so you can read what your clients will actually get.
Rules
Two settings shape when the emails land:
- Skip weekends holds a follow-up that falls on a Saturday or Sunday until the Monday, rather than dropping it. Emails only ever go out between 8am and 8pm in your business's timezone.
- BCC me on every follow-up copies your office email, so you have a record without checking the app.
Chasing one quote yourself
You don't have to wait for the schedule. Open a quote that's been sent and use Send follow-up now to email your follow-up straight away, with the PDF attached and the accept link included, exactly as the automatic one would go out.
The same menu has Pause automatic follow-ups, which takes that one quote off the schedule without changing your settings. That's the right move when a client has told you they're still deciding and you don't want to nag. A paused quote is labelled as such on the quote itself, and you can resume it from the same place.
Both options only appear on a quote that's been emailed and is still waiting on an answer, so they're never offered where they wouldn't work.
Two nudges win a lot of work
The first quote back usually wins, but plenty of jobs are won on the second or third contact. Setting this up once means you never have to remember to chase again.