Setting Up Automatic Quote Follow-Ups

Enabling automatic follow-ups

Go to Settings → Quotes → Follow-ups and toggle Automatic Follow-ups on. This enables the feature globally — any quote that is sent to a customer and not actioned will enter the follow-up sequence.

Follow-ups are only sent for quotes in Sent status. Once a customer accepts or declines, or you manually mark the quote, the sequence stops automatically.

Setting the follow-up schedule

Trade2Base supports up to three timed follow-ups per quote. In the Follow-ups settings panel, tick which intervals you want to activate:

• 3 days after sending — A gentle first nudge.
• 7 days after sending — A second reminder if no response.
• 14 days after sending — A final follow-up before the quote expires.

You can enable all three, or just the intervals that match your typical sales cycle. The countdown starts from the date and time the quote was sent, not the date it was created.

Customising the follow-up message template

Each follow-up uses an editable message template. Click Edit template next to any interval to open the message editor. You can write in plain text or use merge tags to personalise the message:

• {customer_name} — the customer's first name
• {quote_ref} — the quote reference number
• {quote_total} — the quoted price including VAT
• {quote_link} — a direct link to the customer portal
• {business_name} — your trading name from Business Profile

Follow-ups are sent via the same channel as the original quote — email, SMS, or WhatsApp — based on the customer's preferred contact method.

Viewing which quotes have follow-ups scheduled

In the Quotes list, any quote with a pending follow-up shows a small clock icon next to its status badge. Hovering over the icon shows the date and time the next follow-up is scheduled to send.

You can also filter the Quotes list by Follow-up pending using the filter bar at the top of the page — useful for a quick morning review of who's in the pipeline.

Manually triggering or pausing follow-ups

Sometimes you'll want to override the automated schedule — for example if you've already spoken to the customer by phone and don't want to send a duplicate message.

Open any quote and click Follow-ups in the right-hand sidebar. From here you can:

• Send now — fire the next follow-up immediately regardless of the schedule.
• Pause sequence — stop all remaining follow-ups for this quote only.
• Resume sequence — restart follow-ups if you previously paused them.

Tracking quote acceptance rate in Reports

Head to Reports → Quotes to see your quote acceptance rate broken down by month. The Conversion funnel chart shows:

• Total quotes sent
• Quotes accepted (and the % acceptance rate)
• Quotes accepted after a follow-up (showing the direct impact)
• Average time from sent to accepted

Still need help?

Contact our UK support team via live chat or email support@trade2base.com.