Automated Quote Email Reminders

Trent S. shared this question 23 days ago
Answered

Hey Community,

I'm working on setting up three separate emails to go out to clients to remind them to book after we have sent out a quote. I only want this sent out to people who have received a quote and have NOT responded at all. My idea was to have these 3 emails go out 3 days after the quote went out, 7 days, and 14 days. If they respond, I do not want the rest of the automation to function for the other days. I am running into trouble trying to set up the correct filters for this automation. I have two examples of how this could go below:

EX1 - No responses

  1. Day 1 - Initial quote email sent out
  2. Day 3 - Still no response, Quote reminder #1 sent out to client
  3. Day 7 - Still no response, Quote reminder #2 sent out to client
  4. Day 14 - Still no response, Final Quote reminder sent out to client


EX 2 - Response midway through automations. Stop future automations

  1. Day 1 - Initial quote email sent out
  2. Day 3 - Still no response, Quote reminder #1 sent out to client
  3. Day 4 - Client responds to the quote but still has questions
  4. Automation for emails 2 & 3 removed

Has anyone done something like this before? Could you help by sharing the filters you used to set this up?

I wanted to set this up based on the date the quote was sent out, and when I reached out to support, they mentioned I should use "email log sent date/time" to reference that they haven't responded. That makes sense to me for day 3 when we want the first email to go out but then I am getting confused on how best to set this up for day 7 and 14.

Any and all help would be greatly appreciated. Thanks so much!

Comments (1)

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Yes, do you have the CRM?

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Yes, we have the CRM on our profile.

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This can be done by creating separate filters and automations for each reminder (Day 3, Day 7, Day 14). For each filter, you'll set conditions to look for the email template you initially send (email log template name) and when the email was sent (email log sent date/time), along with somethings like contact last contact time over x days ago and status contains quote to make sure the reminders aren't sent out when the are not necessary. Then, you'll set up an automation for each filter to send the corresponding reminder emails.

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Thanks, Nick. I put together my first filter. Could I ask you to check it and see if I made any mistakes? I will then use this format to create the others.


One thing I was a little confused about is when to use the "Over X Days ago" vs. "Over X Days Ago". I think I have it right by saying the Email Log Sent Date/Time = Last 3 Days and then filter the Contact Last Contact Time to be OVER 3 days ago. I could be wrong, but I wanted to make sure I had this right before implementing with automations. Any and all help would be greatly appreciated. Thanks!

https://rental.software/account/#/settings/filters/244969

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The filter looks good. The Over 3 Days ago part of the filter will look for any lead that had that email sent or contact time over 3 days ago. So if you are wanting to send the email reminder out for 7 days and 14 days as well, but not have them all send out at once to the same client who may not have had contact in over 14 days.. I would recommend adding another layer to the filter. You could add 2 additional lines for email log sent date/time and contact last contact time "Last 6 days". This would ensure that any current clients who have not had contact over 7 or 14 days do not receive the 3 day email.

You could do the same for the 7 day email. Add additional lines for last 13 days so the client isn't receiving the 7 day and 14 day email at the same time.


One way to see if a filter is targeting the correct leads is to click on the green number link at the bottom of the filter that indicates how many leads are affected.

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If you click the number, it will take you to your leads/events page to show you which leads are affected.

If you have other filters currently being used on your leads/events page, you may want to remove them while you are checking this filter's results.

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Hey Brittany, thanks for your response, but I'm a little confused by the additional lines suggested and just need some clarification. For the 3 day email, are you suggesting adding two more lines to kind of "sandwich" the time here so it would only look for this email between 3-6 days? Here's my understanding below:

3 Day Email Filter:

  1. Lead status = quote | to filter only quotes
  2. Email log template name = Trent - customer - Quote | This pulls that specific template name
  3. Email Log sent = Last 3 days AND Last 6 days | To have filter only pull between 3 and 6 days out
  4. Contact Last Contact = Last 3 days AND Last 6 days | To have filter only pull between 3 and 6 days out

For the 7-Day filter, I would follow a similar approach to the above filter, adjusting the template name to the next template and then setting the days to 7 to 13, correct? I think I get it but just wanted to clarify if I have it down correctly :) Thanks so much for your clarification!

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Yes correct. I suggest adding the additional lines for last x days so that all 3 emails are not being sent at once if a customer is 14+ days without contact or since the email was last sent.

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Wonderful, thanks, Brittany! This has been super helpful. I have set up all the automations for all of our staff, so we'll see in two weeks if I set this up correctly ;) Thanks!

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Hey Brittany,

I hope you're well!


I made another filter for our Contract reminders following the same formula. These should go out on Day 5 after the contract is sent. Could I ask you to review it for a sec and see if I made any mistakes? I wasn't sure if I should have the contract signed set to "no" or instead of using "contains" use the "is not set" feature instead. Thanks for your help in advance!


https://rental.software/account/#/settings/filters/246927/filter

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The only adjustment I made to the filter was the Contract Signed field. I changed this from "Contains no" to "is not set".

This filter will work if you are wanting the contract reminder to go out 5 days after the Trent - Customer - Contract email is sent with no signature or contact activity.

It looks good!

Let us know if you have any other questions.

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