Automatic Proposal Follow-ups

When emailing a proposal, select Follow up automatically to send reminder emails with the proposal link. The send dialog shows the schedule that proposal will use.

Where to find it

Open Automations and choose Proposal follow-ups under Leads & proposals. That page holds everything in one place:

• Follow up on new proposals by default: whether the Follow up automatically box starts ticked when anyone in the agency sends a proposal. An owner or admin sets this for the agency, and it can still be changed on each proposal.
• Your reminders: your own reminder days and wording (below).
• Being followed up now: every sent proposal with follow-ups on, how many notes have gone out, and when the next one is due. Stop turns follow-ups off for that proposal.

Set your timing

On the Proposal follow-ups page, or select Edit my timing and wording in the send dialog. Choose one to five reminders, using increasing whole days from 1 to 90. For example, 1, 3, 7, 10 means one day, three days, seven days and ten days after the original email. The default is 7, 14.

This is your personal preference in the current workspace. Saving it does not change another advisor's schedule. It applies to proposals you email for the first time; already-sent proposals retain their saved timing. You still choose whether to enable reminders on each proposal.

Reminders run daily, so day 1 is not a promise of delivery at exactly 24 hours. A reminder cannot arrive before its full day offset has elapsed.

What is sent?

Each reminder shows What Alex receives: the whole email, as your client will see it. With the standard wording that is a greeting, a short note, the standard proposal paragraph and the View My Proposal button. Earlier reminders ask whether the client received the proposal and has questions or wants changes. The final reminder also mentions when the proposal link expires. It does not promise that supplier prices or availability are held.

Write your own wording

Select Edit wording on any reminder. The box starts with the standard text so you can adjust it or replace it entirely. Two placeholders are filled in for each client:

• {{client_first_name}} becomes the client's first name. If the proposal has no client name, it is left out along with the comma before it.
• {{expires_in}} becomes "in 18 days", or "tomorrow" on the last day.

Your own wording becomes the whole email: your words, then the View My Proposal button and link, which are always included. There is no automatic greeting or standard paragraph, so start with Hi {{client_first_name}}, if you want one. Select Save my follow-ups to keep it, or Reset to standard to go back.

Wording is personal, like timing: each advisor writes their own. Unlike timing, a wording change applies to every reminder that has not been sent yet, including proposals you already emailed. Your reminders go out over your name, so only promise what you can keep.

Editing the initial proposal email or a separate automation email template does not change reminder wording. Email branding, recipients and delivery controls use the existing proposal-email flow, including Outbox review where enabled.

When do reminders stop?

They stop when automatic follow-ups are disabled (from Stop on the Proposal follow-ups page, or Stop automatic follow-ups in the proposal's row menu on Proposals), the proposal is accepted, declined, marked did not book, deleted, or expired. Proposals without an expiration date do not receive automatic reminders. A proposal shared only as a link is not eligible; it must have been emailed to a recipient. Emailed group proposals follow the same rules.

For proposals with a saved day schedule, manually resending or selecting Mark as followed up today covers reminders already due. Future reminder dates still count from the original send, with at least 24 hours between contacts. If multiple reminders are overdue, only the latest due reminder is considered. The older ones are skipped instead of sent together.

Proposals sent before custom schedules

Older proposals retain the original behavior: up to two reminders, after seven full days of silence each time. A manual follow-up restarts that seven-day wait. Changing your personal schedule does not convert those proposals or restart a completed sequence.