Automated Email Follow Ups

Automated Follow up Campaigns allow you to create a list of emails that will automatically be sent to your prospects and customers to followup on Estimates, Invoices, or any other project state.

For example:

When you have clicked Complete Estimate and are waiting for your customer to Accept the Work, you could have a campaign comprised of 3 emails:

  1. After 1 day- verifying that the customer got your email. 
  2. After 6 days- checking in to see if they have any additional questions. 
  3. After 11 days- offering a small discount if the project is accepted in the next 24 hours. 

After you invoice your customer and Complete the Project, you could have a campaign that:

  1. After 30 days- checks in to see how they liked your work 
  2. After 1 year- asks if they need any additional work or if they could refer you to a friend. (A house painting company might send an email 7 years later since that is typically how long a house painting lasts.)

Once the project is advanced to the next step any remaining emails that are scheduled for that campaign will automatically be canceled so that your customers don't get another email about accepting, once they have already done so.

Watch this brief video on setting up a follow up campaign below to get a quick overview of the process.

Create a Follow Up Campaign Video

Automated Email Follow Up Video

Creating your Campaign

The first step in building a Follow up Campaign is to create email templates that will be used in the campaign. You may already have created some email templates but we suggest that you create all the templates that you want to use before you setup the campaign.

Quick Tip: Its a good idea to make a quick outline of what emails you might want to send for each campaign before you start.

Creating Email Templates

  1. Click Settings from the top menu and then Email Templates.
  2. Click + Template.
  3. Fill in the following: 
  • Name: (Ex. Estimate Pending: Customer Follow Up)
  • Type: Leave this on All Projects.
  • To: (Ex: Estimate Pending: Customer Follow Up)
  • Subject: (Ex: Estimate Pending: Customer Follow Up)
  • Body: (Ex: Estimate Pending: Customer Follow Up)
  • Attachments: (Ex: Estimate Pending: Customer Follow Up)

Template Tokens allow for specific bits of information to be filled in by the system every time a new email is generated to make for true one click emailing. 

Let me show you what I mean. Instead of leaving the customer name blank in the Body of the template to be manually filled in later (“Hi __,”) you can place a Tag in place of that black spot (“Hi {client_name},”). 

When you generate an email, the template will know to pull the customers name from the current project and insert it into the email (“Hi Mark,”).

Example Email Template

Hi {client_first_name},

Thanks for providing us the opportunity to do business with you. You will find an estimate containing each of the products/services we are proposing to complete attached with this email. Please review the estimate and reply to this email at your earliest convenience. We look forward to doing business together.

If you have any questions, feel free to contact us.

Best Regards,

{current_user_name}
{account_company_name}
{account_phone_number}

Customer Email

Hi John,

Thanks for providing us the opportunity to do business with you. You will find an estimate containing each of the products/services we are proposing to complete attached with this email. Please review the estimate and reply to this email at your earliest convenience. We look forward to doing business together.

If you have any questions, feel free to contact us.

Best Regards,

Tom Howard
Demo Company
978-379-7979

Creating Email Campaigns

Now that you have your templates all setup you can create your Follow Up Campaign.

  1. Click Settings > Follow Up Campaigns from the top menu.
  2. Click + next to the state you want to create a campaign for (ex: Pending- Pending Acceptance)
  3. Select Manual or Automatic campaign.
  4. Click to Add a new Email to or x to Remove an Email from the campaign.
  5. Select an email template under Send Email
  6. Choose when the email will be sent (After # Days)
  7. Save when finished

Follow Up Campaign

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