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Create follow-up task when a quote is sent but not viewed after 3 days

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Sales Hub Professional.

Quote6 stepsUpdated for HubSpot seat pricing
OutcomeA rep gets a task to manually nudge the buyer when a sent quote sits unopened for three days, instead of a forgotten quote quietly aging in the pipeline.
Workflow mapsales-ops-009
Quote status changes to Sent leads to Delay 3 days. Delay 3 days leads to Quote status still Sent?. Quote status still Sent? leads to Yes: Create follow-up task for deal owner; No: End, no action. Create follow-up task for deal owner leads to Notify deal owner. Notify deal owner leads to Set Quote unviewed nudge date. Yes No Quote status changes to Sent Delay 3 days Quote status still Sent? Create follow-up task for deal owner End, no action Notify deal owner Set Quote unviewed nudge date
Quote status changes to Sent leads to Delay 3 days. Delay 3 days leads to Quote status still Sent?. Quote status still Sent? leads to Yes: Create follow-up task for deal owner; No: End, no action. Create follow-up task for deal owner leads to Notify deal owner. Notify deal owner leads to Set Quote unviewed nudge date. Yes No Quote status changes to Sent Delay 3 days Quote status still Sent? Create follow-up task for deal owner End, no action Notify deal owner Set Quote unviewed nudge date

When to use it, when not to

Use it

  • Use it for quotes sent through the native HubSpot quote tool, where view tracking fires reliably.
  • Use it when reps currently forget to follow up on quotes nobody has opened.
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Skip it

  • Do not use it if buyers regularly receive quotes as a forwarded PDF export instead of opening the live HubSpot-hosted link; view tracking only fires on the live link, see sales-ops-004's known pitfalls for the same limitation.
  • Do not use a flat 3-day window for fast-moving deals where a quote's real shelf life is a day or two; shorten the delay or use the Wait until variant instead.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 4 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 6 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 4

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 3 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV

The properties JSON lists the fields to create. The workflow JSON documents the build.

Install · By hand

This workflow runs on the quote object, where the one-click installer does not create workflows. Build it from the spec; the one-click installer does not cover it.

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