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Multi-touch quote follow-up sequence with three spaced reminder emails

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.

Quote14 stepsUpdated for HubSpot seat pricing
OutcomeA quote that sits unsigned gets three spaced reminder emails automatically, each one skipped the moment the quote is signed, declined, or expired, instead of one lonely nudge and then silence.
Workflow mapsales-ops-039
Quote status changes to Sent leads to Delay 3 days. Delay 3 days leads to Still Sent or Viewed?. Still Sent or Viewed? leads to Yes: Send Quote follow-up 1; No: End. Send Quote follow-up 1 leads to Delay 4 more days. Delay 4 more days leads to Still Sent or Viewed?. Still Sent or Viewed? leads to Yes: Send Quote follow-up 2; No: End. Send Quote follow-up 2 leads to Delay 5 more days. Delay 5 more days leads to Still Sent or Viewed?. Still Sent or Viewed? leads to Yes: Send Quote follow-up 3, create call task for rep; No: End. Yes No Yes No Yes No Quote status changes to Sent Delay 3 days Still Sent or Viewed? Send Quote follow-up 1 End Delay 4 more days Still Sent or Viewed? Send Quote follow-up 2 End Delay 5 more days Still Sent or Viewed? Send Quote follow-up 3, create call task for rep End
Quote status changes to Sent leads to Delay 3 days. Delay 3 days leads to Still Sent or Viewed?. Still Sent or Viewed? leads to Yes: Send Quote follow-up 1; No: End. Send Quote follow-up 1 leads to Delay 4 more days. Delay 4 more days leads to Still Sent or Viewed?. Still Sent or Viewed? leads to Yes: Send Quote follow-up 2; No: End. Send Quote follow-up 2 leads to Delay 5 more days. Delay 5 more days leads to Still Sent or Viewed?. Still Sent or Viewed? leads to Yes: Send Quote follow-up 3, create call task for rep; No: End. Yes No Yes No Yes No Quote status changes to Sent Delay 3 days Still Sent or Viewed? Send Quote follow-up 1 Delay 4 more days Still Sent or Viewed? Send Quote follow-up 2 Delay 5 more days Still Sent or Viewed? Send Quote follow-up 3, create call task for rep End End End

When to use it, when not to

Use it

  • Use it when a single follow-up (see sales-ops-009 and sales-ops-010) is not enough for your typical sales cycle and quotes routinely need more than one nudge before a decision.
  • Use it when you have, or are willing to build, three short reminder email templates with escalating urgency (a gentle check-in, a value reminder, a deadline nudge).
Read more on when to use itShow less

Skip it

  • Do not use it for high-touch, high-value deals where a personal call is a better use of the rep's time than an automated email; reserve this for your standard or lower-touch deal segment.
  • Do not use it if your quotes commonly expire in under two weeks; three spaced reminders need enough runway to land before expiration, or the last one or two will never fire.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 3 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 · 14 numbered actions

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

Known pitfalls · 5

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

Test plan and UAT script · 5 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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