If you're tired of chasing down sales before they disappear, this is for you. Forget about missed deals because someone forgot to follow up. We'll walk through how to set up automated reminders for expiring quotes in Quoter, so you can spend less time worrying and more time closing.
Some of this is dead simple. Some of it gets a bit fiddly. Either way, you don’t need to be a tech wizard. Let’s get your reminders working—and make sure your quotes get the attention (and signatures) they deserve.
Why bother with automated reminders?
Let’s be honest: people forget. Clients get busy. Sales reps get distracted. Quotes expire, and with them, your shot at closing that deal. Sending reminders manually is a drag, and things slip through.
Automated reminders fix all this. They:
- Nudge clients or sales reps before a quote expires.
- Save you time and mental overhead.
- Make your follow-up actually consistent.
But don’t expect miracles. Reminders won’t turn a “no” into a “yes.” They just make sure you’re not losing deals because someone dropped the ball.
What you’ll need before starting
- Admin access in Quoter (or at least permission to tweak automations).
- A clear idea of your sales process: Who needs to be reminded? The client, the sales team, or both?
- A plan for your reminder timing: Do you want to remind folks a day before, three days before, or after expiry?
A little prep now saves you a lot of trial and error later.
Step 1: Get familiar with Quoter’s automation options
Quoter isn’t overloaded with bells and whistles, but it does offer solid automation basics through its “Workflows” or “Automations” section (the exact label can vary, but the core idea is the same).
Here’s what you should know:
- You can trigger actions based on quote status changes or expiry dates.
- Notifications can be sent by email, and sometimes SMS, depending on your setup.
- There’s no built-in “nag until they reply” feature. You get one reminder per workflow unless you set up multiple steps.
Pro tip: If you’re not sure what’s possible in your plan, check Quoter’s documentation or ask support. Features can differ by subscription.
Step 2: Decide who needs the reminder
Before you build anything, answer this:
- Are you reminding the client their quote is about to expire?
- Are you reminding the sales rep to follow up?
- Is it both?
You can do either (or both), but the message and timing will be different. Don’t annoy your clients with too many emails or vague reminders.
Step 3: Set up your reminder workflow
Here’s the meat of it. We’ll focus on email reminders, since that’s what most people use.
3.1. Log in and head to Automations/Workflows
- Go to your Quoter dashboard.
- Find the Automation, Workflow, or Notifications section. (Names can change, but hunt for “Automations” in the sidebar.)
3.2. Create a new workflow or rule
- Click Create New Workflow or Add Automation (the button varies).
- Name it something obvious, like “Expiring Quote Reminder.”
3.3. Set your trigger
You want this workflow to kick in before a quote expires.
- Look for a trigger like Quote Expiry Approaching or Quote Status Change.
- Choose the trigger that fits. Usually, it’s “X days before quote expiry.”
Watch out: Some Quoter setups only let you trigger on the expiration day itself. If you want more flexibility (like reminders 3 days before), you might have to stack multiple workflows or check for recent updates.
3.4. Choose your audience
- For client reminders: Select the “Customer/Contact” as the recipient.
- For internal reminders: Pick the “Assigned User” or “Sales Rep.”
You can send to both, but keep your messaging clear—don’t copy-paste the same thing to everyone.
3.5. Draft your reminder message
Keep it short and clear. Here’s what works:
- Tell them what’s expiring (“Your quote for Project X is about to expire”).
- Say when it expires.
- Tell them what to do next (“Reply to this email or click here to approve”).
Example template:
Subject: Your Quoter Quote is Expiring Soon
Hi [First Name],
Just a reminder: your quote for [Project/Service Name] will expire on [Expiry Date].
Let us know if you have any questions or want to move forward. Otherwise, you can approve your quote here: [Quote Link].
Thanks!
Tips: - Don’t overthink it. Fancy design won’t make someone want your offer more. - Use merge fields (like [First Name]) to personalize, but don’t rely on them for important info—sometimes they break.
3.6. Set the timing
- Choose how many days before expiry the reminder goes out.
- If you want multiple reminders (say, 3 days before and again on the day of expiry), set up a second workflow with a different trigger.
3.7. Activate and test
- Save and activate your workflow.
- Test it on a fake quote (with your own email) to make sure:
- The timing works.
- The email lands in inboxes (and isn’t caught by spam).
- The message makes sense.
You’ll catch a lot of “duh” mistakes this way—like missing merge tags or awkward phrasing.
Step 4: Set up follow-up reminders (optional but smart)
One reminder is better than none, but sometimes people need a nudge after expiry.
- Repeat Step 3, but set the trigger for after expiry (like “Quote Expired”).
- Message should be slightly different: “Your quote expired, but we can still help if you’re interested.”
- Don’t send more than one post-expiry reminder unless you like being marked as spam.
Step 5: Review and adjust
Don’t assume you’re done after setup. Instead:
- Watch your email logs; make sure reminders are actually going out.
- Check open rates and responses, if your system tracks them.
- Ask your team (or clients, if you’re brave) if the timing feels right.
If you’re getting ignored, adjust your timing or wording. If you’re getting “stop spamming me” replies, cool it down.
Pro tips, pitfalls, and what to skip
What works
- Simple, clear emails work best. People are busy.
- Multiple reminders (but not too many) can help if your sales cycle is slow.
- Testing each workflow with a throwaway quote saves embarrassment.
What doesn’t
- Overcomplicating with fancy automations. You’re not Amazon; nobody cares about a perfect HTML email.
- Relying only on automations. Sometimes you need a human follow-up, especially for big deals.
What to ignore
- SMS reminders (unless you know your clients want them). They’re more intrusive and easily ignored or blocked.
- “Urgency tricks” (like fake countdowns). People aren’t stupid—they know when a quote actually expires.
Troubleshooting common snags
- Emails not sending? Double-check your automation is active and your email settings (like sender address) are configured.
- Clients say they never got reminders? Ask them to check spam folders, or try sending from a different address.
- Merge fields breaking? Test with several dummy contacts—sometimes the “First Name” field is empty or misconfigured.
If you get stuck, Quoter’s support is usually responsive (but don’t expect custom coding).
Keep it simple and tweak as you go
Setting up automated reminders in Quoter is mostly a one-time job, but don’t “set it and forget it.” Start with the basics, see what lands, and don’t be afraid to adjust. The goal isn’t to annoy people into responding—it’s to make sure nobody forgets about your offer.
Less chasing, more closing. That’s the whole point.