If you’re tired of chasing clients and wondering if your last proposal just got lost in someone’s inbox, this guide is for you. We’re going to walk through, step by step, how to set up automated follow-ups in Betterproposals. Whether you’re a solo freelancer, a small agency, or just the person stuck herding cats, the goal here is simple: stop letting deals slip through the cracks and reclaim your time.
No fluff, no magic bullets—just clear instructions, a few honest tips, and some straight talk on what actually works.
Why Automate Client Follow-Ups?
Before we dive in, let’s be real: most deals don’t close on the first try. Clients get busy. Proposals languish. You end up sending awkward “just checking in?” emails, which everyone hates. Automating your follow-ups means:
- You never forget to follow up (even if you’re on vacation).
- Clients get a consistent, professional experience.
- You spend less time chasing and more time closing.
But—automation isn’t a cure-all. If your proposals are bad or you’re spamming clients, no amount of reminders will fix that. Automation works best when your proposals are solid and your follow-up messages actually add value.
Step 1: Get the Basics Set Up in Betterproposals
If you’re already using Betterproposals, great. If not, you’ll need an account. This guide assumes you’re comfortable sending proposals and have at least one template ready to go.
Checklist:
- You have a Betterproposals account.
- You’ve created at least one proposal template.
- You know where your Settings and Templates are.
If you’re missing any of these, spend 10 minutes poking around Betterproposals and get familiar. There’s no point automating a broken process.
Step 2: Understand How Betterproposals Handles Follow-Ups
Betterproposals calls these “Proposal Reminders.” Here’s what you need to know:
- Reminders are triggered when a proposal hasn’t been opened, interacted with, or signed after a certain number of days.
- You can set up reminders globally (for all proposals) or on a per-proposal basis.
- Reminders are sent via email, and you can customize the message.
What works: The built-in reminders are enough for most people. They’re simple, and they get the job done.
What doesn’t: Don’t expect deep customization or complex drip campaigns. If you need that, you’ll need to hook up external tools (which we’ll cover briefly later).
Step 3: Set Up Global Proposal Reminders
If you want every proposal to get the same follow-up treatment, set up global reminders.
How to Do It
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Go to Settings
Log into Betterproposals. Click your profile picture in the top right and choose Settings. -
Find Proposal Settings
In the left sidebar, select Proposal Settings (or sometimes just “Proposals” depending on the UI). -
Scroll to Reminders
You’ll see a section for Proposal Reminders. -
Turn on Reminders
Toggle the switch to enable reminders. You’ll see default time delays (like 3 days, 7 days). -
Customize the Timing
Adjust the number of days after which reminders are sent. Don’t go overboard—1-2 reminders is plenty. If they’re not biting after two, they’re probably not interested. -
Edit the Message
Change the reminder email copy to sound like you. Keep it short, polite, and action-oriented.
Pro Tip:
Don’t make your reminders sound desperate. A simple, “Just checking in to see if you had any questions about the proposal,” works better than “Please respond ASAP.”
Step 4: Set Up Reminders for Specific Proposals (If Needed)
Sometimes you want to tweak the follow-up for a particular client or project.
How to Do It
-
Create or Edit a Proposal
Start a new proposal or open one in draft mode. -
Look for the Reminders Section
Usually, there’s a “Reminders” tab or option in the proposal editor. -
Enable and Customize
Turn on custom reminders for this proposal. Set the timing and edit the email copy as needed. -
Save
Make sure you save your changes before sending.
When to bother:
Custom reminders are useful if you know a client is out of the office, or if you want to be extra gentle (or persistent). For 90% of cases, the global reminders are fine.
Step 5: Track Follow-Up Status
Automation’s only useful if you know what’s happening. Here’s how to monitor your follow-ups:
-
Dashboard:
Betterproposals’ dashboard shows which proposals are awaiting signatures, which have been opened, and which reminders have been sent. -
Email Notifications:
You’ll get notified when clients open, sign, or interact with proposals. -
Proposal History:
Each proposal has an activity log. You can check if/when reminders went out and if the client opened them.
Don’t ignore:
If a client hasn’t responded after your reminders, it’s usually time to move on or reach out with a personal, non-automated message. Automation helps, but people respond to real humans.
Step 6: (Optional) Supercharge with Zapier or Other Integrations
Out-of-the-box, Betterproposals’ reminders are simple. If you want more—like multi-step drip campaigns, SMS nudges, or reminders in your CRM—consider using Zapier or similar automation tools.
What You Can Do
- Trigger follow-ups in your CRM when a proposal isn’t signed.
- Send Slack/Teams notifications to your team after X days.
- Add follow-up tasks to your to-do app automatically.
How to Set Up a Basic Zap
- Sign up for Zapier if you haven’t already.
- Create a new Zap:
- Trigger: Choose Betterproposals, and select “Proposal Not Signed After X Days.”
- Action: Send an email, Slack message, or add a task in your favorite app.
- Test it. Don’t skip this—automation can go sideways fast.
- Turn it on.
Honest take:
Most people don’t need this level of complexity. Stick with built-in reminders unless you’re running a high-volume sales operation or have a very specific workflow.
Step 7: Tweak, Test, and Don’t Overdo It
Automation is only as good as the messages you send and how you use it. Here’s what to keep in mind:
- Test your reminders. Send a proposal to yourself or a colleague. Check for typos, broken links, and how the email actually looks.
- Don’t spam. If clients get too many reminders, they’ll tune you out—or worse, mark you as spam.
- Adjust timing. If you notice clients respond better after 2 days instead of 7, change your settings.
- Keep it human. Even automated messages should sound like you. Avoid “Dear Sir/Madam” or generic filler.
What to Ignore
- Feature bloat:
Don’t waste time chasing every shiny new integration. If you’re spending more time automating than selling, it’s not helping. - Over-customization:
You don’t need a different reminder for every client. Set it and tweak occasionally. - Pushy copy:
Aggressive reminders rarely work and can backfire.
Wrapping Up: Keep It Simple
Automating your client follow-ups in Betterproposals is about saving time and making sure nothing falls through the cracks. Start with the basics—global reminders, simple copy, and a good proposal. Test, tweak, and only get fancy with integrations if you really need them.
Remember: automation should make your life easier, not more complicated. Set it up, keep an eye on it, and get back to doing the work that actually moves the needle.