Before you begin

Confirm the workspace timezone and sending hours in Settings. Save a draft and publish it before enrolling a quote. You can edit and publish a new version while earlier follow-up continues on its original version.

Build a multi-step email sequence

  1. Open Sequences and create a sequence. Give it a recognizable name.
  2. For each step, choose a wait amount and unit: minutes, hours, days, or weeks. The first wait begins after enrollment; later waits begin after the previous email.
  3. Optionally choose a preferred local clock time for the step. This applies after its relative wait, within the workspace sending window. It is not an exact calendar appointment.
  4. Write the subject for step 1 and a message for each step. Later emails continue in the same thread under that first subject.
  5. Insert a team template if useful. Its wording is copied into the step, so later edits to the template do not change this sequence automatically. Use merge-field buttons to insert customer and quote details.
  6. Save a draft, preview it with example values or a workspace quote, then publish. Publishing does not enroll anyone. New enrollments use the new version; existing enrollments keep their original messages.
  7. Enroll an eligible open quote, then monitor the schedule and replies.

Team, personal, and shared sequences

  • Team sequences are created and edited by workspace owners and admins. Everyone on the team can use them.
  • Personal sequences can be created by any teammate. Only you, or an owner or admin, can edit yours. Unless you share it, it sends only for quotes assigned to you.
  • Choosing who can use it: when you create a sequence, pick an option under Who can use it: only you, the whole team, or specific teammates. Owners and admins can also choose Team sequence. To change it later, open the sequence and choose Change who can use it. Teammates you share with can use it for their own quotes, but they can't edit it. If you stop sharing with someone, their follow-up that uses your sequence pauses.

Follow-up always sends from the mailbox of the quote's assigned teammate, even when the sequence was written by someone else.

Team templates

Owners and admins create, edit, and archive templates. Everyone in the workspace can read and use active templates in a sequence. Archived templates stay available for owner/admin review but no longer appear in step pickers.

Delete a sequence

Open the sequence and choose Delete sequence. You can delete your own sequences. Owners and admins can delete any sequence.

  • A sequence that has never been used is deleted permanently.
  • A sequence that follow-up has already used disappears from Sequences and can't be used for new quotes or campaigns. Quotes already following up with it, including your teammates' quotes, finish their current follow-up, and its results stay in your reports.

Personalize messages

Supported placeholders are {{first_name}}, {{last_name}}, {{company_name}}, {{quote_number}}, {{quote_amount}}, {{project_type}}, and {{estimator_name}}. The amount is formatted as currency by QuoteFollow. Unknown or malformed placeholders block publishing. A quote missing a used value cannot enroll, and later missing values pause follow-up for review.

How timing works

The wait sets the earliest eligible time. A preferred time aligns the step to the local clock after that wait, while respecting the workspace timezone, sending hours, and weekend setting. The preview moves estimates into the next allowed window. Later estimates move if an earlier email is delayed. Automatic processing may run after the exact eligible minute.

Safe stopping rules

Replies, wins, losses, opt-outs, missing permission, and delivery failures prevent an unattended sequence from continuing. A human can follow up from Inbox. See sending hours and replies and pauses.