Inbox & follow-ups·Setup5 min read

Set up automated quote follow-ups

Turn on the hands-off engine that nudges stuck quotes — sent-not-viewed, viewed-not-accepted, accepted-not-paid — with AI-personalized copy in your voice.

In this guide

1. What fires, when
2. Turning it on
3. The copy: AI-personalized, in your voice
4. Previewing what your customers will see
5. Where it shows up in your inbox
6. Plan

Customers stall — they ask for a quote, get it, then go quiet. Yesoma's automated follow-ups send a polite, personalized email at the three moments quotes tend to stall, so you don't have to remember and they don't slip through the cracks. This guide is everything that fires, why, and how to set it up.

1. What fires, when

Three triggers, each at most once per quote:

| Trigger | Fires after | Stops if… | |---|---|---| | Quote sent, not opened | 48h | Customer opens the quote | | Quote viewed, not accepted | 72h since they opened it | Customer accepts or declines | | Accepted, deposit not paid | 24h since they accepted | Deposit clears |

The cron runs hourly. A quote that's been ignored for two weeks doesn't get carpet-bombed — it gets one nudge per trigger, period. The DB enforces this with a unique constraint, so even a re-run won't double-send.

2. Turning it on

Settings → Automation → flip the master toggle. Two things you control:

Master on/off — when off, no nudges fire for your workspace, regardless of how many stuck quotes you have.
Quiet hours — a start and end hour in your workspace timezone. No follow-up will ever fire inside this window. Default is 9pm to 8am.

That's it for setup. There's no per-trigger toggle in v1 — if you turn the engine on, all three triggers run.

3. The copy: AI-personalized, in your voice

Each follow-up reads your Business Brain (services, tone, voice) + the original inquiry's message thread, and writes a one-off email in your saved tone. It references the specific service the customer asked about, doesn't invent prices or dates you haven't agreed to, and stays short — 3–5 sentences for email.

When the AI fails (rate limit, timeout, malformed output), a static template fallback ships instead so you never silently miss a nudge. You won't notice the difference; both paths use the same branded chrome, sign off, and add the portal-link footer.

4. Previewing what your customers will see

The fastest way to feel the voice + branding is the Send me a sample button on the Automation tab. It fires all three follow-up emails to your own inbox, AI-personalized for your Business Brain, with a placeholder customer + service ("Sample booking"). You see exactly the copy your customers would see if a real quote hit each trigger.

The sample emails are tagged [Sample] in the subject line and don't touch the deduplication ledger — sending samples doesn't lock you out of a real follow-up later.

5. Where it shows up in your inbox

Each follow-up is logged as a real outbound message on the case's thread, so the inbox shows what was sent and your AI summary stays accurate. If the customer replies to the follow-up, their reply lands in the same thread with context.

For analytics, the automated_followups ledger drives a future "auto-followups sent" metric on the Insights page (not surfaced yet, but the data is there).

6. Plan

Automated follow-ups need the Business plan or higher (same gate as deposits + branded email). The toggle is locked on Starter; downgrading after enabling stops new nudges immediately at the next cron run.