Playbook · Software development agency
Quote follow-up for software development agencies
Nudge every unanswered quote two, five and ten days after it was sent, and tell the owner which are going stale.
Start the 14-day trial, then find it under Templates → Library. It installs into the client you choose, switched off, with its checklist.
Every step, in order
Branches show each arm; a step indented under one runs only on that arm. The words are the template’s own, and the client’s fields fill them in.
Why this workflow
Most quotes are decided in the first days and many are lost to silence rather than price: the customer meant to reply. One follow-up is often forgotten, a third almost always. A short timetable that stops as soon as the quote is marked won or lost gets the answer without the owner having to remember.
- Starts whenOn a schedule
- Airtable: Find recordsQuotes sent two days ago
Airtable - For eachEach one
- TextCheck they got it
- Airtable: Find recordsQuotes sent five days agoAirtable
- For eachEach one
- EmailOffer to talk it through
- Airtable: Find recordsQuotes sent ten days agoAirtable
- For eachEach one
- TextLast nudge
- NotifyTell the owner
What each client fills in
- Business name
- How messages sign off.
- Airtable base ID
- The base that holds the records this sweeps.
- Airtable table
- The table it reads each day.
- Booking link
- Where a customer picks a time.
- Owner’s email
- Gets the summaries and the cases a person must handle.
The accounts it needs
Each is the client’s own, stored encrypted and never copied between clients. Until one is added the client’s checklist shows it, and nothing runs.
airtable.com/create/tokens → Create token → scopes data.records:write and data.records:read (lookups and the triggers) → add the client’s base → copy the token.
After you install it
It lands switched off. The client’s checklist holds exactly this:
- Connect the client’s Airtable, for “Quotes sent two days ago”, “Quotes sent five days ago” and “Quotes sent ten days ago”
- Connect the client’s Twilio (SMS), for “Check they got it” and “Last nudge”
- Connect the client’s Resend (email), for “Offer to talk it through” and “Tell the owner”
- Fill in Airtable base ID (The base that holds the records this sweeps)
- Fill in Airtable table (The table it reads each day)
- Fill in Business name (How messages sign off)
- Fill in Booking link (Where a customer picks a time)
- Fill in Owner’s email (Gets the summaries and the cases a person must handle)
What it does not do
- It reads sent quotes from an Airtable table (columns Status, Sent on, Name, Phone, Email, Amount) that the client keeps or syncs. It does not read quotes from field-service or proposal software, and it stops only when that table marks the quote won or lost.
Related templates
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Calendly
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