Set your follow-up cadence once and let it run on every SENT Xero quote. Here is how automated sequences and one-tap e-sign acceptance actually work.
Following up on quotes is the highest-leverage sales task most small businesses never do consistently. The fix is not more discipline — it is automation that runs whether you remember or not. Here is exactly how to set it up on top of Xero.
Manual follow-up asks you to make the same decision over and over: who to chase, when, and what to say. Automated follow-up asks you to make that decision once, as a repeatable sequence, and then applies it to every SENT quote automatically. That single shift is what turns follow-up from a good intention into a reliable revenue stream.
With Quote Nudge, you connect your Xero account, define a cadence, and the tool watches for any quote you mark as SENT. From that moment, the sequence takes over. You do not open a spreadsheet, set a reminder, or draft an email — the work happens in the background while you are on the tools or with clients.
A follow-up cadence is simply the timing and content of each reminder. There is no single perfect schedule, but a sensible starting point for most UK small businesses looks like this:
Space the messages far enough apart that you never feel pushy, but close enough that you stay top of mind. If your quotes have a natural expiry, taper the sequence so the last nudge lands before the quote lapses. Our follow-up email templates give you ready-made copy for each of these steps.
The best cadence is the one that actually runs. A modest sequence sent reliably beats a clever sequence you never get around to.
The single biggest fear owners have about automation is embarrassment — sending the same reminder twice, or chasing a customer who already accepted. Quote Nudge is idempotent by design, which is a technical way of saying it keeps precise track of what has been sent and never repeats itself. Each SENT quote moves through the sequence exactly once. The moment a quote is accepted, declined, or expired in Xero, the follow-ups stop automatically. No awkward "sorry, ignore my last email" moments.
Following up is only half the job; making it easy to say yes is the other half. When a customer is ready, your follow-up email links them to a branded acceptance page — your colours, your logo, no generic third-party chrome. They read the quote, sign with their finger on any device, and the quote flips to Accepted in Xero automatically.
That automatic status update matters. Your Xero records stay accurate without you re-keying anything, and the sequence knows to stop the instant acceptance happens. If you want to turn acceptance into cash immediately, you can collect a deposit at the point of signing straight into your own Stripe account.
Follow-ups only work if they get read, and emails from an unfamiliar address get ignored or filtered. Quote Nudge sends every message from your own DKIM-verified domain, so the reminder looks like a normal email from your business — because, effectively, it is. Better deliverability, better open rates, and a consistent brand from first quote to final signature.
Getting started takes minutes, not an afternoon:
From there you get a win-rate funnel showing sent, viewed, and accepted for every quote, so you can see exactly where deals stall and tune your cadence with real numbers rather than guesswork. The full walkthrough lives in the docs.
Once the sequence is running, the funnel tells you what to fix. A high sent-to-viewed rate but low viewed-to-accepted rate points to pricing or scope, not follow-up. A low sent-to-viewed rate points to subject lines or deliverability. Automation gives you the consistency; the analytics give you the direction.
Stop relying on memory. Start a free 14-day trial — no card required, then £16.79/mo, cancel anytime — connect Xero, and let every quote get followed up exactly the way you would if you had the time.
Auto follow-ups, branded e-sign acceptance and deposits on your Xero quotes. £16.79/mo after the trial — no card required.
Start free trialMost quotes that convert do so after the first send, yet most businesses only chase once. Here is how many follow-ups it actually takes, and exactly when to stop.
The moment a customer accepts is the moment they are most committed. Capturing a deposit right then locks in the job and gets cash into your account early.