Reminder rules
Set your follow-up cadence once. Every SENT quote gets chased on your schedule.
Default rules
When you sign up, three rules are created for you:
- First nudge (+3 days) — sent 3 days after the quote date.
- Second nudge (+7 days) — sent 7 days after the quote date.
- Final reminder (-1 day before expiry) — sent the day before the quote expires.
Editing rules
Go to Settings → Reminder Rules. For each rule you can edit:
- Label — internal name shown in your funnel analytics.
- Timing — relative to the quote's sent date, or its expiry date.
- Days offset — positive numbers are "after", negative are "before".
- Subject — the email subject line.
- Body — the plain-text body of the email.
- Enabled toggle — pause a rule without deleting it.
Template variables
Use these placeholders in the subject or body:
{{contact}}— the customer's first name (or full name if not split).{{quote_number}}— the quote number, e.g. Q-2026-014.{{total}}— the quote total, formatted with currency.{{accept_url}}— a unique link to the branded accept page.
Idempotency
Each rule fires at most once per quote. If you re-enable a rule, quotes that already received it won't get it again.
What stops reminders?
- Quote status changes from SENT to ACCEPTED, DECLINED, or INVOICED.
- Quote is deleted in Xero.
- You disable the rule.
- The customer opens the accept page and marks "stop reminders" (coming soon).