How to send automatic proposal reminders

Automatic reminders follow up for you when a customer hasn't responded to a proposal. You choose how many days after sending each reminder goes out and what it says, and Quotify emails the recipient for you until they accept, decline, or the proposal expires.

This is a Pro feature.

How to turn on reminders

1. Go to Settings → Proposals.
2. Scroll down to the Reminders section.
3. Tick the Send automatic reminders checkbox.
4. Add at least one reminder (see below).
5. Click Save (a bar appears at the top of the page with a Save button).

Reminders are not sent retroactively. An open proposal receives a reminder only when its age in calendar days matches one of your configured intervals during the daily check. Intervals that have already passed are skipped.

How to add a reminder

Each reminder is a separate follow-up with its own timing and wording.

1. In the Reminders section, click Add reminder. A bordered box appears.
2. In Days after sending, enter how many days should pass after you send the proposal before this reminder goes out. The smallest value you can enter is 1.
3. In Message, write the text of the follow-up email. This is a rich text editor, so you can bold text, add links, and so on.
4. Repeat for any further reminders you want.
5. Click Save.

You can add up to five reminders. Once you have five, the Add reminder button disappears.

To delete a reminder, click the red Remove button inside its box, then click Save.

A typical setup

A common pattern is three reminders — a gentle nudge, a check-in, and a final follow-up:

Using the access code in your message

If your proposals require an access code, type {access_code} anywhere in the message and it is replaced with that proposal's code when the email is sent. For example, "Your access code is {access_code}" becomes "Your access code is 54321".

How to choose a reminder template

If you are on a plan that includes email templates, a Reminder template dropdown appears above your reminders. This controls the design of the reminder email — the layout, colours, and branding around your message.

1. Pick a template from the Reminder template dropdown.
2. Click Save.

Leave it on Default to use Quotify's standard proposal email design. If you don't have email templates on your plan, this dropdown isn't shown and reminders use the default design.

What happens after you save

Quotify checks your open proposals once a day, in the morning. A reminder is sent when the proposal's age in calendar days exactly matches a configured interval. Reminders are not sent the instant a proposal hits the day count — they go out during that day's morning check.

The reminder email:

• Uses the same subject as your normal proposal emails, set in the Email subject field further up the Proposals settings page. If you haven't set one, the subject is "Your proposal (#00042)" using the proposal's number.
• Uses the same sender name, reply-to address, and BCC address as the original proposal email.
• Contains the message you wrote for that reminder.
• Does not include the proposal PDF or any file attachments, even if the original proposal email did. The reminder links the customer back to the proposal, where they can view and download everything.

Good to know

• Reminders are not backfilled. If a proposal is already 20 days old when you turn on reminders at 3, 7, and 14 days, no reminder is sent because all three intervals have passed.
• Adding a reminder earlier than one already sent won't backfill. If a proposal has already had its 7-day reminder and you later add a 5-day reminder, that proposal won't receive it. Proposals sent from that point on will.
• Adding a future reminder can still go out. Using the same example, adding a 10-day reminder before the proposal reaches day 10 means it receives that reminder during the day-10 check.
• Reminders stop on their own as soon as the customer accepts or declines the proposal. They also stop if the proposal expires, if you archive it, or if you revert it to a draft.
• Reminders need a recipient email address. A proposal that was never emailed to anyone is skipped.
• Days are counted in whole calendar days from the day the proposal was sent, not by the hour. A proposal sent late on a Monday is one day old on Tuesday.
• Each reminder must use a different number of days. If you enter the same number twice, saving fails with "Each reminder must use a different number of days."
• Both fields are required while reminders are on. Leaving the days or the message blank on any reminder blocks saving. If you want to stop reminders without deleting your wording, untick Send automatic reminders and save — your reminders are kept for when you switch it back on.
• Turning reminders off stops them immediately. Nothing further is sent for any proposal until you turn them back on.

Updated on: 11/08/2026