Set your follow-up cadence once and let it run on every SENT Xero quote. Here is how automated sequences and one-tap online 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 and accept it in a couple of taps 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. Turning that moment of acceptance into an immediate deposit is a feature on our roadmap — not live yet, but the reason acceptance is such a valuable moment to capture.
Follow-ups only work if they get read, and emails from an unfamiliar address get ignored or filtered. Quote Nudge sends every message in your business name from our shared, verified sending domain, so the reminder looks like a normal email from your business. Better deliverability, better open rates, and a consistent brand from first quote to acceptance. Sending from your own custom domain is coming soon.
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.
A reliable starting point is three nudges: a friendly first one on day 2 or 3, a value-adding second on day 5 to 7, and a gentle final check-in on day 10 to 14. Space them far enough apart to avoid feeling pushy but close enough to stay top of mind.
No. Quote Nudge is idempotent, meaning it keeps precise track of what has been sent and never repeats itself. The instant a quote is accepted, declined or expired in Xero, the remaining follow-ups stop automatically.
Your follow-up email links the customer to a branded acceptance page in your colours and logo. They read the quote and accept it in a couple of taps on any device, and the quote flips to Accepted in Xero automatically.
Yes. Quote Nudge sends every message in your business name from our shared, verified sending domain, so the reminder looks like a normal email from your business. That improves deliverability and open rates and keeps your branding consistent.
Auto follow-ups and branded online acceptance on your Xero quotes, with deposits coming soon. £16.79/mo after the trial — no card required.
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