How to use Proposal Reminders

Proposals in Inspect Point can be sent out via email to customers. When a proposal is initially sent out via email, its status will be “Out for Quote.” Its status will change to “Viewed” when it is viewed by the customer. 

While you can manually resend a proposal to your customer if needed, this becomes inefficient when you are following up on numerous proposals. For those proposals that have either been sent but not viewed (“Out for Quote”) or sent and viewed (“Viewed”) you can use Inspect Point’s proposal reminder feature to automate reminder emails.

Proposal reminder settings can be adjusted, and reminders can be enabled/disabled, on the Proposal Reminders page. You can also override settings for individual proposals while editing that proposal. 

Here is an overview of how to use proposal reminders:

Enable / Disable Proposal Reminders

Navigate to the Proposal Reminders page in the “Proposals” category on your Settings page. On the Proposal Reminders page, you have the option to enable, or disable, proposal reminders. 

Enabling reminders will be turned on for all proposals that qualify for your automated reminders. 

A proposal will “qualify” based on 1) its status (“Out for Quote,” or “Viewed) and 2) on how far back you choose to set reminders for, which is described below. You can see the number of proposals that qualify next to the on/off toggle.

Choose How Often to Send Reminders

On your Proposal Reminders page, you can choose how often to send out reminder emails. The reminder emails are sent automatically at 11 AM ET.

Click “-” to decrease the number of days, and “+” to increase. You can also type in any number that you choose. 

In this example, reminder emails would go out every 10 days for proposals that qualify for proposal reminders.

Choose How Many Reminders to Send 

You can choose how many reminders to send before automatically discontinuing them. So, in this example, 2 reminder emails would go on qualifying proposals, every 10 days.  

Choose Which Proposals, Based on Date, to Include in Reminders

In some cases, you may not want to send out reminders on very old proposals.

In this section, you can select at what “age” you’d like to exclude proposals from reminder emails. So, in this example, reminders would not be sent for proposals that are more than 2 months old. This is calculated based on the proposal date field.

Customize Reminder Email Content

While default email content is available for your use, you can customize your proposal email content with any other information you would like to share with your customers. The content here will apply to all automated proposal reminder emails. 

You can click “Reset to Default” to restore default content after you’ve made changes.

Override Proposal Reminders for an Individual Proposal

If you would like to turn off reminders for an individual proposal, you can do so on the Edit Proposal screen, by checking off “disable override.” 

You can also customize the resend interval, and max number of resends, for a proposal. By entering a number in those two fields, you will override the settings on the Proposal Reminders page

See Proposal Communication History

The “Communication History” table on the Proposal screen allows you to see when a proposal reminder was sent out for a specific proposal. Here, you can track what reminder emails have gone out for a proposal.