Let Sign OS chase quotes and proofs for you
When a quote goes quiet or a proof waits, staff get told or the customer gets emailed.
What this is for
Most follow-ups never happen because nobody remembers. An automation is a rule: when this happens (a quote has sat in Sent for five days, a proof has had no reply, an invoice is still unpaid), do this (tell the sales person, email the customer, send the proof again). Rules save switched off, so you can build one calmly and turn it on when you are happy.
What is on this screen
Each part of the screen above, top to bottom, and what changing it affects.
Top of the page
- Rules / Activity
- Rules is the list of automations and their On/Off switch. Activity is every time one fired and what it did.
- New automation
- Opens the rule form below.
The rule form
- Name
- What the rule is called in Activity and notifications.
- When
- The trigger: a quote or job in a status for a number of days, a job reaching or sitting in a workflow stage (with dwell days), a proof sent / approved / changes requested / pending, or an invoice unpaid. Extra fields appear for the status, days and department the trigger needs.
- Wait (optional)
- Extra delay in hours before acting, on top of the trigger.
- Then
- One or more actions: Notify staff (pick roles), Draft an email for staff to review, Email the customer (auto-send, pick the template), or Send a proof for approval. + Add another action stacks them.
- Guardrails
- Cooldown before repeating (hours) and Max sends per entity, so a rule cannot nag the same quote forever.
- Create automation / Save changes
- Saves Off. The card's On/Off switch is what makes it run.
Rule cards
- On / Off · Edit · Delete
- Switch a rule live, change it, or remove it. Delete cannot be undone.
Before you start
- If an automation will email the customer, check the email template it uses under Settings → Templates first.
Step by step
- 1
Open Settings → Your shop → Follow-up automations and click New automation.
- 2
Name it — 'Quote follow-up', 'Proof reminder' — then under When pick the trigger: a quote or job has been in a status for a while, a job reaches or sits in a workflow stage, a proof is sent, approved, changes requested or still waiting, or an invoice has stayed unpaid. Set the status and how many days where it asks.
- 3
Wait (optional) adds an extra delay in hours before it acts.
- 4
Under Then choose what happens: Notify staff (pick the roles), Draft an email for staff to review, Email the customer (auto-send, pick the template), or Send a proof for approval. Add another action if you want more than one.
- 5
Guardrails stop it nagging: a cooldown in hours before it repeats, and a maximum number of sends per quote or job.
- 6
Create automation. It saves Off. Flip it to On from its card when you are ready; Edit and Delete are there too.
- 7
The Activity tab shows every time a rule fired and what it did, so you can see it working before you trust it.
Tips & gotchas
- Start with Notify staff or Draft an email. Auto-sending to customers is the right end point, not the starting one.
- The two starter purposes, Quote follow-up and Overdue invoice chase, cover most shops. Build those first.
- Warnings for you (low margin, stalled job) are Watchdog rules under Insights, not automations.