Ensuring quotes are delivered on time can be a challenging task, especially when managing multiple deals simultaneously. To make this process more efficient, we’ve implemented an automation in Pipedrive that helps track deals in the ‘Quote In Progress’ stage and sends timely reminders to deal owners. By using automation, businesses can reduce manual follow-ups and ensure no deal slips through the cracks.

In this guide, we’ll walk you through the step-by-step process of setting up this automation in Pipedrive, including setting conditions to trigger an automatic email reminder after 5 days, ensuring open deals get the attention they need. Let’s dive into how you can easily create this workflow.

Lets Begin

First, go to your Pipedrive pipeline by visiting
https://[yourcompany].pipedrive.com/pipeline/1/user/everyone.

Click the 3 dots.

Click “Automations”

Click “+ Automation” to build automation from ‘scratch’

As we want this automation to start when a deal moves to ‘Quote in progress’ we want to ensure the “Event trigger” is a “Deal being updated”. Click “Apply trigger” once complete.

This is where we create ‘conditions’ which will stop our automation here if they are do not match.

For this automation, two key conditions have been established:

1. The deal stage must have changed to ‘Quote in progress.’
2. The deal status must be ‘Open.’

These conditions ensure that only open deals transitioning to the ‘Quote in progress’ stage will trigger the continuation of this automation.

Now, set a 5-day delay before proceeding to the next step.

Click “Delay”

Set a time delay for the automation, choosing any number of days you prefer. For this setup, we’ve chosen a 5-day delay, excluding weekends. If the end of the delay falls on a weekend, the action will instead occur on the following Monday at 9 AM AEST. This configuration ensures that the next step begins on a business day.

Click this icon.

Now, add another condition to ensure that the activity is only created if the deal remains in the ‘Quote in Progress’ stage after the 5-day delay.

In this step, we apply the previously mentioned conditions: the deal stage must remain unchanged, and the deal status should still be open. This setup ensures that if a deal is either won or lost within the 5-day period, it won’t trigger this automation. We’re focusing on following up with deals that are still open and in progress.

Click this icon.

Click “Action”

Click “Activity”

Click “Create activity”

Click “Next”

The checkboxes toggle what will be displayed in the next screen, in this automation I’ve selected:
Done

• Assigned to

Linked deal

Note

Click here.

Type “Follow-up Quote – 5 Day Reminder”

Click “Task”

Click this button.

Click “The same day”

Click “Skip Weekends”

Click this button.

Click “Step Options”

Click “Deal owner”

Click this button.

Click “Deal”

Click here.

Type: “This deal has been in ‘Quote in Progress’ for [however many days]. Please follow it up and complete your quote.”

Name your automation once complete – I recommend having naming metrics that outline the steps of the automation to make them easier to identify.

Click “Triggered by selected users”

Click “Triggered by any user”

Click “Save”

Click here to make the automation ‘Active’.

Conclusion

Congratulations on setting up your automation in Pipedrive! This workflow is designed to ensure that no quote is left behind, improving the efficiency of your sales process. By automating the follow-up on quotes that remain in progress, you’re not only saving time but also enhancing the responsiveness of your team. With this system in place, you can rest assured that every deal receives the attention it needs at the right time.

Remember, the power of automation lies in its ability to be customised. Feel free to adjust the timeline or conditions based on your specific business needs. Keep experimenting with different settings to find what works best for maintaining the momentum of your sales pipeline.

Now that your automation is active, monitor its performance and make adjustments as needed. This proactive approach will help you maintain a high level of service and engagement with your clients, ensuring that your business continues to grow and thrive.

For expert assistance in optimising your Pipedrive setup or to discover more ways automation can benefit your sales process, reach out to the professionals at Media Booth. Visit our website or contact us today to see how we can help you boost your sales efficiency even further! Visit Media Booth for Expert Pipedrive Consulting

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