Follow-up sequences that stop when the client replies

Two different things called follow-up

4fleet has two tools with similar names. Automatic quote follow-ups are emails 4fleet sends to the client when they have not answered a quote. The Follow Up button in the enquiry header creates a reminder task for your own team and never contacts the client. Both need the Operations plan or higher.

Automatic follow-ups are off until someone with permission to edit settings turns them on in Settings > Automations & AI > Follow-ups with Enable Automatic Follow-ups. When you turn them on, they also cover enquiries that are already Quoted, so read the open quotes before you save.

How the sequence runs and stops

Under Follow-up Timing you set up to three emails, First Follow-up, Second Follow-up and Third Follow-up, each a number of hours after the quote went out. The sequence starts when a quote is sent.

It stops by itself in three cases. When the client replies and the reply is matched to the enquiry, 4fleet checks for it before each email and sends nothing further. When the enquiry is marked Won or Lost, the remaining emails are canceled. And if you switch on Auto-mark no response as lost, the enquiry moves to Lost with the reason No Response once the No Response Delay after the last email has passed.

A reply only stops the sequence when 4fleet links it to the enquiry. A client who answers from a different address or starts a new email thread may not be linked, and can still get the next follow-up. Keep an eye on the Client replied queue and on new enquiries from known clients.

Choosing the timing

Base the delays on how your clients decide. A corporate assistant booking an airport transfer for tomorrow needs a first nudge within hours; a couple planning a wedding next summer does not want three emails in a week. If your quotes are mostly for one kind of work, set the delays for that work and use a reminder task for the exceptions.

Read the wording with the Templates button on the same tab before you turn the sequence on, and check Logs after the first week to see what was actually sent.

When to use a reminder instead

Use Follow Up for clients you want to call, for large or unusual quotes where a person should write the next message, and for clients who asked you not to chase them by email. The task appears in Tasks on the day you chose.