Follow-up automations

Automations are sequential email workflows triggered by an event (quote sent, project completed, anniversary, etc.). Once enabled, they run in the background and send the right messages at the right time — without you having to think about it.

Ready-to-use automation types

• Prospect follow-up: D+3 / D+7 / D+14 sequence after sending a quote with no reply.
• Client onboarding: welcome email + portal link + calendar upon quote validation.
• Post-delivery: review request + referral coupon sent 7 days after project completion.
• Anniversary: auto-personalized message every year to maintain the relationship.
• Re-engagement: dormant-client outreach 6 months after last contact.
• Retainer check-in: monthly touch-base with meeting suggestion for recurring clients.
• Brief submission: reminder if a client started filling a brief without completing it.

Activate an automation

1. CRM → Follow-ups → Automations → `New automation`.
2. Pick a template (or build custom).
3. Customize each step: subject, body, delay between steps.
4. Set entry conditions (trigger) and exit conditions (auto-stop).
5. Test in `Preview` mode with a test contact.
6. Activate. Nexte handles the rest.

Conditional logic

Each step can have conditions: `If the client hasn't replied`, `If the quote was signed`, `If the invoice was paid`. Enables workflow trees beyond simple linear sequences.

• If/Else branches: 2 paths based on condition. E.g. quote signed → celebration email; else → soft follow-up.
• Conditional stop: automation halts if the client replies or signs, skipping subsequent steps.
• Dynamic delays: `3 days after last email` or `next Monday 9am`.
• A/B testing (Agency): two versions of an email, 50/50 send, stats after 14 days.

Tracking and stats

For each active automation, see: number of contacts currently in the workflow, open rate, click rate, conversion rate (meeting booked, quote signed, invoice paid). Drill-down per step to optimize weak templates.

Best practices

• Delay between steps: minimum 48h, rarely over 7 days. Beyond 3 reminders, your message feels like spam, not a nudge.
• Personalization: use at least 2 dynamic variables per email. A 100% generic email converts 4× less.
• Short subject: 5 words max. Long subjects see 30% fewer mobile opens.
• One clear CTA: `Grab 15 min to chat?` beats `Here are 3 options, let me know`.
• Graceful exit: always a final step like `OK, I'll stop here. Reach out in 3 months if it resonates` — this step often converts best.