Automated Calibration Quote Follow-Up Drafts
Every Monday, WebRun opens QuickBooks, finds calibration service quotes that have been sent but not accepted in over five days, cross-checks the customer in IndySoft, drafts a tailored follow-up email for each in Gmail, and logs the outreach in Google Sheets.
How do I automatically follow up on calibration service quotes that haven't been accepted?
WebRun opens QuickBooks every Monday, finds calibration service quotes sent more than five days ago without a response, cross-checks each customer's prior service history in IndySoft, and drafts a tailored follow-up email in Gmail for your team to send. The quote log in Google Sheets tracks every outreach so nothing is chased twice.
- No open calibration quote sits uncontacted for more than a week
- Each follow-up email references the customer's actual instrument history
- Your team sends polished follow-ups in minutes, not an afternoon of manual drafting
Built for calibration lab sales teams · commercial calibration services · metrology service managers · quality lab administrators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
app.qbo.intuit.comin a real browser with your saved login - no setup, no API keys. -
1
QuickBooks - find open unsent quotes older than 5 days
- Open QuickBooks and navigate to Estimates
- Filter to estimates with status Sent and a created date older than 5 days
- Capture the customer name, email, quote number, total, and line items
Done when All open calibration quotes older than 5 days are listed with their details.
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2
IndySoft - check prior service history for each customer
indysoft.com
WebRun opens IndySoft to check prior service history for each customer. - Search IndySoft for each customer to find prior calibration history
- Note the instruments they have previously had calibrated and their last service date
Done when Prior service context is captured for each open-quote customer.
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3
Gmail - draft a follow-up email per customer
gmail.com
WebRun opens Gmail to draft a follow-up email per customer. - Draft a concise, friendly follow-up email referencing the quote number, the instruments quoted, and the customer's prior service history where relevant
- Leave each email as a draft for a team member to personalise and send. Do not send automatically.
Done when A tailored draft follow-up email exists in Gmail for each open quote.
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4
Google Sheets - log the follow-up status
google.com
WebRun opens Google Sheets to log the follow-up status. - Append a row for each follow-up drafted, including quote number, customer, amount, and date drafted
- Mark any quotes already followed up this week to avoid duplicate drafts next run
Done when The quote follow-up log is current with this week's drafts.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send follow-up emails to customers without review?
No. Every follow-up is drafted in Gmail and held for your team to personalise and send. No email reaches a customer without human approval.
What if a quote was already verbally accepted or declined?
It reads the live QuickBooks status each Monday, so any quote updated to Accepted or Closed is automatically skipped.
Can it include the specific instruments from the quote in the email?
Yes. It pulls the line items from the QuickBooks estimate and includes the relevant instrument details in the draft email.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.