Follow up on open quotes before restaurants go elsewhere
Every morning, WebRun opens Encompass, finds quotes that have been open for 3 or more days without a customer response, drafts a polite follow-up email for each in Gmail for the assigned rep to review before sending, and posts a Slack summary of open quotes by rep so nothing falls through the cracks.
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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.encompasstech.comin a real browser with your saved login - no setup, no API keys. -
1
Encompass - find quotes open 3 or more days with no response
encompasstech.com How to Automate Encompass
WebRun opens Encompass to find quotes open 3 or more days with no response. - Open Encompass and navigate to open quotes
- Filter to quotes created 3 or more days ago that remain open with no customer acceptance or rejection
- Capture quote number, customer name, total value, assigned rep, and quote creation date
- Flag high-value quotes (over a set threshold) as priority for same-day follow-up
Done when All stale open quotes are listed with customer, value, age, and assigned rep.
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2
Gmail - draft follow-up email for each stale quote
gmail.com How to Automate Gmail
WebRun opens Gmail to draft follow-up email for each stale quote. - Draft a polite follow-up email for each stale quote addressed to the customer's primary contact
- Reference the quote number and original date, and offer to answer any questions before they decide
- Leave every draft unsent in the assigned rep's Gmail drafts folder for review before sending
- Use a warmer tone for high-value quotes and flag those drafts with a priority label
Done when A personalized follow-up draft is waiting in Gmail for every stale quote, unsent and ready for rep review.
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3
Slack - notify each rep about their pending quote follow-ups
slack.com How to Automate Slack
WebRun opens Slack to notify each rep about their pending quote follow-ups. - Send each rep a direct Slack message listing their open quotes that now have a follow-up draft ready in Gmail
- Include quote number, customer name, value, and days open for each
- Post a summary to the sales channel showing total open quote value and count, broken down by rep
Done when Every rep is notified in Slack about their pending quote follow-ups and knows the draft is ready in Gmail.
How do I automatically follow up on open quotes in foodservice distribution?
WebRun opens Encompass every morning and finds quotes that have sat open without a customer response for 3 or more days. It drafts a personalized follow-up email in Gmail for each stale quote, leaving every draft unsent for the assigned rep to review. Each rep gets a Slack message listing their open quotes and where the drafts are waiting.
- No open quote sits more than 3 days without a follow-up draft ready to send
- Reps approve follow-up emails before any customer contact
- Sales manager sees total open quote value by rep each morning without asking
Built for foodservice distributors · broadline distributors · sales reps · sales managers
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 the follow-up emails to restaurant customers automatically?
No. Every follow-up is drafted in Gmail and left unsent for the assigned rep to review and send. No email goes to a customer without the rep approving it first.
What if the customer already responded and the rep is still reviewing?
WebRun reads the current status from Encompass on each run. If a quote has moved to accepted, rejected, or converted to an order, it is excluded from that day's stale list automatically.
Can the follow-up cadence be changed from 3 days?
Yes. Set the threshold to match your sales cycle. High-value quotes can trigger a follow-up after 1 day, while smaller quotes may use a 5-day window. You can configure separate thresholds by quote value range.
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