Encompass Automated Quote Follow-Up Drafts
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.
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
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
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
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
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 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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