Automated Quotes in monday.com

7 minute(s)

Sending a quote is a pivotal part of the sales process, but it’s only the beginning. The harder part is the follow up. The negotiation, knowing when to check in and when to give more time, and how to balance the ebb and flow of the conversation to achieve a favorable outcome.

When you’re managing multiple quotes at once, keeping track of all those steps manually gets complicated quickly.

With monday.com and SuperMail, you can build an automated quote management workflow that sends quotes, tracks lead and customer activity, follows up at the right time, and triggers the next step based on the customer’s response.

Why Use Quotation Automation?

Quote management involves more manual work than it might seem. You send the quote, check whether the customer has opened it, remember when to follow up, update the status, and repeat the same process for every opportunity in your pipeline. Quotation automation handles much of that repetitive work for you, and can be set in the exact cadence you want to use. Best of all, it can be done directly in monday.com, so there’s no time wasted on context switching. 

For example, follow-ups can be triggered based on timing and customer activity. Status columns can be updated straight from an email, to keep sales reps aware of where things stand. Customers can receive an immediate, automated response when they approve, reject, or request changes. 

These actions keep your pipeline up to date, reduce the chance of things being forgotten, and saves your sales team from constantly checking inboxes and updating boards. The goal isn’t to minimize the customer relationship, it’s to automate the repetitive work around it, so your team can focus on the conversations that actually move deals forward. 

How to Set Up Automated Quotes in monday.com

Before you get started, take some time to design your ideal workflow. This may be based on prior sales experience, or you may need to design a new flow for a new project. Think about your target audience, how often they’d want to be contacted (or you’d want to contact them), and what you want your messaging to be all along the funnel. 

Some things you can automate to improve your quotation automation process:

• Automated email sends
• Track whether the email was successfully delivered
• Detect when the customer opens the email
• Let the customer approve, reject, or request changes directly from the email
• Send follow up emails when a customer hasn’t responded
• Trigger different email follow ups depending on what the customer does
• Keep a record of the entire email conversation

Instead of checking every quote and deciding what to do next, you can define the process once and let the automations handle the repetitive parts.

Step 1: Set up your quotes board

Start with a monday.com board that contains the information you need to manage each quote.

Suggested columns:

• Client name
• Email
• Phone number
• Job title
• Quote file, such as a PDF
• Total quote amount
• Quote status
• Quote date
• Email delivery status
• Customer response status
• Follow-up status

You can add other columns depending on your sales process, but these will give the automations enough of a basis upon which to take the necessary actions.

Step 2: Track whether the quote email was delivered

The first thing you need to know after sending a quote is whether it actually reached the customer.

Using SuperMail tracking automations, you can connect email activity to a Status column on your monday.com board. Create statuses that say ‘delivered’ and ‘failed’ (or, perhaps, ‘waiting’, so that you can see that the process is pending), and configure 2 automations. 

When the quote email is successfully sent, SuperMail automatically updates the relevant status. Likewise, if a send fails, the status will be updated accordingly, providing an easy view of what is working and what isn’t.

Step 3: Track whether the customer opened the quote

Tracking delivery only tells you that the email arrived. The next useful signal is whether the customer has actually opened it.

Create another status called ‘opened’.

Create an automation to record when an email is opened. 

This distinction becomes particularly useful when you start building follow-up automations. Someone who hasn’t opened your quote should receive a different follow-up from someone who has opened it but hasn’t responded.

Step 4: Add action buttons to the quote email

One of the most powerful parts of quotation automation in monday.com is the unique ability for customers and potential customers to take action directly from the quote email.

To set this up, create change status buttons for each desired action:

• Approved
• Rejected
• Request changes 

Create a SuperMail Tracking automation for each of the possible outcomes that will update the board instantly.

Depending on your workflow, you can also set a secondary automation to move the item to a different group depending on the status. For example, if the customer approves the quote, the item can automatically move to the “Approved” group. If they request a revision, it can move to a group called “Revision requested”.

This is where the workflow becomes much more useful than basic email tracking. The customer’s action triggers a response directly inside monday.com, and that data can trigger real next steps.

Step 5: Automate quote follow-ups

Based on the follow-up plan you created above, set up automations to send each follow-up automatically at the right time and under the right conditions.

For example, you could create an automation for this scenario:

3 days have passed since the quote date + the email was delivered + the customer has not opened it → send Follow-up #1.

The automation first changes the follow-up status to Follow-up 1.

That status change then triggers SuperMail to send the appropriate follow-up email to the customer.

As another example, a customer who hasn’t opened the original quote after three days might receive a simple reminder.

A customer who opened it but hasn’t responded might receive a third message, while a customer who requests more information can receive an email with a link to schedule a meeting.

All of these emails should be set as templates in SuperMail, so they can be sent and tracked easily.

The exact sequence is up to you.

What matters is that each email is tied to a specific condition so that the flow is completely personalized and optimized for best results.

Step 6: Customize every email

SuperMail can personalize every email by injecting information directly from the monday.com item. A standard example is to have the contact’s first name added to the email. For a more sophisticated application, your quotation automation workflow can the quote document pulled from your board, deal numbers, and more.

Instead of manually composing an email, manually attaching the right document, and cross checking that the details match, everything is all done automatically.

Track All Communication

Quotation automations are meant to make the proposal process easier, which includes providing full visibility into where things stand.

In addition to using statuses as a prompt for the automations and for seeing updates at a glance, you can keep track of the full communication comfortably within the SuperMail Dialogue view. SuperMail Dialog keeps the full thread directly tied to the item and provides tracking for opens and clicks. It also allows anyone on the team to view the item and to understand what has already happened without piecing together the conversation from a separate inbox.

What the Complete Workflow Looks Like

Once everything is connected, adding a quote can kick off the entire process.

You create the item and add the customer information, quote PDF, amount, and any other relevant details.

The initial quote is sent automatically.

SuperMail tracks the email and updates monday.com when it is delivered and opened.

If the customer doesn’t respond, the appropriate follow-up is triggered based on the conditions you’ve defined.

If the customer clicks an action in the email, monday.com records their response and launches the next step. A request for more information, for example, could automatically send an email containing a meeting-booking link.

The quote keeps moving forward without your sales team having to manually check every email and remember every follow-up.