Automatic follow-up for unsigned quotes
Most unsigned quotes never get signed due to lack of follow-up, not lack of interest. Certyneo automatically follows up with each prospect on a Day+2 / Day+5 / Day+7 cadence via email, SMS and Slack notification, with open and view tracking. Result: more quotes converted to contracts, without writing a single manual follow-up.
- Pace
- D+2 / D+5 / D+7
- Channels
- Email · SMS · Slack
- Tracking
- Tracked opens
The real problem: the quote sent and then forgotten
A commercial quote goes out by email, the prospect is interested, then life takes over: meetings, arbitrations, overflowing inbox. Without follow-up, the deal slowly fades — not because the price or scope was problematic, but because no one reactivated the decision at the right moment. For a sales director or sales ops manager, these "lukewarm" quotes represent considerable latent revenue, scattered across tracking spreadsheets that no one has time to maintain. Manual closing takes an average of 11 days between sending and signature, and a significant portion of quotes are lost due to lack of follow-up sent when the prospect was still engaged. Automatic follow-up eliminates this loss: it reactivates each unsigned quote according to a schedule designed for the B2B decision cycle, without mobilizing your sales team or production team.
Why automate quote follow-up?
Automatic multi-channel follow-ups
Certyneo follows up on each unsigned quote according to the D+2 / D+5 / D+7 schedule, across three complementary channels: email to the signatory, SMS to their mobile, and Slack notification to your sales team. The prospect is reached where they actually read their messages, and your sales team knows in real time who still needs to be followed up with — without maintaining any spreadsheet.
Open and consultation tracking
You see precisely who opened the email, clicked the link and consulted the quote, and on what date. A dashboard centralizes the statuses sent / viewed / signed / rejected. Your sales team prioritizes prospects who opened multiple times without signing — the hottest leads — instead of blindly following up.
Customizable schedule and content
The D+2 / D+5 / D+7 schedule is a starting point: you adjust the pace, the number of follow-ups and the text of each message by quote type. For a sensitive account or a large contract negotiated directly, automatic follow-up is disabled with one click, prospect by prospect — you keep control of strategic accounts.
Increased conversion rate
By moving from manual closing of 11 days on average to signature in less than 24 hours, and by systematically following up on quotes that remained unanswered, you recover revenue that was being lost silently. Automatic follow-up acts on the only lever that most teams don't activate due to lack of time: consistency.
Set up a follow-up sequence in less than 5 minutes
From sending the quote to automatic multi-channel follow-up, without manual intervention.
1. Send the quote
Upload your PDF (Sage, EBP, Tiime quote or Certyneo template) or start from a template, add the signatory or signatories, then send the envelope. During peak periods, import 50 or 200 quotes at once from a CSV.
2. Choose the cadence
Activate the follow-up sequence: default cadence D+2 / D+5 / D+7, or custom rhythm based on your sales cycle. Select channels (email, SMS, Slack notification) and customize the text of each follow-up.
3. Let Certyneo follow up
As long as the quote is not signed, Certyneo automatically sends each follow-up on the scheduled date, through the chosen channels. Every open, click and view is tracked and reported to your dashboard in real time.
4. Sign and track
The prospect signs from their phone in less than 2 minutes, with no account or app needed. Follow-up stops automatically upon signature, the signed quote and its eIDAS audit trail are archived for 10 years, and the status changes to "signed" on your dashboard.
Frequently asked questions
- What is the default follow-up cadence and can it be customized?
- The default cadence is D+2 / D+5 / D+7: a first follow-up two days after sending, a second at five days, a third at seven days if the quote is still not signed. It is fully customizable — you adjust the number of follow-ups, the interval between each one and the text of each message, by quote type or by sequence. You can create a short cadence for small quotes with quick decisions and a longer cadence for large contracts with extended sales cycles.
- Are follow-ups truly multi-channel?
- Yes. Each follow-up can be sent by email to the signer, by SMS to their mobile, and trigger a Slack notification to your sales team. You choose which channels are active for each sequence. Multi-channel significantly increases response rate: a prospect who misses the email often reads the SMS, and your sales reps keep visibility on quotes to follow up directly in Slack.
- Can automatic follow-up be disabled for certain prospects?
- Yes, with one click, prospect by prospect. For a sensitive account, a large contract negotiated directly or a relationship where automated follow-up would be poorly received, you disable the sequence on that specific quote without affecting the others. This way you keep full control over your strategic accounts while automating the volume.
- What exactly is tracked (audit trail)?
- Each follow-up sent is logged (channel, date, time), and every prospect interaction is tracked: email open, link click, quote view, with timestamps. At the moment of signature, a proof PDF is generated: signer identity (email + phone verified via SMS OTP), qualified timestamp, SHA-256 fingerprint of the document and consultation log. This eIDAS audit trail can be used as evidence in case of dispute over quote acceptance.
- Does follow-up integrate with my CRM?
- Yes. Certyneo connects to HubSpot and Zapier, and exposes webhooks and a REST API to sync statuses and events (sent, viewed, followed up, signed, refused) with your system. Salesforce and Pipedrive connectors are in preparation. You can trigger your own CRM-side automations — opportunity update, sales task creation — with each quote status change.
- What is the real impact on conversion rate?
- The impact comes from two combined effects: the consistency of follow-up (every unsigned quote is systematically reactivated, which an overloaded team doesn't do manually) and signature speed (the prospect signs in less than 2 minutes from their mobile, versus an average 11-day manual close). By reactivating quotes that went unanswered and removing signature friction, you recover revenue that was being lost due to lack of follow-up. The gain depends on your volume and current non-response rate — this is exactly the leakage that automatic follow-up fills.
- Are automatic follow-ups compliant with GDPR?
- Yes. Follow-ups concern an existing business relationship: you follow up with a prospect to whom you have sent a quote, within the framework of the legitimate interest in monitoring an ongoing offer. Each message includes the notices and contact details allowing the recipient to object, and deactivation by prospect allows you to immediately honor any request to stop. Certyneo maintains traceability of sends and archiving of documents for 10 years, in accordance with applicable retention obligations.
- Once the quote is signed, what is its legal value?
- As soon as the prospect accepts the quote by signing it, it constitutes contract formation: this is Article 1101 of the Civil Code, which defines a contract as an agreement of wills intended to create obligations. Advanced electronic signature (AES) timestamps this acceptance. Article 1366 of the Civil Code gives electronic writing the same evidentiary force as paper writing insofar as the signatory is identified and the integrity of the document is guaranteed, and Article 1367 establishes a presumption of reliability for electronic signatures compliant with the eIDAS regulation. The quote signed via Certyneo is therefore enforceable, with the audit trail as evidence.
Also read
Never lose a single quote for lack of follow-up
Permanent free plan (5 envelopes / month), no credit card required. Schedule D+2 / D+5 / D+7 multi-channel, open tracking, AES eIDAS signature and 10-year archiving included.