Automatic follow-up for unsigned quotes
Most unsigned quotes stay unsigned for lack of follow-up, not lack of interest. Certyneo automatically sends each prospect email reminders at the interval you choose, and shows you who has viewed their quote. The result: every quote is followed up at the right time, without writing a single reminder by hand.
- Cadence
- Every 3 days, adjustable
- Channel
- Tracking
- Views recorded
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, trade-offs, an overflowing inbox. Without follow-up, the deal slowly fades — not because the price or scope was a problem, 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. Followed up by hand, a quote can go days without an answer, and a significant share of quotes are lost for lack of a reminder sent while the prospect was still engaged. Automatic follow-up eliminates this loss: it reactivates each unsigned quote on a schedule designed for the B2B decision cycle, without tying up your sales or production team.
Why automate quote follow-up?
Automatic email reminders
Certyneo sends an email reminder for every unsigned quote, at the interval you choose, up to 5 times. If Slack is connected, your sales team is notified when a prospect opens or signs their quote: your reps know in real time where each deal stands — without maintaining any spreadsheet.
View tracking
You see who opened the quote and when. A dashboard brings together the sent / viewed / signed / declined statuses. Your reps prioritize prospects who viewed the quote without signing — the warmest leads — instead of following up blindly.
Adjustable cadence, can be turned off per quote
By default, a reminder goes out every 3 days; you set the interval from 1 to 30 days for each send, and Certyneo stops after 5 reminders. For a sensitive account or a large contract negotiated directly, automatic reminders can be turned off quote by quote — you stay in control of strategic accounts.
Increased conversion rate
By having quotes signed on mobile — on Certyneo, 8 in 10 signed documents are signed within 24 hours — and by systematically following up on quotes that went unanswered, you recover revenue that was silently slipping away. Automatic follow-up works on the one lever most teams never pull for lack of time: consistency.
Set up a follow-up sequence in less than 5 minutes
From sending the quote to automatic reminders, with no manual work.
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
Turn on automatic reminders: every 3 days by default, or any interval from 1 to 30 days to match your sales cycle. Reminders go out by email, up to 5 of them.
3. Let Certyneo follow up
As long as the quote isn't signed, Certyneo sends each reminder on schedule. Every view of the quote is recorded and shows up in your dashboard.
4. Sign and track
The prospect signs from their phone, with no account or app — half of signers complete in under 2 minutes after opening the link. Reminders stop automatically as soon as it's signed, the signed quote and its eIDAS audit trail are archived for 10 years, and the status switches to "signed" on your dashboard.
Frequently asked questions
- What is the default follow-up cadence and can it be customized?
- By default, Certyneo sends a reminder every 3 days until the quote is signed, up to 5 reminders. You set the interval from 1 to 30 days for each send: short for small quotes with quick decisions, longer for large contracts with long cycles. Each reminder is an email that includes the signing link.
- Which channels do reminders use?
- Automatic reminders go out by email, with the signing link. If you connect Slack, your sales team is also notified when a prospect opens or signs their quote, so they know whom to follow up with directly. There are no SMS reminders: SMS is used to verify the signer's identity (one-time code).
- Can automatic follow-up be disabled for certain prospects?
- Yes, quote by quote. For a sensitive account, a large contract negotiated directly or a relationship where automated reminders would be poorly received, you turn reminders off for that specific quote without affecting the others. You stay in control of your strategic accounts while automating the volume.
- What exactly is tracked (audit trail)?
- Every reminder sent is logged with its date and time, and every time the prospect views the quote is timestamped. At signing, a proof PDF is generated: signer identity (email + phone verified by SMS OTP), RFC 3161 timestamp, SHA-256 fingerprint of the document and the view log. This eIDAS audit trail can be relied on if acceptance of the quote is ever disputed.
- Does follow-up integrate with my CRM?
- Yes. Certyneo connects to HubSpot and Zapier, and provides webhooks and a REST API to sync statuses and events (sent, viewed, signed, declined) with your system. The Salesforce integration is in beta and the Pipedrive integration is in preparation. You can trigger your own CRM automations — updating an opportunity, creating a sales task — whenever the quote's status changes.
- 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 from their mobile, and half of signers complete in under 2 minutes after opening the link). By reactivating quotes that went unanswered and removing signature friction, you recover revenue that was being lost for 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. Reminders relate to an existing business relationship: you follow up with a prospect to whom you sent a quote, under the legitimate interest of following up on an open offer. Each message includes the information and contact details the recipient needs to object, and turning reminders off quote by quote lets you honour any request to stop immediately. Certyneo keeps a record of what was sent and archives documents for 10 years, in line 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; Article 1367 reserves the presumption of reliability for the qualified signature. The quote signed via Certyneo is therefore enforceable, with the audit trail as evidence of its reliability.
Also read
Never lose a single quote for lack of follow-up
Free plan forever (5 envelopes for 14 days, then 2/month), no credit card required. Automatic email reminders and AES advanced signature from the Personal plan, view tracking and 10-year archiving.