What are Pipeline Automations?
Pipeline automations allow you to set up triggers to communicate to your customers without you having to manually send them yourself.
Most automations are on by default and are already communicating to your customers for you!
Automations will only automatically trigger to any existing leads, estimates, and jobs that had the status updated within the chosen time period and then to all new leads, estimates, and jobs moving forward.
Example:
Automation: Set up for 3 days after estimate send.
Estimate 1 was sent 5 days ago = the resend won't go out
Estimate 2 was sent 2 days ago = the resend will go out when it hits 3 days after the send
The follow-up message will get sent as either an email or text to the same email address or phone number to which you originally sent the estimate.
Accessing Pipeline Automation Settings
Click Pipeline at the top of your desktop dashboard (homepage). Here you will see a menu bar on the right-hand side of the page.
Under Pipeline you will see the heading "Settings." Under this, you will see "Automations." Click that button to access your Automation settings.
Turning on Pipeline Automations
Once you navigate to Pipeline automation settings, you will see different possible automations on this page. You'll also see the column "Actions" to the far right of all these automations. Toggle the button under Actions, on any automation, to turn it On or Off.
Editing Pipeline Automations
Once you navigate to Pipeline Automation Settings, you will see different possible automations on this page. Click the pencil icon to the far right of any automation on this page to edit it.
Editing frequency on pipeline automations
Once you click the edit pencil to the far right of the automation, you will see a screen where you can edit the time period between messages by clicking the up and down arrows in the text box.
Adding conditions to pipeline automations
On automations that send messages to customers, you can click +ADD CONDITION to include or exclude customers with specific customer tags. This is located directly under the time frame frequency box after you click the edit pencil to the far right of the automation.
Customizeing the Content of pipeline automations (only available if you have a custom SMS)
Customize the content of the message by clicking CUSTOMIZE MESSAGES button. This is located directly under the line where it says "Then send SMS to the customer" on the pipeline automation edit screen. Editable content includes:
SMS message
Email subject
Email body
When you are on the "Customize Message" screen, you can add dynamic variables with the ADD VARIABLES dropdown, such as Customer first name and Company name into the messages to make them more personal to the customer.
Make sure to click UPDATE and SAVE to save any changes to the message content and time frame.
What Do Pipeline Automations Do?
Pipeline Automations automate communications, status changes, and other parts of your workflow. Below is a description of each automation and what is does. You just have to toggle it on to activate.
Note that all automations default to our recommended cadence and even have suggested language, but you can customize both the timeframe and message copy.
Leads
Automation | What it Does |
When a lead is First Contact for [X] days, send SMS and update status to Second Contact. | Follow-up communication after you made initial contact with the customer and get their approval to send SMS messages. |
When a lead is Second Contact for [X] days, send SMS and send email and update status to Third Contact. | Second follow-up communication to a customer. |
When a lead is Third Contact status for [X] days, update status to Lost. | Updating lead to lost after no communication. |
When a lead is Won for [X] days, archive the lead. | Getting lead out of the Won column and off the board after a customizable amount of time. |
When a lead is Lost for [X] days, archive the lead. | Getting lead out of the Lost column and off the board after a customizable amount of time. |
Estimates
Automation | What it Does |
When an estimate is Sent for [X] days, resend the estimate to the customer and update status to First Follow-Up. | Initial follow up after estimate is sent out. |
When an estimate is First Follow-Up for [X] days, resend the estimate to the customer and update status to Second Follow-Up. | Second follow-up after estimate is sent out. |
When an estimate is Second Follow-Up for [X] days, resend the estimate to the customer and update status to Third Follow-Up. | Third follow-up after estimate is sent out. |
When an estimate is Third Follow-Up for [X] days, decline the estimate. | After estimate has been followed up on multiple times and still not not approved, declining that estimate. |
When an estimate is Accepted for [X] days, archive the estimate. | Getting estimate out of the Accepted column and off the board after a customizable amount of time. |
When an estimate is Rejected for [X] days, archive the estimate. | Getting estimate out of the Rejected column and off the board after a customizable amount of time. |
Jobs
Automation | What It Does |
When a job changes to Completed and the total is $0, archive job. | For callbacks and/or $0 jobs, removing those jobs from the board once they reach a certain status. |
When a job is Unscheduled for [X] days, send SMS to customer and send email to customer and update status to First Attempt.
| First attempt to schedule a job with a customer. |
When a job is First Attempt for [X] days, send SMS and send email and update status to Second Attempt. | Second attempt to schedule a job with a customer. |
When a job is Second Attempt for [X] days, send SMS and send email and update status to Third Attempt. | Third attempt to scheduled a job with a customer. |
When a job is Invoice Paid for [X] days, archive the job. | Getting job out of the Invoice Paid column and off the board after a customizable amount of time. |
Smart Recommendations
In order to maximize your estimate conversions, our Smart Recommendations use a data science-informed methodology that takes into account various factors, such as industry and seasonality, to auto-adjust your automations for optimal results.
These automate three estimate follow-ups and set the number of days to the optimal number for your business, which will auto-adjust over time when needed. You can edit the content of the messages, but you can't change the days or turn off one when using Smart Recommendations.
