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Expiring quote follow-ups

Every day this workflow finds the quotes whose Valid Until date is close or has just passed and creates an action in the Action Hub for each one, so a sales rep follows up before the quote is forgotten. A quote gets one reminder per Valid Until date.

In short
Where you use itIn the background. The results show in the Action Hub
StartsBy itself, every day at 07:00
Changes in PropellerCreates actions. It changes no quote
Uses AINo
TextsEnglish and Dutch
Runs in n8nAbout 30 a month
DifficultyMedium. You set who gets the actions of quotes without an account manager

What you get​

One action per quote, with the company, the total, the status and the number of days until the quote expires or since it expired. The View quote button opens the quote.

An action in the Action Hub for a quote that expires in 3 days, with the View quote button

The action goes to the account manager of the quote. A quote without one goes to the colleague you set.

What you need​

  • An n8n account with the credential Propeller API key. See Set up n8n.
  • An API key with Viewer access on Order Data and Owner access on User management. Owner access on User management is what lets the workflow create actions.

How it works​

The workflow reads the quotes with the status Quote. It keeps the ones whose Valid Until date is within the next 7 days or was in the last 7 days.

A quote that got an action for this date is not flagged again, also not after the action is completed. When you change the Valid Until date, the new date gets its own reminder.

A run creates at most 15 actions, the most urgent first. The rest follows in the next run.

Good to know

The workflows and agents in the Agent Hub are free to use and adapt. They are examples, not supported product features. Test them in a test environment and check the results before you use them on real customers.

Install it​

Install a workflow from the library explains each step.

  1. Import the file into n8n.
  2. Check that the four nodes that talk to Propeller use the credential Propeller API key.
  3. Open the Settings node and set DEFAULT_ADMIN_USER_ID to the colleague who gets the actions of quotes without an account manager. The number is in the Id column under Admin > Backoffice Users.
  4. Click Execute workflow to run it once.
  5. Click Publish.

After a run you find one action for each quote in the period, at most 15. A test run is a real run and the actions are real. If nothing appears, no quote expires within 7 days and none expired in the last 7 days.

Make it yours​

SettingDefaultWhat it does
LEAD_DAYS7Quotes that expire within this number of days are flagged
GRACE_DAYS7Quotes that expired within this number of days are flagged as well
MAX_TICKETS_PER_RUN15The most actions per run
CHASE_STATUSESQUOTATIONThe statuses of the quotes to follow up. QUOTATION is the code of the status Quote. See Fill in order status codes
DEFAULT_ADMIN_USER_IDnullThe colleague who gets the action when a quote has no account manager. With null it goes to nobody

To change the time, open the node Schedule Daily 7am.

Limits​

  • A run reads at most 10,000 quotes with the chosen statuses. With more, the run stops with an error and creates nothing. Raise MAX_PAGES to allow more.
  • n8n stops a run after one hour. It then shows as canceled in the Executions tab.