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Expiring quote follow-ups

Finds quotes whose Valid Until date is close or has just passed and creates a ticket in the Action Hub for each one, so a sales rep can follow up before or right after the quote lapses. It runs automatically every day.

Runs: Outside Propeller · Trigger: Schedule · Difficulty: Medium

What you need​

How it works​

Every day at 07:00 the workflow reads the quotes in the statuses listed in Settings (default QUOTATION, the same as the earlier version). It keeps the quotes whose Valid Until date falls in the window: expiring within the next 7 days or lapsed within the last 7 days.

For each quote it creates a ticket in the Action Hub that opens the quote and shows its status. The ticket goes to the quote's account manager, otherwise to the backoffice user you set in Settings.

A quote gets one ticket per expiry date. Once it has a ticket, open or completed, it is not flagged again. If you change the Valid Until date, the new date gets its own reminder. Tickets from the earlier version of this workflow count too.

It creates at most 15 tickets per run, most urgent first. Anything over the limit is picked up on the next run.

Install it​

  1. In n8n, import the downloaded JSON as a new workflow.
  2. Create a header auth credential with your Propeller API key and select it on the four GraphQL nodes.
  3. In the Settings node, set DEFAULT_ADMIN_USER_ID to the backoffice user who should get the tickets for quotes without an account manager. You find the number in the Id column under Admin > Backoffice Users.
  4. Run the workflow once manually. If quotes expire within the window, tickets appear in the Action Hub.
  5. Activate the workflow.
Filling in your API key

In n8n, create a credential of type Header Auth and fill in its two fields exactly like this:

FieldWhat to fill in
NameapiKey
ValueYour Propeller API key

Name is not a title you pick yourself. It has to say exactly apiKey, otherwise the workflow cannot sign in. See Set up n8n for the full steps.

Make it yours​

  • The window: LEAD_DAYS (days before expiry) and GRACE_DAYS (days after expiry) in Settings.
  • Per-run cap: MAX_TICKETS_PER_RUN (default 15).
  • Which quotes count: CHASE_STATUSES (default QUOTATION). Which statuses to include depends on how your team uses quote statuses.
  • When it runs: the Schedule Daily 7am node.

Limits​

A run reads at most 10,000 quotes in the chosen statuses. With more, the run stops with an error and creates no tickets. Raise MAX_PAGES in Settings to allow more.

A run that takes longer than one hour is stopped and shows as canceled in the n8n executions list.

Good to know

The workflows and agents in the Agent Hub are free to use and adapt. They are examples, not supported product features, so test them in a staging environment and check the results before using them in production.