This article will show you how to automate your sales pipeline and close more deals by creating email triggers to follow up with prospects and internal estimators. No more digging through your inbox or text messages to see if a prospect was followed up with. All of this activity is automated and tracked within Bitumio's platform. 

Create an Email Trigger

Step 1: Click the "Email Triggers" option under "Organization Settings" on the Left Navigation Bar

Step 2: This will show a list of Triggers previously configured. Click the blue "Create" button in the upper, right corner. 

Step 3: Select the type of Trigger you'd like to Create. 

• Some Triggers are specific to a Proposal and others are specific to a Job. The Type of Trigger helps clarify what the underlying rule will use to determine when to send the proposal. 

Step 3: Select the Event. The Event determines what action will invoke the Trigger. 

• A couple examples of Trigger Events: 

  • Proposal Won - Once a Proposal has been signed it is automatically marked as Won. This is a great time to send a "Thank you! We look forward to working with you." email. 

  • Proposal Sent and Not Viewed - If a Proposal has been sent but it has not been viewed by the Prospect, this is a great time to send a follow up email to the prospect AND send an email to the estimator to let them know the Proposal they sent has not been viewed and they should follow up. 

  • Proposal Viewed and Not Signed - Situations where Prospects have viewed the proposal but did not sign could indicate they have questions or reservations about the proposal. This is a good time to follow up with the prospect proactively to ask if they had any questions about the proposal. An internal email to the estimator could nudge them to follow up. 

Step 4: Give the Trigger a Name and Activate. The Name is to help differentiate if you have multiple of the same Trigger Events but sending on different schedules. 

• Inactive Triggers will not send any emails:
• Active Triggers will send emails: 

Step 5: Define how long to wait to follow up. The Select Days Delay determines the amount of time between when the email qualifies for the action and when the action is Triggered. 

• Example: Entering "2" here would mean that once the Prospect views the Proposal but does not sign, Bitumio will wait 2 days before sending the "Proposal Viewed Not Signed" email. 
  • If the Prospect signs the Proposal within that 2 day window, Bitumio will suppress the email. 

Step 6: Define the Recipients. 

• Emails can be sent to external Clients/Prospects or Internal Employees or Both.
  • Main Contact is the Main Contact associated to the Proposal.
  • Estimator is who created the Proposal or who the Proposal is assigned to. 
• Additional Recipients can be defined too. If all Proposal Won emails should be sent to an Office Manager to make sure the Jobs get scheduled, you can define that individual here. 

Step 7: Add the message that should be sent to the recipients. Text, Images, Videos, Tables can all be added to an email. 

• Example - here is a simple example of an internal follow up email. 

Step 8: Once the email is configured, click "Save". 

• At this point, any Proposal or Job that meets the criteria of the Trigger will initiate an email.