Automate Workflows with the Estimates Trigger

What is the Estimates Trigger?

The Estimates trigger is a workflow component that automatically starts an automation sequence when a specific event occurs with an estimate in your CRM. This allows you to build intelligent, hands-free processes around key moments, such as when an estimate is sent to a client, accepted, declined, viewed, or converted to an invoice.

Key Benefits of Using the Estimates Trigger

Implementing this trigger can significantly improve your operational efficiency and client communication.

• Eliminate Manual Follow-ups: Automatically send reminder emails, thank-you messages, or next-step instructions based on the estimate's status.
• Enhance Client Experience: Provide instant, relevant communication the moment a client takes action on their estimate, keeping them engaged and informed.
• Streamline Opportunity Management: Instantly create new opportunities or tasks for your team when an estimate is accepted, ensuring no lead falls through the cracks.
• Improve Internal Coordination: Automatically notify sales reps or project managers about status changes, so everyone is aligned without extra meetings or messages.

Configuring the Estimates Trigger

To set up a workflow using the Estimates trigger, follow these steps:

1. Navigate to the Automation section of your CRM.
2. Click to create a new workflow or edit an existing one.
3. When adding a trigger, select Estimates from the list of available triggers.
4. Give your trigger a clear, descriptive name that reflects its purpose, like "Estimate Accepted Notification."
5. Apply any necessary filters to make the trigger more specific, as detailed below.

Using Filters to Refine the Trigger

Filters allow you to set precise conditions for when the workflow should run. You can combine filters to target very specific scenarios.

Estimate Status Filter

This filter activates the workflow based on the current state of the estimate.

• Available Statuses: Sent, Viewed, Accepted, Declined, Invoiced.
• Common Operators:
  • Is: Trigger only when the status is an exact match (e.g., Status Is "Accepted").
  • Is Not: Trigger when the status is anything except a specified value.
  • Is Empty / Is Not Empty: Trigger based on whether a status has been set.

Estimate Value Filter

This filter allows you to run workflows based on the monetary amount of the estimate.

• Common Operators: You can use operators like Equals To, Greater Than, Less Than, Is Not Equal To, Is Empty, and Is Not Empty.
• Example: To trigger a workflow only for high-value estimates, you could set: Estimate Value Greater Than 1500.

Estimates Template Filter

This filter lets you restrict the workflow to estimates created from specific templates.

• Common Operators:
  • Is: Trigger only for estimates using a particular template (e.g., Template Is "Annual Service Plan").
  • Is Not: Trigger for estimates from any template except a specified one.
  • Is Empty / Is Not Empty: Trigger based on whether any template was used.

Example Use Cases

• For Accepted Estimates: Automatically create a new project opportunity, assign it to a manager, and send a welcome packet to the client.
• For Declined Estimates: Trigger a follow-up email from a sales rep to understand the client's concerns and offer alternatives.
• For Viewed Estimates: Send a reminder SMS or email a day later if the estimate hasn't been accepted or declined.
• For High-Value Estimates: Send an internal notification to a senior account executive when an estimate over a certain amount is sent or accepted.