Reminders

When They Go Out

Choose one of two schedules in Proposal Settings, under When reminders go out:

• After sending (the start): a set number of business days after the proposal was sent, 3 and then 7 at first. Change the days under Business days after sending for each reminder: up to three, each larger than the one before, like 2, 5, 9. After the last one, no more go out.
• On set weekdays until the proposal expires: tick the days under Weekdays for reminders (Monday, Wednesday, and Friday at first; any days from Monday to Sunday). The first reminder goes on the next chosen day after the proposal was sent, never the day it was sent, and one goes on each chosen day after that until the proposal's Valid Until day has passed. A proposal with no Valid Until date gets at most 12 reminders, then no more.

Either way:

• Business days and hours: your Business Hours in your time zone, so weekends, holidays, and your closed dates are skipped, and only during your Automatic Email Hours when you set them (such as 11 AM to 4 PM). On set weekdays, a chosen day that is a holiday or a day you are closed is skipped, and the reminder goes on the next chosen day you are open. One due outside the hours waits for the next allowed time.
• One a day at most: a client never gets two reminders about a proposal on the same day.
• Time of day: on set weekdays, a reminder goes at the time of day the proposal was sent when that fits inside the hours, otherwise when the hours start.

What They Say

• From the proposal's owner: the email comes from your proposals From address with the owner's name on it (such as "Ann Lee at Rivera Landscaping"), replies go to the owner, and it is signed by them.
• The words: "Hi" and the client's first name, that the owner wanted to follow up on the proposal sent on that day (or, from the second reminder on, to check in again about it), its title, that they can read it, choose any add-ons, and accept or decline it online with no sign-in, and that they can reply with any questions. It shows the proposal's number and Valid Until date, has the same private link as the proposal (its link carries UTM tags), and says why the client is getting it and that reminders stop once they answer or the proposal expires. A reminder never counts ("1 of 2").
• The last before it expires: the last reminder before the proposal's Valid Until day passes also says "This proposal expires at the end of the day on" that day, "so this is the last reminder about it."

When They Stop

Reminders stop for good once the proposal is accepted, declined, expired, or withdrawn, or once a new version is sent (that version gets its own reminders, counted from when it went out). They also stop when the client's address does not take replies (such as noreply addresses), or when it is on your Do Not Contact list. Opening the proposal without answering does not stop them.

Proposals Already Waiting

When you turn reminders on, proposals already waiting on the client get them too. After sending: counted from the day each was sent; one that is already past a reminder day gets one reminder at the next allowed time, never several at once, and the next is at least two business days later. On set weekdays: each gets one on the next chosen day, then one on each chosen day after that.

When you change the schedule, proposals already waiting move to the new one at once, without a burst: never more than one reminder a day, and never on the day of their last reminder. A proposal that had all its reminders after sending picks up again on set weekdays until it expires; one that already had as many as the days after sending allow gets no more when you switch back.

Seeing Them

• On the proposal: Links and Activity shows when the next reminder goes out (on set weekdays, with the chosen days and the day the proposal expires), each one sent with Show Email (the email exactly as it went out), and a line in the activity for each ("Reminder sent to the client", or "Reminder not sent" with the reason). When no more will go, it says why.
• Coming Up: in Proposal Settings, Proposal Emails starts with Reminders Coming Up (owners and admins, action proposals.reminders.preview): the schedule in words, then each reminder about to go out, its proposal, who it goes to, who it is from, when, whether it is the last before the proposal expires, and Show Email, and the waiting proposals that will not get one, with why. It shows them as they will go on the schedule you chose, sends nothing, changes nothing, and works while reminders are off.
• Every one sent: Settings, Email, Recent Emails, under Automated Emails, each named "Proposal reminder" and its number.

Turning Them On

Owners and admins turn them on in Proposal Settings, Change Settings: Remind clients who have not answered, from the proposal's owner (off at first), When reminders go out, and either Business days after sending for each reminder or Weekdays for reminders (action proposals.settings.save). Save waits until at least one weekday is ticked.

AI agents and API keys never send reminders or change these settings; reminders go out on their own only once a person turned them on.