Automate Estimate Follow-Ups with the Estimates Trigger
The Estimates trigger fires workflows when an estimate changes status (Sent, Viewed, Accepted, Declined, Invoiced). Filter by status, value, or template to automate follow-ups, internal alerts, and opportunity creation.
The Estimates trigger fires workflows when an estimate changes state — sent, viewed, accepted, declined, or invoiced. Use it to send automatic follow-ups, alert the team, or convert accepted estimates into opportunities without manual work.
What the Estimates trigger does
It activates whenever a specific event happens on an estimate. Pair it with workflow actions to track status, push the deal forward, and keep customers in the loop.
Why use it
- Hands-off follow-ups: automatic reminder, thank-you, or next-step messages.
- Faster customer responses: reply the moment an estimate is accepted.
- Opportunity creation: turn accepted estimates into pipeline opportunities and assign owners.
- Internal visibility: notify the right team when an estimate moves stage.
Filters and operators
You can refine when the trigger fires using three filters: Estimate Status, Estimate Value, and Estimate Template.
Estimate Status
| Status | Description |
|---|---|
| Accepted | The customer approved the estimate. |
| Declined | The customer reviewed and chose not to proceed. |
| Invoiced | The estimate has been converted to an invoice. |
| Sent | The estimate is sent but not yet opened. |
| Viewed | The customer has opened the estimate but not acted on it. |
Status operators
| Operator | Description |
|---|---|
| Is | Fires only when the status matches the value (for example, Accepted). |
| Is Empty | Fires when no status is assigned. |
| Is Not | Fires when the status does not match (for example, Is Not Declined fires for any non-Declined status). |
| Is Not Empty | Fires only when a status is set. |
Example: to fire only on declined estimates, set Estimate Status > Is > Declined.
Estimate Value
Filter by the dollar amount on the estimate. Useful for high-value alerts.
| Operator | Description |
|---|---|
| Equals To | Fires when the value matches exactly. |
| Greater Than | Fires above the threshold. |
| Greater Than or Equals To | Fires at or above the threshold. |
| Is Empty | Fires when no value is set. |
| Is Not Empty | Fires when any value is set. |
| Is Not Equal To | Fires when the value does not match. |
| Less Than | Fires below the threshold. |
| Less Than or Equal To | Fires at or below the threshold. |
Example: to alert on estimates over $1,499, use Estimate Value > Greater Than > 1499.
Estimate Template
- Is: fires only for a specific template.
- Is Empty: fires when no template was used (manually created estimates).
- Is Not: fires for any template except the one specified.
- Is Not Empty: fires only when a template was used.
Example: to send a follow-up only for the Premium Package template, use Estimate Template > Is > Premium Package.
Configure the trigger
- Go to Automation and click + Create Workflow (or open an existing workflow).
- Click + Add New Trigger and choose Estimates.
- Rename the trigger so it describes the intent (for example, Estimate Declined).
- Click + Add Filters and pick a field (Status, Value, or Template).
- Choose an operator and value.
- Click Save.
From here, add the workflow actions you want to fire — internal email, customer email, opportunity creation, tag update, etc.
Frequently Asked Questions
How do I trigger a workflow when a customer views an estimate?
Can I trigger only on high-value estimates?
Can I combine multiple filters in one Estimates trigger?
How do I notify different teams based on estimate status?
Can I create an opportunity automatically when an estimate is accepted?
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