How to Follow Up on Shopify Quote Requests with Automatic Reminders
Updated: November 4, 2026
To follow up on Shopify quote requests before they go cold, turn on Quote Reminder in BSS B2B Quote under Quotes > Automations > Quote reminders. The app emails your team a daily digest of quotes that have sat unread or under review for longer than the number of days you choose, and can also remind your buyer before a proposal expires or when it has not been opened. Reminders need the Business plan or higher.
This guide is for merchants who answer request for quote (RFQ) submissions by hand. It covers the three emails a quote can trigger, how to set the reminder thresholds, and why an old proposal link stops working.
Why unanswered quotes cost you orders
A buyer who asks for a quote is usually asking two or three suppliers at once. The reply that arrives first, with clear prices, tends to win. A quote that sits in your inbox for a week rarely recovers, so the goal is simple: no request should wait longer than your team agreed to.
Which emails the app sends
| Goes to | Sent when | Plan | |
|---|---|---|---|
| Admin notification | Your store email | A buyer submits a request | Growth or higher |
| Quote confirmation | The buyer | No proposal is sent automatically | Business or higher |
| Quote proposal | The buyer | You send it, or Auto-send proposal matches | All plans |
- The admin notification also goes to up to 5 BCC addresses.
- Submitting the same quote again does not send a second confirmation.
- The proposal email goes out right away when your Auto-send proposal conditions match.
Besides these, two reminder digests go to your team, and two optional reminders can go to the buyer (see below). A template that shows Inactive for your plan is not sent, even if you edited it.
Quote reminders at a glance
| Reminder | Goes to | Triggers on | You set |
|---|---|---|---|
| Unread quotes | Your team | Quotes unread past your threshold | Remind after, in days |
| Under review quotes | Your team | Quotes under review past your threshold | Remind after, in days |
| Before expiry | The buyer | A quote about to expire | 1 to 30 days, off by default |
| Proposal not opened | The buyer | A proposal the buyer has not opened | 1 to 30 days, off by default |
How to set up quote reminders
- Open Quotes > Automations > Quote reminders.
- Turn on Unread quotes, Under review quotes, or both.
- For each one, set Remind after (in days), the Recipient email, and optional BCC emails (up to 5). Leave Send to the assignee on to send reminders for an assigned quote to its assignee; quotes with no assignee go to the recipient email.
- Save.
Reminders run once a day at 00:00 UTC, and the app shows that time in your own time zone when you switch one on. A quote is included when its status has not changed for more days than your threshold. The app also adds a notification to the bell icon.
Example thresholds
A wholesaler who promises a reply within one business day might set Unread quotes to 1 day and send it to a shared sales inbox. For Under review quotes, where someone is already pricing, 3 days to the account owner is a reasonable start. Adjust after a few weeks based on how many quotes the digest lists.
Remind the buyer too
Quote reminders can also email the buyer. Both buyer reminders are off by default, and you choose 1 to 30 days for each: before expiry reminds the buyer when the quote is about to expire, and proposal not opened reminds a buyer who has not opened the proposal after the number of days you set. Each type of buyer reminder is sent once per quote, and only while the proposal is waiting for an answer.
Proposal links expire
If the proposal email includes the Approve quote and Reject quote buttons, they work for 72 hours by default. You can change this under Quotes > Automations > Auto-convert to draft order (Links expire after), from 1 hour to 30 days. After that time, when the quote itself expires first, or after you send a newer proposal for the same quote, the old link shows an error. Resend the proposal to give the buyer a fresh link.
The buttons appear only when all of these are true:
- Auto Convert to Draft Order is on (Business plan or higher).
- At least one button is ticked.
- Your Quote History Page is published.
Approve creates a Shopify draft order and emails the invoice; reject marks the quote Rejected and lets the buyer add a reason.
Send quote emails from your own domain
By default quote emails come from the app's address. Go to Settings > Email and notifications, open Email Sender, enter a sender name and email, confirm it from your inbox (the link lasts 24 hours), then add the DNS records shown and click Verify DNS record. Gmail or Outlook addresses are verified as soon as you confirm. Until the sender is verified, emails keep the default address and buyer replies go to your sender email.
Limits to know
- The team reminders go to your team only. Buyer reminders are a separate, optional setting and are off by default.
- Reminders are a daily digest, not real-time alerts.
- Team reminders track only Unread and Under review quotes; buyer reminders apply to quotes with a sent proposal.
FAQ
Which plan do I need for quote reminders?
Quote reminders need the Business plan or higher. The admin notification email needs Growth or higher, and the proposal email works on all plans.
When do quote reminders run?
Once a day at 00:00 UTC. The app shows that time in your own time zone when you turn a reminder on.
Do reminders go to the buyer?
Only if you turn it on. The unread and under-review digests go to your team. Under Quotes > Automations > Quote reminders you can also enable buyer reminders: before the quote expires, and when the proposal has not been opened. Both are off by default.
Why does the Approve button in an old proposal show an error?
Proposal email buttons work for 72 hours by default (you can set 1 hour to 30 days under Quotes > Automations > Auto-convert to draft order, Links expire after), they stop when the quote expires, and a newer proposal for the same quote replaces the old link. Resend the proposal to give the buyer a fresh link.
Related guides
- Shopify request for quote guide
- Margin floors and approval rules for quotes
- Quote emails and reminders (user guide)