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Workflow Trigger: Estimates

The Estimates trigger in Stack is a versatile tool that automates actions based on specific events related to estimates, such as when they are sent, accepted, or declined. This guide will help you understand the Estimates trigger, its benefits, how to set it up, and various use cases to streamline your workflow processes.

Table of Contents​

What is the Estimates Trigger?​

The Estimates trigger is designed to activate workflows when specific actions occur on an estimate. Whether an estimate is sent to a customer, accepted, or declined, this trigger ensures that follow-ups and appropriate actions are automated. Use it to track estimate statuses, manage opportunities, and maintain clear communication with customers.

Key Benefits of the Estimates Trigger​

  • Automated Follow-Ups: Automatically send follow-up emails, thank-you messages, or next-step notifications without manual reminders.
  • Improved Customer Experience: Promptly respond when an estimate is accepted, keeping customers informed and engaged.
  • Opportunity Management: Automatically turn accepted estimates into new opportunities and assign them to the right team members for immediate action.
  • Seamless Communication: Notify internal teams about changes in estimate status to ensure everyone stays informed.

Understanding Filters and Operators in the Estimates Trigger​

When setting up the Estimates Trigger, you can refine its activation by applying filters. These filters define specific conditions under which the trigger should execute, enhancing automation precision and effectiveness. Operators determine how these filters evaluate estimate-related data.

Estimate Status Filter​

This filter lets you trigger actions based on the status of an estimate:

  • Accepted: The estimate is approved by the customer.
  • Declined: The customer reviewed but did not proceed with the estimate.
  • Invoiced: The estimate is converted into an invoice, indicating agreement to proceed.
  • Sent: The estimate is sent but not yet opened, accepted, or declined.
  • Viewed: The estimate is opened and viewed but not yet accepted or declined.

Status Filter Operators:

  • Is: Activates when the estimate status matches a specific value.
  • Is Empty: Triggers when no status is assigned.
  • Is Not: Activates when the status does not match a specified value.
  • Is Not Empty: Triggers when any status is assigned.

Example: To trigger an action when an estimate is declined, use Estimate Status → Is → Declined.

Estimate Value Filter​

This filter refines the trigger based on the monetary value of an estimate.

Operators:

  • Equals To: Activates when the estimate value matches the specified amount.
  • Greater Than: Triggers when the estimate value exceeds a certain threshold.
  • Greater Than or Equals To: Triggers when the value is equal to or higher than a set amount.
  • Is Empty: Activates if no value is assigned.
  • Is Not Empty: Triggers when any value is assigned.
  • Is Not Equal To: Triggers when the value does not match a specific amount.
  • Less Than: Triggers if the value is lower than the defined amount.
  • Less Than or Equal To: Triggers if the value is equal to or lower than a given amount.

Example: To send an alert for estimates over $1499, use Estimate Value > Greater Than > 1499.

Estimates Template Filter​

This filter ensures the trigger activates only for specific estimate templates.

Operators:

  • Is: Activates only if the estimate was created from a specific template.
  • Is Empty: Triggers when no template was used.
  • Is Not: Activates when the estimate was not created from a particular template.
  • Is Not Empty: Triggers if an estimate was created using any template.

Example: To send an automated email for estimates based on the "Premium Package" template, use Estimate Template → Is → Premium Package.

Configuring the Estimates Trigger​

To set up the Estimates trigger in Stack:

  1. Navigate to Automation: Go to the Automation section and select + Create Workflow. You can choose an existing workflow or create a new one.
  2. Add the Estimates Trigger: Select the option to add a new trigger, then choose Estimates from the list of available Workflow Triggers.
  3. Name Your Trigger: Update the Trigger Name to something descriptive, like "Estimate Follow-Up Workflow."
  4. Set Up Filters: Refine the trigger using filters to ensure it activates only for specific criteria. Click + Add Filters, choose a field, and select an appropriate operator.
  5. Save Your Configuration: Once configured, click Save.

Frequently Asked Questions​

Q: How can I set up a workflow to trigger when an estimate is viewed by a customer?

A: Use the “Estimate Status” filter and set it to “Viewed” to trigger the workflow when a customer opens and views the estimate.

Q: Can I trigger a workflow only for estimates with values above a certain amount?

A: Yes, use the “Estimate Value” filter and set it to “Greater Than” with the desired amount to activate workflows for high-value estimates.

Q: Is it possible to combine multiple filters in a single trigger?

A: Absolutely! You can combine filters like “Estimate Status” and “Estimate Value” to create more specific triggers tailored to your workflow needs.

Q: How do I notify different teams based on the status of the estimate?

A: Set up separate workflows for each estimate status (e.g., Sent, Accepted, Declined) and add internal notifications as actions to inform relevant teams.

Q: Can I create opportunities automatically for accepted estimates?

A: Yes, by adding the “Create Opportunity” action to the workflow, accepted estimates can automatically generate new opportunities in your CRM.