Follow up on open wholesale quotes before they go cold
Every Monday, WebRun opens Whiskey Systems and finds any open sales quotes that have not converted to an order within the past 5 business days, drafts a short follow-up email in Gmail for each prospect, logs each quote and its status to a Google Sheet, and leaves the emails unsent for a rep to review and send.
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How do I automatically follow up on open wholesale quotes that have not converted?
Every Monday, WebRun opens Whiskey Systems, finds every open quote not converted to an order in the past 5 business days, drafts a friendly follow-up email in Gmail for each prospect, and logs all open quotes to a Google Sheet tracker sorted by value, so reps can work a prioritized follow-up list without anything falling through the cracks.
- Every unconverted quote gets a drafted follow-up within one business day of the 5-day mark
- Reps work from a value-ranked quote list rather than hunting through Whiskey Systems manually
- Converted quotes drop off the tracker automatically so the list stays current
Built for craft distillery sales reps · wholesale account managers · distillery sales managers · distribution coordinators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
app.whiskeysystems.comin a real browser with your saved login - no setup, no API keys. -
1
Whiskey Systems - find open unconverted quotes
whiskeysystems.com How to Automate Whiskey Systems
WebRun opens Whiskey Systems to find open unconverted quotes. - Open Whiskey Systems and navigate to the sales-order or quoting section
- Filter for open quotes or proposals sent more than 5 business days ago that have not converted to an order
- Capture the prospect or account name, contact email, quote number, quoted SKUs, total value, and date sent
Done when Every open unconverted quote older than 5 business days is listed with its prospect details and value.
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2
Gmail - draft follow-up emails
gmail.com How to Automate Gmail
WebRun opens Gmail to draft follow-up emails. - For each open quote, draft a short follow-up email referencing the original quote number and the specific products quoted
- Keep the tone friendly and curious, asking if the prospect has any questions or needs an updated delivery timeline
- Leave every draft unsent in Gmail for the assigned rep to review, personalize, and send. Do not send automatically.
Done when A follow-up email draft is ready in Gmail for every open unconverted quote.
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3
Google Sheets - log quote follow-up status
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log quote follow-up status. - Open the Quote Follow-Up Tracker sheet
- Append each open quote as a new row with the prospect name, quote value, date sent, days open, and draft status
- Mark any quote already logged that has since converted as closed-won
- Sort rows by quote value, largest first
Done when The follow-up tracker shows every open quote with its age and draft status, sorted by value.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it email prospects automatically?
No. WebRun drafts every follow-up in Gmail and leaves them unsent. The assigned rep reviews, personalizes, and sends each email so no prospect receives an automated message without a human decision.
What if a quote was verbally accepted but not yet converted in Whiskey Systems?
Update the quote status in Whiskey Systems to reflect the verbal acceptance and WebRun will skip it on the next run. The Google Sheet tracker also has a manual status column for notes like this.
Can I set a different number of days before a quote triggers a follow-up?
Yes. The 5-business-day threshold is set in your run settings. You can change it to any number of days that fits your typical sales cycle length.
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