OCTOVO looks up the quotes sent in recent weeks, checks each thread for a reply, and writes a short, personal follow-up for the open ones — as a reply in the same thread, with the form of address from the contact. Out of the box you see every draft before sending; for known customers you can switch that to “send directly”.
Use cases · Friday, 15:00
The quote is ten days old. Nobody has replied — and you have almost forgotten it.
Three quotes went out this month, one of them for over €5,000. Following up would be right, but the sentence won’t come — not pushy, not begging, not pretending you have nothing else to do. So you wait another week. That is the revenue that otherwise slips away.
What you say
Follow up every Friday on quotes that are ten days old — friendly, not begging.
Typed or spoken — in the app or from your phone.
Kommt keine Antwort, geht nach der Frist ein zweiter Brief hinterher.
- Trigger
- Every Friday at 15:00 — or when you ask.
- Arms
- Mailbox, contacts.
- Approval
- Yes by default. For known customers, “send directly” on request.
- What leaves your device
- The thread per quote as an excerpt to the language model. The follow-ups only after your yes — or directly, if you set it that way.
Re-enacted
What does OCTOVO do when a quote goes unanswered?
It looks up the quotes of recent weeks in the mailbox, reads each thread to the last message and keeps the ones with no reply for ten days. For each it writes a follow-up of three or four sentences — in the same thread, referring to the quote, in the form of address stored in the contact.
Every line in the conversation is a tool that really exists in the app. The names are invented.
„Follow up on quotes that are ten days old — friendly, not begging.“
- Looked up sent quotes last 30 days · 7 found done
- Read the thread of each quote 3 unanswered for 10+ days done
- Took the form of address from the contacts 2 × formal · 1 × informal done
- Wrote three follow-ups each in the quote’s thread done
- Approval needed 3 drafts waiting waiting for you
- Bauer & Sons · Hall 2 · 12 days · formal
- Dr Wenzel’s practice · website · 11 days · formal
- Tom (Café Lindenhof) · menu · 10 days · informal
Three quotes are still waiting. The follow-ups are ready — each under its own quote, none reads like the other.
Afterwards
What do you see afterwards?
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Three drafts
Each under “Waiting for you”, each in the quote’s thread, each with “Why like this”: form of address, reference, age of the quote. You read, change a word or not, approve — or strike it.
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The order in the list
“Follow up on quotes · every Friday 15:00 · last run today · 3 drafts” — with pause, change and view. Changing means saying “after seven days instead”, not filling in a form.
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What it remembers
If you strike the follow-up to Bauer & Sons because they called yesterday, you tell it — “Bauer agreed verbally” — and it remembers that as one sentence.
With you
What stays with you — and where is the limit?
Stays on your device
- The history of every thread: quote, replies, follow-ups — in the mailbox on your device.
- Who is a customer, who is on first-name terms, who agreed verbally: readable sentences in the memory.
- The order’s counter and every log entry — including the drafts you struck.
Where the limit is
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No mail merge: every follow-up is its own reply in its own thread. More than 20 recipients per message and more than 50 messages per hour never go out.
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It cannot know whether someone agreed on the phone — which is why the drafts sit with you by default before they go out.
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It searches one account’s mailbox per call, without spam, trash and drafts — and states at the end what it searched.
Asked
Questions about this case
How does it know which email was a quote?
It searches by subject, attachment and text and reads the hits. If it is unclear whether an email was a quote, it asks you with a choice to click, instead of guessing — and remembers the answer if you like.
Does it write the same thing to everyone?
No. Every follow-up is a reply in the thread of that particular quote, refers to its content and carries the form of address from the contact. Below every draft it says why it reads the way it does — the same duty to give reasons as for any other email.
Can I set it to send directly to regular customers?
Yes, per contact: “to Bauer & Sons always directly, to new customers never.” After five unchanged approvals it suggests this by itself — and after two corrections in the same place it suggests the opposite.
Read on
Related situations
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When an enquiry comes in through the contact form, ask politely for budget, timeframe and location — and put a callback in my calendar.
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In the morning · Monday, 7:40
Monday morning
Monday morning. 40 unread emails — and you don’t know where to start.
What came in over the weekend — and who is waiting for me?
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In the evening · Thursday, 17:51
Publishing a post
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Write a Facebook post about the autumn market and prepare something for LinkedIn too.
The ability behind it: Mailbox — draft, reason, limits on sending All use cases