Quote reminders are essential for converting proposals into revenue, yet neither Xero nor QuickBooks Online provides native quote reminder functionality. This guide shows you how to automate quote expiry reminders to ensure no opportunity slips through the cracks.
In the video above, you will learn:
Creating automated quote reminder policies.
Setting optimal timing for quote reminders.
Customizing reminder emails with your branding.
Enabling customer portal for easy quote acceptance.
Step 1: Set Up Your Quote Reminder Policy
Navigate to your group in Paidnice (typically "Default Group").
Click Add New Automation Policy.
Select Quote Email from the policy types.
Name your reminder (e.g., "Quote Expiry Email Reminder").
Step 2: Configure Reminder Timing
Choose when to send your reminder:
Before expiry: 3 days before expiry date (recommended)
On expiry: Send on the actual expiry date
After issue: X days after quote was issued
For quote expiry reminders:
Select "On the expiry date" from the dropdown.
Set Action time to business hours (e.g., 9:00 AM).
This ensures reminders arrive when customers are checking email.
Step 3: Select and Customize Email Template
Choose the "Quote Expiry Reminder" template.
Click Edit to customize:
Subject line with merge tags
Email body content
Your specific messaging
Available merge tags:
{{contact_name}}- Customer name{{quote_number}}- Quote reference{{expiry_date}}- When quote expires{{quote_amount}}- Total quote value{{quote_link}}- Direct link to view quote
Step 4: Attach Supporting Documents
Include important documents with every quote reminder:
Navigate to Files section.
Upload documents like:
Terms of engagement
Payment terms
Service agreements
In template settings, select files to attach.
Step 5: Configure Branding
Go to Organization Settings.
Upload your company logo.
This appears on emails and customer portal.
Step 6: Activate Your Reminder
Save your quote reminder policy.
Switch from Draft mode (orange) to Active mode (green).
Turn off Safe mode to enable automation.
Understanding the Customer Experience
When customers receive your quote reminder:
Professional email with your branding arrives.
Clear call-to-action to review expiring quote.
One-click access to customer portal.
Easy accept/decline buttons.
Immediate sync back to Xero/QuickBooks.
Best Practices
Timing Recommendations
First reminder: 3-5 days before expiry
Final reminder: On expiry date
Follow-up: 1-2 days after expiry
Email Content Tips
Create urgency without being pushy
Highlight quote benefits
Include clear expiry date
Make acceptance process simple
Multiple Reminder Strategy
Create a sequence:
7 days before: "Your quote expires soon"
3 days before: "Final review reminder"
Expiry date: "Last chance to accept"
Testing Your Setup
Create a test quote in Xero/QuickBooks.
Set expiry date in near future.
Watch for reminder in Actions → Scheduled.
Use Action Now to test immediately.
Verify email formatting and links.
Monitoring Quote Performance
Track in Paidnice:
Scheduled reminders in queue
Sent reminder history
Quote acceptance rates
Customer portal activity
Advanced Features
Custom Reminder Schedules
Different timing for different quote values.
Industry-specific reminder patterns.
Seasonal adjustment options.
Portal Capabilities
Customers view all quotes in one place.
Download PDF versions.
Accept with digital confirmation.
View related invoices against the client as well.
Troubleshooting
Reminders not appearing:
Verify quote has expiry date set in Xero/QuickBooks
Check policy is in Active mode
Ensure Safe mode is off
Allow time for sync (5-10 minutes)
Customer can't access portal:
Verify email address matches accounting system
Check spam folders for reminder
Ensure quote status is "Sent" not "Draft"
Need Help?
For assistance setting up quote reminders or customizing your reminder strategy, contact our support team at [email protected].