Xero quote workflow · updated 5 August 2026

Xero quote follow-up reminders: a practical manual workflow

Xero can track a quote as Sent, Accepted, Declined, or Invoiced, and lets you resend it. If your account does not yet schedule automatic quote reminders, use one short review routine and a finite set of templates.

Independent guide: QuoteChime is not affiliated with, endorsed by, or integrated with Xero. It generates drafts in your browser; it cannot read your Xero account or send a reminder.

What Xero currently supports

Xero’s Australian quotation page says you can track quote status, set a default expiry date, create email templates, update a quote, and resend it. In Xero’s public product-idea thread, its January 2026 response says automatic quote reminders are in discovery and gives the current workaround: open an already-sent quote, use the three-dot menu, choose Send, then edit the email and recipient before resending.

Check Xero’s current quotation features · Check Xero’s quote-reminder status

A four-step review routine

Filter for Sent quotes. Exclude anything already accepted, declined, invoiced, revised, or answered elsewhere.
Check the sent date and expiry date. Choose the next message because of a real event—not because a generic sales sequence says to chase.
Resend with one useful question. Keep the online quote link available and make it easy to clarify scope, timing, or price.
Record the result and stop. Once the customer answers, update the status or next action. Stop immediately after a decline or stop-contact request.

Four Xero quote reminder templates

Xero documents quote fields including [Quote Number], [Quote Total], and [Online Invoice/Quote Link]. Confirm the exact placeholders offered in your current template editor. Replace the plain-language bracketed fields below yourself.

1. Confirm it arrived

Subject: Did quote [Quote Number] reach you? Hi [customer first name], Just checking quote [Quote Number] reached you okay. You can view it here: [Online Invoice/Quote Link]. If anything is unclear, reply and I will help. Thanks, [your name]

2. Ask what is holding up the decision

Subject: Quick question about quote [Quote Number] Hi [customer first name], I am following up on quote [Quote Number] for [work]. Is there anything you would like clarified or adjusted before you decide? If timing is the main question, our current availability is [truthful availability]. View the quote: [Online Invoice/Quote Link] Thanks, [your name]

3. Check before expiry

Subject: Quote [Quote Number] review before [expiry date] Hi [customer first name], Quote [Quote Number] is currently valid until [expiry date]. Would you like to proceed, ask about a change, or leave it for now? If the date passes, I can confirm current price and availability before any later decision. View the quote: [Online Invoice/Quote Link] Thanks, [your name]

4. Close the loop

Subject: Should I close quote [Quote Number]? Hi [customer first name], I have not heard back about quote [Quote Number], so I will close it for now rather than keep following up. If you want to revisit the work later, reply and I can confirm the current scope, price, and availability. Thanks, [your name]

Do not confuse quote reminders with invoice reminders

A quote asks for a decision before work is agreed. An invoice requests payment for an amount already due. Keep the wording, timing, status, and escalation process separate. Do not imply a quote is a debt, and do not create false urgency around an expiry date.

A lightweight schedule

For a normal service quote, review after 1–2 business days to confirm receipt, again around 3–5 business days if a useful question remains, and before the written expiry date. A final closeout can follow later. These are starting points, not permission to ignore the customer’s preferences or the context of the job.

Calculate business-day review dates or calculate the quote expiry date.

Need the replies ready before review day?

Generate a free four-message sequence in your browser. For more situations, the QuoteChime Quick Script Pack contains 12 editable replies and a compact routine for A$7 once. Nothing connects to Xero or sends automatically.

Use the free generator See the A$7 pack