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Quote Follow-up Cycle

Example prompt: "Each weekday morning, find any quote I sent in the last 30 days that hasn't been bound yet, draft a polite follow-up email to the prospect pitched to how long ago the quote went out, and stop chasing the moment they reply or ask to be left alone."

The Problem

A commercial broker sends a quote on Tuesday, the prospect says they will come back to us, and three weeks later we have no idea whether they bound with a competitor, are still deciding, or simply forgot. The pipeline sheet has the quote_date and the premium, but nobody has the time to scroll down it every morning, work out who is at day 3 versus day 14 versus day 28, and write four different follow-up notes by hand. The cases that hurt are the ones we never followed up on at all — a 30% conversion rate sits in the gap between "quoted" and "chased".

How GloriaMundo Solves It

We build a workflow that runs every weekday morning. An integration step reads the Quotes Pipeline sheet and filters to rows where status is 'Quoted', the quote_sent_date is within the last 30 days, and the prospect has not opted out. A code step computes days_since_quote and buckets each row into a tone band — day 3 (gentle), day 7 (helpful), day 14 (clear ask), day 28 (final reminder before we close the file). A conditional step branches on the band, an LLM step composes the follow-up email with a tone that matches the band and references the specific cover quoted, and an integration step saves it as a Gmail draft on the account handler's behalf. Every chase is logged to a Chase Log tab with a (quote_id, chase_band) idempotency key so the same day-7 chase does not re-draft on Wednesday after firing on Tuesday. Glass Box preview shows every draft before any of them reach a prospect's inbox.

Example Workflow Steps

  1. Trigger (scheduled): Every weekday at 8am.
  2. Step 1 (integration): Read the 'Quotes Pipeline' tab of the broker's Google Sheet, filtered to status 'Quoted', quote_sent_date within the last 30 days, and opt_out empty.
  3. Step 2 (code): For each row, compute days_since_quote in business days and bucket into a band — 3, 7, 14, or 28.
  4. Step 3 (code, gate): Dedupe on (quote_id, chase_band) against the 'Chase Log' tab; a row already logged for this quote at this band halts; otherwise write a provisional row with status 'Allocating' before any drafting step.
  5. Step 4 (llm): Compose the follow-up email body — opens with the broker's name and the line of cover quoted, references the premium quoted and the cover effective date, asks the question appropriate to the band (day 3: any initial questions; day 7: anything we can clarify; day 14: are they still in market; day 28: closing the file unless we hear back), and signs off in the account handler's voice.
  6. Step 5 (integration): Save the email as a Gmail draft to the prospect, addressed to the contact_email on the pipeline row. Persist gmail_draft_link to the provisional Chase Log row.
  7. Step 6 (integration): Post a one-line digest in #new-business on Slack at the end of the run — quote_id, prospect_name, line of cover, band, and the draft link — so the account handler can review and send the batch in one pass.
  8. Step 7 (integration): Flip the provisional Chase Log row's status from 'Allocating' to 'Drafted'.

Integrations Used

  • Google Sheets — the Quotes Pipeline and the Chase Log
  • Gmail — the prospect follow-up drafts
  • Slack — the morning digest for the account handler

Who This Is For

Commercial insurance brokers and MGAs running a small-to-mid-sized new-business pipeline, where quotes are recorded in a sheet rather than a full broker management system, and where conversion is sensitive to whether the prospect heard from us once or three times in the month after the quote went out.

Time & Cost Saved

A producer chasing yesterday's quotes by hand typically spends 45 to 60 minutes a morning re-reading the pipeline and writing four different follow-up notes — and the ones at day 14 and day 28 are the first to be skipped on a busy week. This workflow turns it into a 10-minute review of pre-drafted emails. The cases that previously dropped off the end of the list because nobody had the time stay in the cycle until the prospect either converts or asks to be left alone, and the broker recovers the conversion lift that comes from a consistent day-7 and day-14 touch.