Emails and notifications
Which emails Quote Hub sends to clients and suppliers, and which in-app notifications staff receive.
Quote Hub emails clients and suppliers only. Staff are told about their work through in-app notifications, the sidebar badges and the daily briefing.
A person approves every email
Every email to a client or supplier is sent by a person from a dialog, or by a person approving a proposal marked Sends email. These proposal types can never run automatically: Quote Hub enforces this whatever the autopilot setting. The only exception is the portal access code, which is sent when the client or supplier asks for it.
Emails to clients
Sent to the client contact on the enquiry.
| When | |
|---|---|
| Acknowledgement | You approve Acknowledge enquiry to client, proposed by the Screening Agent. |
| Decline | You decline the enquiry as not within scope of supply, or approve the decline proposal. The enquiry closes. |
| Clarification questions | You send questions, or approve Send clarification to client. Includes the numbered questions and an Open Score portal button. |
| Reminder | You approve Follow up client when a clarification has not been answered, or when a sent quotation has had no response. |
| Message | You reply on a client thread on the Clarifications tab. |
| Quotation | You send the quotation, or approve Submit quotation to client. The PDF is attached, with a View quotation in portal button. Any deviations are listed for the client's review. |
Emails to suppliers
Sent to the supplier's primary contact.
| When | |
|---|---|
| Request for quotation | The hub sends the RFQ, or approves Send online RFQ to suppliers. Lists the lines and the due date, with a View RFQ & submit quotation button. The end client is not named. |
| Reminder | The hub sends a reminder, or approves Follow up supplier. |
| Message | Someone messages the supplier on its RFQ thread, or approves Message supplier. |
Portal access codes
Clarification, message, reminder and quotation emails to clients, and every supplier email, link to the portal. When the contact opens the link, they select Send access code and the code is emailed to the address the link was sent to.
- The code has six digits and expires after 10 minutes.
- After five wrong attempts, the contact must request a new code.
- A new code can be requested every 30 seconds.
- Once confirmed, the portal stays open for 12 hours on that browser.
- Portal links stay valid for 60 days, or 90 days for a supplier RFQ. Each new email that reuses a link extends its expiry.
See Client portal and Supplier portal.
Reminder proposals
Quote Hub watches for missing replies and raises reminder proposals on the follow-up schedule. You decide whether each reminder goes. Reminders for unanswered supplier RFQs go to the hub buyer. Reminders for unanswered client clarifications, and for quotations with no client response, go to the enquiry owner.
| Reminder | First | Then every | Most |
|---|---|---|---|
| Supplier RFQ with no quote | 3 days after sending | 7 days | 3 |
| Client clarification with no answer | 2 days after sending | 3 days | 3 |
| Quotation with no client response | 14 days after sending | 14 days | 2 |
Administrators set the timings on Administration › Automation & policies › Follow-up rules.
In-app notifications
| Notification | Who receives it |
|---|---|
| AI proposal: followed by the proposal title | The person the proposal is assigned to, or everyone in the role |
| New enquiry with its number | The owner it was assigned to |
| Enquiry number → new status | The owner, when an agent, the system, a client or a supplier changed the status |
| Client replied or Supplier replied | The owner for clients; the hub buyer (or owner) for suppliers |
| Quote from or Quote revision from a supplier | The owner and the hub buyer |
| A supplier declined to quote | The hub buyer |
| New RFQ Upload Tool form | The assigned hub buyer, or all hub leads and buyers if none is assigned |
| Technical approval requested / Commercial approval requested | Everyone in the approving role for that step |
| Technical approval rejected / Commercial approval rejected | The owner |
| Enquiry approved — ready to submit | The owner |
| Client accepted or rejected a quotation or a deviation | The owner |
The bell keeps your 30 most recent notifications and checks for new ones every 45 seconds. Select a notification to open the related page.