When this, do that
A job moves stage, a quote is paid, a proposal is signed — the customer or the team hears about it without you typing a word.
You need an operating system that works well for your business, welcome to Quotelyfy!
Workflow Automation Software for Small Business
Let the follow-up happen by itself. When a job moves stage, a quote is paid or a proposal is signed, Quotelyfy emails the customer, tells the team or creates the invoice. Weekly and monthly schedules too.
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Build a real quote or invoice right here, configure it the way you want it, and save the PDF. No account needed — it is the same editor our customers use every day.
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What you get
What you get with Quotelyfy
On a schedule
Every week on the days you pick, or monthly on a chosen day: a short email to every customer or a nudge to the team.
Every run on record
See what each workflow sent, skipped or failed, per action, so nothing goes out unseen.
Workflows
How Quotelyfy helps
Most of the admin in a small business is the same five messages, sent by hand, late. "Your job has moved to installation." "Thanks for the payment." "The proposal was signed, here is the invoice." Every one of them is written at the end of a long day, or forgotten.
A Quotelyfy workflow is one sentence you set up once: when this happens, do that. When a job moves to a stage, a quote changes status, a proposal is opened or accepted, an expense is paid, time is logged or a planner step is ticked off, the workflow emails the customer, notifies the team, or creates the invoice. Messages fill in the customer's name, the reference, the stage and the status for you.
Workflows can also run on a clock: every week on the days you choose, or once a month, at the time you set — a short email to every customer, or a reminder to the team. Each run is logged, so you can see what went out, to whom, and what was skipped. Set it up under your company's settings in a few minutes, with no code and nothing to integrate.
What to Look for When Choosing a Platform
If you are comparing invoicing tools, the flashiest demo is not always the one that protects you from rework and calculation mistakes. These are the capabilities worth checking for — and the ones Quotelyfy keeps at the centre of your workflow.
Quote-to-invoice in one flow
When a customer approves your quote, you should not have to rebuild the same job from scratch. Look for a platform that turns an accepted quote into a ready-to-send invoice instantly — with customer details, line items, and pricing carried forward without copy-paste.
Totals you can trust
Discounts and line-item totals should update themselves as you work, so you are not fixing spreadsheet errors before every document goes out.
Documents that look like your business
Quotelyfy puts your company logo, business name, and contact details straight onto quotes and invoices, with clean PDF output you can send or download. Customers see a professional document from the start — without you rebuilding the same formatting in a spreadsheet or word processor every time.
The payoff
What to expect after 4 weeks of using Quotelyfy
Faster workflow
Quoting, invoicing and follow-up happen in one flow instead of being scattered across apps, chats and spreadsheets.
Organised
Every customer, document and job sits in one place — nothing slips through the cracks or gets forgotten.
Happier customers
Faster replies and a business that runs smoothly online — pay links, live tracking and reminders keep every job moving.
14-day trial included
Quick answers
Questions, answered
Questions small businesses ask about automating their follow-up.
What can start a workflow?
A change in Jobs, Quotes & invoices, Projects, Proposals, Expenses, Timesheets or the Planner — for example a job moving to a stage you name, a quote changing to a status you choose, a proposal being opened or accepted and signed, an expense marked paid, or a planner step ticked off. A workflow can also run on a weekly or monthly schedule at a time you set.
What can a workflow do?
Four things: email the customer, notify team members, email all your customers (on a schedule), or create the invoice when a proposal is accepted. One workflow can do up to four actions in order; if one fails, the next still runs.
Can I write my own message?
Yes. You write the subject and the message, and placeholders fill in the customer's name, the document reference, the stage, the status and your company name when it sends.
Will a workflow slow down my work or send twice?
No. A workflow runs after your change is saved, never before, so saving is as fast as it was. If the same record triggers the same event again within a minute, the workflow does not act twice, and a workflow can never set off another workflow.
Can team members stop the notifications?
Yes. Every team email carries an opt-out link that works without signing in, and someone removed from the company stops receiving its workflow emails at once.
How many workflows do I get?
Solo: 2 workflows (1 on a schedule). Starter: 5 (1 scheduled). Pro: 10 (5 scheduled). Pro Plus and Enterprise: 20 (10 scheduled). The free plan does not include workflows. Deleting a workflow is protected by your PIN.
Keep exploring
Related pages & guides
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