Automatic follow-ups that stop when the customer answers

Follow-up emails by pipeline stage, in a home version and a commercial version.

Live today, with parts coming soon · Updated November 10, 2026

Tied to the stage
Each follow-up belongs to a stage and goes a set time after the lead arrives there. Move the lead and the old stage's follow-ups end.
Home and commercial wording
A homeowner hears about a visit to their home. A property manager hears about a site walk and board sign-off.
Quote reminders
"Any questions about your quote?" with the total and the link, two days after sending, and another at five days.
Sending hours
Nothing goes out at 10 PM. Messages wait for your window, 8 AM to 6 PM Monday to Saturday by default.
Win-backs and due lists
Lost on price? Try again in 90 days. Lost on timing? Write on the check-back day. Both are optional.
Late invoice reminders
Up to five reminder emails after an invoice's due date, with the balance and the link.

Birdy sends automatic follow-up emails for you at each stage of the pipeline: a thank-you when a lead arrives, a nudge when a quote sits unanswered, a thank-you when they say yes. Every message comes in a home version and a commercial version, goes out only in your sending hours, and stops when the lead moves or replies.

Which lead and quote follow-up emails come ready to use?

A ready-made playbook of eight emails, one or two per stage. You can edit every word, change the timing, add your own (up to 40) or delete them. Sending is off until you turn it on, so nothing goes out before you have read it.

The default follow-ups (home subject lines; each also has a commercial version)

New

When: Right away
Subject: Thanks for reaching out, {first name}

New

When: After 1 day
Subject: Still want that free estimate?

Contacted

When: After 2 days
Subject: Checking in from {company}

Appointment scheduled

When: Right away
Subject: Your quote appointment is booked

Quote sent

When: After 2 days
Subject: Any questions about your quote?

Quote sent

When: After 5 days
Subject: Want to get on the schedule?

Follow-up

When: After 3 days
Subject: Still thinking it over?

Won

When: Right away
Subject: Thank you, {first name}!

The default follow-ups (home subject lines; each also has a commercial version)
Stage	When	Subject
New	Right away	Thanks for reaching out, {first name}
New	After 1 day	Still want that free estimate?
Contacted	After 2 days	Checking in from {company}
Appointment scheduled	Right away	Your quote appointment is booked
Quote sent	After 2 days	Any questions about your quote?
Quote sent	After 5 days	Want to get on the schedule?
Follow-up	After 3 days	Still thinking it over?
Won	Right away	Thank you, {first name}!

Messages can use merge fields such as {first name}, {company}, {rep}, {services}, {address}, {quote total}, {quote link} and {appointment}. Each has a sensible fallback, so a missing first name reads "there", not a blank. The editor shows a live preview of exactly what the customer will get.

Why do commercial customers need different follow-ups?

Because a property manager is not a homeowner. They walk a site, ask for a proposal, and often need a board to approve it. A message about "swinging by your home" tells them you don't do commercial work.

Every follow-up in Birdy has a Home version and a Commercial version, and the lead's type picks one. Commercial versions talk about the site walk, who to ask for on site, and the proposal for the address. If you leave a commercial version empty, the home one is used. You can also limit a follow-up to tagged customers, or skip them.

When do follow-ups stop?

As soon as they would be annoying. Each follow-up goes at most once per lead, and every skip is written in the lead's history with its reason.

The lead moves to another stage.
The customer texts back.
They unsubscribe (every email has a one-click unsubscribe link and your postal address).
They are marked Do not service.
A tag rule leaves them out, or there is no email address.
The message would be more than 24 hours late. It is dropped instead of sent at an odd time.

Unsubscribing stops follow-ups only. Quotes and invoices the customer asked for still arrive. On any lead, the rep can switch follow-up emails off with one click.

Can it follow up on past customers and late invoices?

Yes, with three optional sets on the same settings page, all off until you turn them on:

Win-backs by lost reason. A lead lost on price can get "Still thinking about it?" with an offer after 90 days. A lead lost on timing gets a note on the check-back date you picked.
Overdue invoice reminders. Up to five, each a number of days after the due date. The defaults are day 3 and day 10.
Due for service. Customers whose last service was long enough ago appear on a list with "Create quote from last time". See service plans.

Coming soon

Text versions of follow-ups going out for real (they are written and stored today, and send once your texting number is approved)
Call tasks as a follow-up step

Not available today. We will say so here when it is.

Questions

Do follow-ups go by email or text?

Email today. Each follow-up can also have a text version, which sends once your company's texting number is registered with the carriers and only to customers who agreed to texts.

Will customers get messages at night?

No. Follow-ups wait for your sending hours, 8 AM to 6 PM Monday to Saturday by default, in your time zone. A message that would be more than a day late is dropped.

Can I write my own follow-ups?

Yes. Edit the defaults or add your own, up to 40, each with its stage, delay, home wording and commercial wording.

Do follow-ups stop if the customer replies?

Yes. A text back from the customer stops that lead's follow-ups, as does moving the lead to another stage.

See it on your own customers

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