> For the complete documentation index, see [llms.txt](https://learn.withessential.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://learn.withessential.com/administration/settings/configure-the-automated-outreach-sequence.md).

# Configure the automated outreach sequence

Automated Outreach is where you build the Job Approval sequence customers receive ahead of upcoming services.

> **Where to find it:** Settings -> Automations -> Automated Outreach tab

Start with the **Job Approvals** section:

1. Use the **Active / Paused** switch to resume or freeze Job Approval messages without deleting the sequence.
2. In **Send timing**, choose how send dates are calculated. **Relative to due date** uses each step's lead time before the service due date. Turn on **Count lead times in business days** to skip weekends.
3. Set the **Batching window**. Services for the same contact whose due dates fall within this many days are grouped into one approval request. Enter 0 to group only services due on the same date.
4. In **Job Approval outreach**, add the delivery steps in the order customers should receive them. Choose **Email** or **SMS** and set how many days before the service is due each step sends. Use Move up or Move down to reorder them. At least one step is required.
5. In **Message templates**, edit the content for each channel used by the sequence. Every Email step uses the same email subject and body; every SMS step uses the same SMS message. Editing the Email or SMS template updates all steps on that channel.
6. The **Email template** and **SMS template** open in **Visual**, the rendered message: click any text, including the email subject, and type to change it. To add a variable such as **Contact first name** (`{{ contactFirstName }}`), click in the text where it should go, then select **Insert variable** and pick it — or pick it first, then click where it should go (see [Add a variable](/administration/settings/edit-a-document-templates-design-with-edit-code.md#add-a-variable)). Variables show sample customer and service details, while your business's real identity — name, logo, phone, email, and website — renders the way a live send would. Hover a variable to see its name; Backspace or Delete removes it. Select **Edit code** on a template for logic, layout, styling, or a list of services (written as a loop); switching between Visual and Edit code never loses or rewrites anything.
7. Review the separate **Confirmation email**, which is sent after the customer approves the service.
8. Click **Save changes**. For changes to an active sequence, applying the updated settings to Job Approval outreach already in progress may take a few minutes.

If a message template has an error, a red notice appears under it and **Save changes** stays unavailable until you fix it; a yellow notice flags a variable that doesn't exist, which you can still save. An error in a template saved earlier that you haven't changed doesn't stop you saving other changes, such as pausing the sequence. See [Errors and warnings](/administration/settings/edit-a-document-templates-design-with-edit-code.md#errors-and-warnings).

If you choose **Fixed day of month**, Essential calculates the first step's lead time and snaps only that first send to the nearest occurrence of the selected day. Later steps keep their configured spacing from the first send; they are not each snapped to that day of the month. The weekday option moves the first send to the next weekday when the selected date falls on a weekend. Fixed-day timing applies only to Job Approval outreach.

Changes are not saved until you click **Save changes**.

Email subject editors start at one line and grow automatically as text wraps or line breaks are added while editing code.

While a new business's setup review is pending, outreach stays paused. Users with **Edit Automations**, including the default **Back Office Admin** role, can turn the switch on and click **Save changes** to complete the review for Automated Outreach and activate scheduled Job Approval emails and texts. Once saved, eligible messages can send on the normal automation schedule. Activating Automated Outreach leaves Custom Tasks unchanged.

When activating or resuming automation, wait for **Save changes** to finish. Essential recalculates the schedule before activation takes effect. If saving fails, automation stays paused and your edits remain available to retry. If someone changed the status while your page was open, reload before changing it.

## Configure quote and invoice follow-ups

Use the **Follow-ups** tab on Settings -> Quotes or Settings -> Invoicing to manage the reminders sent after the initial document delivery.

* The first quote or invoice delivery remains immediate and cannot be removed from this page.
* For quotes, each follow-up is timed in whole days after the quote is sent.
* For invoices, each follow-up is timed in whole days after the invoice due date.
* Turn on **Count follow-up timing in business days** to skip weekends.
* Use **Add email follow-up** or remove a reminder to change the sequence. To stop automatic follow-ups, remove every follow-up; the initial delivery still sends normally.
* Quote email content stays on the Quote tab. Invoice email content stays on the Invoice tab.

Saving recalculates the next reminder for quote or invoice outreach already in progress without resending completed steps.

## Related guides

* [Set the confirmation email for automated outreach](/administration/settings/set-the-confirmation-email-for-automated-outreach.md)
* [Configure Custom Task timing](/administration/settings/configure-custom-task-timing.md)
* [Verify the email address Essential sends from](/administration/settings/verify-the-email-address-essential-sends-from.md)
* [Add or edit a pricebook item](/administration/settings/add-or-edit-a-pricebook-item.md)
* [Add the intake form to your website](/administration/settings/add-the-intake-form-to-your-website.md)
* [Automate task statuses with Task Automations](/administration/settings/automate-task-statuses-with-task-automations.md)


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