> 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. While Essential is still completing a new business's setup review, the switch is locked and outreach stays paused; it unlocks once the review is done.
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. Switch between **Edit code** and **Preview** to check the rendered message. Liquid placeholders such as `{{ contactFirstName }}` use sample customer and service details, while the preview uses your business logo.
7. Review the separate **Confirmation email**, which is sent after the customer approves the service.
8. Click **Save changes**. Essential saves the settings immediately, but applying them to Job Approval outreach already in progress may take a few minutes.

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**.

## 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)


---

# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.

## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter:

```
GET https://learn.withessential.com/administration/settings/configure-the-automated-outreach-sequence.md?ask=<question>&goal=<endgoal>
```

`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal.

The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.