Automatic messages: every message Karven sends your customers

Most jobs aren't lost on price. They're lost in the quiet days after the quote goes out. Karven writes the reminders, the thank-you and the rest for you, and keeps them all in one place.

Open Auto messages in the menu (on a phone, tap the menu button at the top left). You can also tap Change this message on any card in Needs you on Today to go straight to that one.

Who presses send?

At the top of the page there's one switch for your reminders, thank-yous and invoice reminders:

• Ask me first (where every account starts). Karven gets each message ready and holds it under Waiting for your OK, and in Needs you on Today. Nothing goes to your customer until you tap Send.
• Send automatically. Karven sends each switched-on message by itself, at the time shown on its card.

Answers to a call or text (the missed-call text, the AI receptionist text and replies to easy texts) and the job complete certificate always go straight away, whichever you pick. Their cards say Sends by itself.

Under the switch are your quiet hours ("Never before 9am or after 6pm" to start with) and your first name, which signs off each message. Change them and tap Save.

Waiting for your OK

Every message waiting for your tap, across all your quotes. It's the same list as Needs you on Today, so sending or skipping one in either place clears it in both.

• Send sends it as shown. Tap See what they get first if you like.
• Edit opens the words. Change the subject, the message or the text, then tap Send. The button to their quote and your contact details stay underneath.
• Skip drops it for good.

A due 1st or 2nd reminder opens its draft first (See it, edit, send), so a reminder never goes with one tap.

The messages

The cards are grouped by when they go in a job:

After you send a quote

1. New quote email. Goes when you tap Send on a quote.
2. 1st reminder. 3 days after you send the quote, if they haven't answered.
3. 2nd reminder. 7 days after, if they still haven't answered.
4. Expiry heads-up. A few days before the quote runs out.

When they accept 5. Thanks for going ahead. Straight after they accept. When the quote has a deposit, the deposit and how to pay go in by themselves. There's no separate automatic deposit reminder: to chase a deposit, tap Send a reminder on the deposit card on Today.

Before the job 6. Day-before text. The day before a booked job. The morning of a booked site visit, from 7am, Karven also texts them to confirm someone's home.

Getting paid 7. Invoice reminder. On the day an invoice is due, then a week and two weeks later, while it's unpaid. On for every account, and you can switch it off here. Stops when the invoice is paid. To stop it for one customer, tap Pause chasing this customer on that quote.

After the job 8. Job complete certificate. Only when Jobs is on. Starts off. 9. Review request. The day after you mark the job done. Add your Google review link in Settings → Business details first.

When they call or text you 10. Missed-call text, AI receptionist text and Reply to easy texts. Only when texting is set up on your account.

A card only shows when it can actually go out on your account. Each card says Off, Asks you first or Sends by itself.

Reminders stop the moment the customer replies, asks a question or accepts, and never go on quotes you've paused (on Today, tap ⋯ on a quote, then Pause chasing).

Recently sent

At the bottom: the last 30 automatic messages, newest first. Each one shows the customer, the quote, which message it was, email or text, when, and Sent or Couldn't send with the reason (for example, they asked not to be contacted). The same messages show in that customer's conversation in your Inbox, marked Sent automatically.

Change the words or the timing

Tap Edit wording on a card:

• The timing is one number in a sentence, like "Send 3 days after the quote".
• Subject and message. The message is the whole email, hello to sign-off. Karven only adds your logo, the button to open the quote and your contact details.
• Text message. A separate, shorter box when texting is set up. The counter shows how many texts it takes. Karven adds "Reply STOP to opt out".
• Tap to add buttons put in the customer's first name, your business, the quote link, the total, the deposit and so on, filled in for each customer.
• What they get shows the email and the text exactly as your customer will see them, using your own sample quote.
• Reset to original wording brings back Karven's words. Save lights up once you've changed something.

Tap See what they get on a card to jump straight to the preview.

Skip one quote

Some quotes shouldn't be followed up: a discounted job for family or friends, or a customer who asked you to hold off. On the quote page you can pause follow-ups for a week, two weeks or a month, or put the quote on hold. Tapping Skip under Waiting for your OK (or in Needs you) only skips that one message.

Compliance

Every Karven email and text includes a proper opt-out. If a customer opts out, Karven respects it across all their quotes, present and future. We're set up for the Spam Act 2003, so you don't need to think about it.

A common mistake

Rewriting the reminder to sound desperate. "Please look at my quote, I really need the work." Don't. The original wording is plain, confident and easy to say no to without guilt. That's what gets replies.

Related: Needs you: follow-ups that prompt you, sending quotes by email and text.