When the quote is signed but the deposit is not paid, follow up on the request quickly, in the thread where it went out, reminding the customer what the deposit triggers. A Muzau agent tracks that email, found in your Sent folder or received in copy, and follows up with the customer who has not replied. By default, each follow-up waits for your approval. The agent stops as soon as the customer replies: what happens next, your team decides.
The quote is signed, and the customer feels they have done their part. The deposit request went out separately: it sits with the person who pays, behind an internal purchase order, or under other emails. It is rarely a refusal.
Meanwhile nothing starts, and chasing feels awkward: nobody likes asking for money from a customer who has just said yes. Your team keeps the relationship and the decision to start or not; tracking the request and writing the reminders, the agent takes on.
Copy the agent's address on your deposit request, or let it reread the Sent folder of your Gmail, Outlook or other inbox, following a rule you set: a subject containing "Deposit", for example, or the name of the attachment. A request sent before the inbox was connected can be found by rereading its last 60 days from the Follow-ups screen.
The reminder goes out in the same thread as your email, from your company's inbox when it is connected, with the team member who sent the request in copy: the customer finds everything without searching. By default, the agent follows up at D+3, D+7 and D+14, a rhythm you set. It is set to write short, simply ask for the next step, never blame the silence and invent nothing. To begin with, each follow-up waits for your approval in Manage, under "To follow up?".
If you keep your invoices in a Google Sheet, the deposit invoice can have its own line there, with its due date. An invoice follow-up agent, created in the Workshop, rereads the sheet before each pass and follows up once the due date has passed. Just before creating it, you choose whether it sends on its own or submits each follow-up to you. Mind the word you choose: "Paid" closes the line, but "Deposit paid" keeps it tracked, because Muzau reads a partial payment in it. The detail is in following up on an unpaid invoice by email.
The follow-up stops as soon as the customer replies, even from another address in the same thread, for example the person who pays on their side. An out-of-office message does not count. With no invoicing software connected, the agent cannot see the transfer: cancelling the next follow-up stops the tracking in one gesture. With Yousign or DocuSign and your invoicing software connected, it sees the signed quote, the deposit still due, then the invoice paid: see stopping the follow-up at the signed quote and invoice follow-up with Pennylane.
A deposit is easier to claim when it was announced. Write it into the quote: its amount, the payment method and what it triggers. Then, on the day of signing:
A skeleton for the request: "Hello [first name], thank you for your signature. To start [the step], the deposit of [amount] set out in quote no. [reference] remains. You will find the deposit invoice attached. Could you confirm the date of the transfer?"
A skeleton for the reminder, a few days later: "Hello [first name], I am following up on the deposit for quote no. [reference]: as soon as we receive it, we start [the step]. If the invoice needs to go to someone else, let me know and I will forward it to them."
To avoid: starting without a deposit and then chasing it; waiting until the end of the month for the first reminder; slipping a new offer into the reminder; mentioning cancellation from the first follow-up.
Autonomous does not mean unchecked. You set the level of autonomy of every agent, its limits cannot be crossed, everything it does is recorded in a plain-language log, and one gesture stops it all.
For the tasks you don't have time for. You give the address of your website, then describe the work in your own words. Nothing to install.