Anyone who runs B2B sales in an agency knows this scenario: you send an offer, mark it in the CRM, set a reminder in the calendar, and then… wait. After three days, you check if the client opened the document. After a week, you write a follow-up. After two weeks, you wonder if the offer even arrived.
This cycle repeats with every offer. Multiply it by ten, twenty, fifty active proposals — and suddenly it turns out that half of your day is not sales, but sales administration.
That’s why we introduced in mideo the automatic actions module — an automation engine that takes over repetitive tasks and lets you focus on what really requires human contact: conversations with clients.
What is the automatic actions module?
It is a built-in mideo rule system of the type “if X happens, do Y”. You don’t need to integrate external tools, configure webhooks, or write code. Everything works natively, within the same ecosystem where you create and send offers.
The module supports 24 types of triggers, including:
- Time triggers — e.g., “3 days after sending an offer,” “24 hours before expiration”
- Status triggers — change of offer status to “accepted,” “rejected,” “expired”
- Behavioral triggers — client opened the offer, spent more than 5 minutes on the budget section, returned to the offer after a week
- Form triggers — filling out a contact form, downloading an attachment
- Analytical triggers — reaching a certain engagement level, detecting multiple people viewing the offer
You can connect each trigger with one or multiple actions:
- Send an email — automatic follow-up with dynamic variables (offer name, client, amount)
- Change offer status — e.g., automatic closing of an offer after 30 days without response
- Create a notification — alert in the app for the offer owner or the whole team
- Send a push notification — instant push to mobile or desktop device
Why does this change the game?
1. No offer will escape attention
We’ve already written about why clients don’t respond to offers. One of the main reasons is… lack of follow-up from the salesperson. Not because they are lazy — simply with twenty active offers, it’s easy to overlook one.
Automation solves this problem systemically. You set the rule once — e.g., “If the client doesn’t open the offer within 48h, send a reminder” — and from then on every offer is covered by the same service standard.
2. Real-time reaction
Imagine the client just opened your 150,000 PLN offer and is browsing the budget section. In a traditional model, you’d find out about this… never. Or three days later, when you check the stats.
With the automation module, you get an immediate notification. You can call the client while the offer is still fresh in their mind. As our data from new offer analytics shows, timing of contact has a huge impact on conversion.
3. Escalation without micromanagement
Sales managers don’t have to ask daily: “What about the offer for client X?” Just set a rule: “If an offer above 100,000 PLN is not opened within 5 days, notify the manager”. The system escalates issues that require intervention on its own.
4. Consistent follow-up process
Every agency wants a repeatable sales process, but in practice every salesperson does it their own way. Automation enforces a standard — the same follow-up scheme, the same intervals, the same communication quality. No exceptions.
If you don’t know what an ideal follow-up should look like, read our guide: Follow-up that doesn’t annoy.
How to configure your first automation?
Configuration takes literally a minute:
- Go to Settings → Automations
- Click “New rule”
- Select a trigger — e.g., “Offer not opened for 3 days”
- Add an action — e.g., “Send email with follow-up template #1”
- Optionally: add conditions (offer type, amount, client)
- Activate the rule
From that moment, the system works in the background. You focus on sales, and mideo watches the process.
Examples of ready-made automations
Here are configurations our users implement most often:
| Trigger | Action | Effect |
|---|---|---|
| Offer not opened for 48h | Reminder email | +34% offer open rate |
| Client returned to the offer | Push notification to salesperson | Contact at the perfect moment |
| Offer accepted | Thank you email + team notification | Immediate handling of new project |
| Offer expires in 24h | Email to client + alert for manager | Last chance to close the deal |
| Contact form filled | Push notification + status change | Response within minutes |
Limits and subscription plans
The automation module is available in selected subscription plans. Each plan defines a monthly limit of automatic actions — the number of times the system can perform an action in a given month. This way you have full control over costs and can scale automation as your company grows.
Check available plans in Settings → Subscription to choose the best option for your team.
Automation is not a luxury — it’s a necessity
In an era when every mistake in an offer costs a contract, and clients expect immediate response, manual management of the offer process is an anachronism. The automatic actions module in mideo doesn’t replace the salesperson — it gives them superpowers.
Less administration. More conversations. Better results.
If you’re still comparing offer tools, check out our comparisons: mideo vs PandaDoc and mideo vs Proposify vs Better Proposals — see how our automation stacks up against the competition.