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Messages Feature Guide

Understanding Messages

Messages are central to success with Quote Cactus. Effective communication through the platform’s messaging system provides several key advantages for your business operations and customer relationships.

The messaging feature keeps prospects engaged throughout the sales process, helping you maintain momentum from initial inquiry through project completion. By providing timely responses and regular communication, you stay more responsive than competitors who rely on scattered email chains or missed phone calls.

All your sales communications remain in one centralized location, visible to your entire team, rather than being spread across individual email inboxes and text message threads. This centralized approach ensures nothing falls through the cracks and enables seamless handoffs between team members.

Sending Messages to Prospects

You send messages to your prospects from inside Quote Cactus using the integrated messaging interface. The platform provides a straightforward messaging system that maintains all communication history in one accessible location.

Message Access Points

You can send messages from most pages in Quote Cactus, making it easy to engage with prospects whenever you need to. The platform provides message access from multiple locations to streamline your workflow and eliminate the need to navigate between different areas.

You can view the prospect message thread and send messages from the following areas:

Messages page
Request pages
Prospect pages
Estimate pages
Quote pages

This multi-point access ensures you can communicate with prospects regardless of which aspect of their account you’re currently managing.

Messages Page Overview

The Messages page shows the most recently active conversations with the prospects you’re assigned to. This centralized view provides an efficient way to manage multiple customer relationships simultaneously.

If you need to send messages or respond to several different prospects, this is the place to do it. The page prioritizes recent activity, helping you focus on the most time-sensitive communications first.

*Managing multiple prospect conversations – View and prioritize recent message activity from all assigned prospects.*

Message Thread History

The messages thread shows past messages and interactions with the prospect. This complete communication history provides valuable context for ongoing conversations and helps you understand the customer’s journey through your sales process.

The thread displays all previous exchanges in reverse chronological order, including both messages you’ve sent and responses received from the prospect. This historical view enables you to reference previous discussions and maintain conversation continuity.

*Reviewing conversation history – Access complete communication timeline to understand prospect interactions and maintain context.*

Composing and Sending Messages

Message Composition

Send a message by entering your message text in the message composition box. The interface provides a clean, straightforward text entry area for crafting your communications.

Click the camera icon to attach a photo or video to the message. This visual communication capability allows you to share project examples, clarify requirements, or provide additional context through images and videos.

Sending Messages

Hit Send Message to send your communication to the prospect. The platform immediately delivers your message and updates the conversation thread with your new communication.

*Composing new messages – Type your message text and attach photos or videos using the camera icon before clicking Send Message.*

How Prospects Receive and Respond

Prospects receive messages in their email or, if you have texting enabled on your account, on their phone from your Quote Cactus phone number. This dual-delivery approach ensures prospects receive your communications through their preferred channel.

They send messages by either logging in to your customer portal area or, if texting is enabled, replying to messages directly from their phone. We recommend that everyone enable texting, as this is the best way to engage with prospects directly via their phone.

Message Notifications

When a prospect sends a message, you’ll receive a notification via email, so you’ll know the moment they’ve tried to reach you. This immediate notification system ensures you never miss important customer communications and can respond promptly to maintain engagement.

The notification system helps you stay responsive even when you’re away from the Quote Cactus platform, enabling you to provide the timely customer service that sets your business apart from competitors.

What You’ve Learned

You now understand how to effectively use the Messages feature in Quote Cactus to maintain professional communications with prospects throughout your sales process. The centralized messaging system ensures all customer communications remain organized and accessible to your entire team while providing multiple access points for convenient message management.

After mastering the messaging system, consider exploring these related guides:

Text Messaging Setup – Enable SMS capabilities for direct phone communication
Managing Prospects – Organize and track customer relationships
Creating Your First Quote – Convert conversations into formal proposals

Effective communication through the Messages feature is essential for converting prospects into customers and maintaining strong business relationships throughout the Quote Cactus platform.

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