How to Choose Quotes or Meetings and the Automation Level

Summary

Overview: Routing preferences tell Pippin what to aim for when a customer is ready to move forward: a quote, a meeting, or whichever fits. The automation level sets how much Pippin sends on its own and how much waits in the Review Queue for a person to approve.

Prerequisites:

• You are the Admin of the workspace.
• To use Full auto, the workspace is on the Growth plan or higher.
• For booking links to work, connect your calendar first.

How Pippin Decides

1. When a customer is ready to move forward, Pippin checks your choice under When a customer is ready to move forward:
   • Prefer quotes: Pippin leans toward drafting a quote for clear pricing inquiries.
   • Prefer meetings: Pippin leans toward offering a booking so a person can talk the customer through it.
   • Let AI decide: Pippin picks a quote for clear product or budget needs, and a booking for complex or exploratory inquiries.
2. In a workspace that uses costed quoting, Pippin starts a costed quote as soon as the customer has given the trip, the travel dates and how many are travelling, and it offers a booking only when the customer asks to talk to a person. Your routing choice doesn't change this.
3. Pippin then writes its reply. Your automation level decides what happens next:
   • Review every reply: the reply waits in the Review Queue. Nothing is sent until someone approves it.
   • Supervised: the reply is sent right away. A booking link or a quote waits for approval. On email, a reply that carries a booking link waits with it, because the two go out as one email.
   • Full auto: the reply is sent right away, and Pippin sends booking links itself. A quote waits for approval.
4. A quote always waits for a person to approve it, at every level.
5. When Pippin quotes from your catalog and the request is clear but your knowledge has no price for it, Pippin tells the customer your team is preparing the quote, and your team gets the notification "Pippin couldn't price <name>'s request from your catalog — draft the quote" so a Sales Manager or Admin can prepare it. See How Pippin Drafts a Quote.

Limits

• Full auto is available on the Growth plan and up. Review every reply and Supervised work on every plan.
• If your plan no longer includes Full auto, Pippin works as Supervised: booking links wait for approval. Your saved choice comes back when you upgrade.
• Review every reply holds Pippin's replies on email, SMS, Messenger and WhatsApp, and the AI intro written when you add a lead. Follow-up sequences, web chat and the AI voice agent still send on their own, because a person is waiting on web chat and on a call.
• An SMS or WhatsApp lead with no phone number on that channel isn't held, because the reply could never be sent.
• When a free trial reaches its outcome limit, Pippin stops proposing quotes and booking links. Settings › Billing shows your trial's limits.

Step-by-Step Instructions

Step 1: Open the routing settings

1. In the left menu, go to Settings › AI Studio.
2. Click the Guidance tab.
3. Click Routing in the section list on the left. The Routing preferences section opens: "Nudge Pippin toward a quote or a booking when a customer is ready to move forward."

Step 2: Choose quotes or meetings

1. Under When a customer is ready to move forward, click Prefer quotes, Prefer meetings or Let AI decide.
2. Your choice saves at once. A check mark shows on the selected card, and the message "Routing preferences saved." appears.

Step 3: Choose the automation level

1. Under Automation level, click Review every reply, Supervised or Full auto.
2. Your choice saves at once, and the description of the selected level shows under the buttons:
   • Review every reply: "Every reply Pippin writes waits in the Review Queue for your approval. Follow-up sequences, web chat and voice still send on their own."
   • Supervised: "AI replies instantly; booking links and quotes wait for your approval."
   • Full auto: "AI replies instantly and sends booking links itself; quotes still wait for approval."
3. New workspaces start on Supervised.

Step 4 (optional): Ask Pippify Coach to change it

1. Open Pippify Coach and ask, for example, "Switch my automation level to Review every reply."
2. Coach shows a Proposed change card. As the Admin, click Apply to save it, or Dismiss.

Step 5: Work the Review Queue

Anyone on the team can approve items, whatever their role.

1. In the Inbox, a held conversation shows "Pippin drafted a reply and is waiting for your approval." Click Open Review Queue. You can also click Review Queue in the left menu.
2. A held reply shows the Reply label. Above the draft, Customer wrote shows the customer's message, its channel and when it arrived, so you can judge the answer.
3. Choose what to do:
   • Click Approve & Send to send the reply as it is.
   • Click Edit Before Sending, change the text, then click Approve & Send. Click Cancel to stop editing.
   • Click Reject to discard it.
4. Booking links show as Booking Link and quotes as Quote. A quote also shows how it was made: Catalog quote or Costed draft. Approve them the same way.

Verify It Worked

Success criteria:

• The card or button you picked is highlighted, and the description under Automation level matches it.
• On Review every reply, the next email Pippin answers shows "Pippin drafted a reply and is waiting for your approval." in the Inbox, and a Reply item appears in the Review Queue.
• On Supervised, a booking link Pippin offers shows in the Review Queue as Booking Link.
• On Full auto, booking links reach the customer without a Review Queue item, on every channel. A link still lands in the Review Queue if the automatic send fails, or on Messenger when more than 24 hours have passed since the customer's last message.

Troubleshooting

Common errors

• "Full auto is available on the Growth plan and up." under the buttons, with Full auto greyed out: your plan doesn't include it. Fix: click Upgrade to open Settings › Billing.
• "Your saved setting will resume when you upgrade; booking links wait for approval until then.": you chose Full auto earlier, and your plan no longer includes it. Pippin works as Supervised for now. Fix: upgrade, or pick Supervised or Review every reply.
• "Your subscription is inactive. Reactivate it under Settings > Billing.": the workspace is read-only. Fix: reactivate your subscription in Settings › Billing.
• "Failed to save routing preferences.": the change didn't save. Fix: refresh the page and try again.

Limitations & considerations

• Booking links need a connected calendar. In Test Pippin, a reply that would offer a meeting without one shows No booking link configured — live Pippin would fail here.

Next Steps & Related Resources

• Next steps:
  • How to Approve or Reject Items in the Review Queue
  • How to Connect Your Calendar (Cal.com or TidyCal)
• Related articles:
  • Why Some Replies and Follow-Ups Wait for Approval
  • How Pippin Sends a Booking Link
  • How Pippin Drafts a Quote
  • How to Check a Lead Pippin Held for Review
  • How to Switch to Costed Quoting and Set Costing Defaults
  • Why a Feature Is Locked and What Read-Only Means
  • How to Apply or Dismiss a Change Coach Suggests

Need more help? For more information and assistance, please send an email to support@pippify.ai.

Last Updated: 10/19/2026