Estimate follow-up
Every sent estimate gets a follow-up cadence by text and email until the customer answers or a person steps in, so open quotes stop dying quietly.
The rep sends the estimate and moves on to the next appointment. Nobody follows up unless the customer calls. Weeks later the job shows up on a competitor's truck down the street and nobody knows why.
- 01Trigger
Estimate marked sent
The CRM shows an estimate with no accepted or declined status.
- 02Qualify or process
Schedule the touches
Intervals and wording come from the business; insurance and commercial jobs take their own paths.
- 03System update
Log every touch
Each message is recorded on the estimate; a status change stops everything.
- 04Customer communication
A short check-in
Text or email in the company's voice, asking if they have questions, never a discount.
- 05Human escalation
The rep answers
Any reply becomes a task with the thread attached; the rep takes it from there.
- 06Measurement
Estimates recovered
Open estimates, touches sent, replies, and estimates closed after a follow-up, weekly.
Best for
- Companies that send estimates and rely on the rep to remember to follow up
- Businesses with a long list of open quotes and no idea which are still alive
- Owners who want every estimate to get the same number of touches
Trigger
An estimate is marked sent in the CRM and no decision has been recorded.
Inputs
- Estimate status, sent date, amount, and job type
- The customer's contact details and preferred channel
- The rep who sent it
- The approved messages for each touch
Actions
- Schedule follow-ups at the intervals the business sets, each with approved wording that references the estimate
- Send each touch from the business identity by text, email, or both
- Stop the cadence the moment the estimate status changes or the customer replies
- Open a task for the rep on any reply, with the thread attached
- Log every touch on the estimate so the history is visible
Outputs
- Every open estimate touched on schedule, with the touches logged
- Rep tasks on every reply
- A weekly list of estimates that have gone quiet
Human handoff
Each message asks whether the customer has questions and stops. Replies go to the rep. No discounts are offered and nothing changes the estimate on its own.
Exceptions
- An estimate accepted or declined by phone stops the cadence as soon as the rep updates the status
- A reply of stop is honored and the estimate is flagged for a personal call instead
- Insurance jobs run a slower cadence because the customer is waiting on the carrier
- Large or commercial estimates skip the automation and go on the rep's calendar
Required access
- CRM access to read estimate status and write activity
- Texting and email sending from the business identity
- Approval of the intervals and the wording
Important limitations
- It depends on reps updating the estimate status; a sold job left as sent will keep getting followed up
- Estimates sent outside the CRM do not trigger anything
- Business texting requires carrier registration (A2P 10DLC) before the first text
- JobNimbus
- GoHighLevel
- Jobber
- Housecall Pro
- JobNimbus
- GoHighLevel
- Jobber
- Housecall Pro (validate first)
About one to two weeks, including carrier registration for the texting number
$2,000 to $5,000
The range for the tier this workflow usually falls in. Your number comes in a written scope. Pricing →
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