Quote follow-up

Build a simple follow-up rhythm for sent estimates.

When quotes go quiet, the fix may be a clearer process: who follows up, when they do it, what they say, and when to mark the estimate closed.

Operational problem

Follow-up gets weak when the next step lives in someone's head.

Record the date, customer name, job type, estimate amount if useful, and the next promised touch.

Make it easy for the customer to ask questions, compare scope, or request a small clarification without feeling pressured.

Decide when an estimate is still active, when it needs a final check-in, and when to close or reprice it.

Checklist

After sending the quote, confirm what is included, what is excluded, how to ask questions, and when you plan to check back.

Use a short, useful message that asks whether the scope is clear and whether anything needs to be adjusted before a decision.

Offer to answer questions, clarify timing, or update the scope. Keep the tone helpful and specific.

Close the loop politely if the customer has moved on, is waiting, or needs the quote reopened later.

Once a week, count open estimates, stale estimates, and quotes waiting for customer questions or office updates.

Do not use follow-up to pressure, misrepresent scarcity, or make guarantees. Keep it practical and respectful.

This week

Columns to include: customer, job type, quote sent date, follow-up owner, next touch, status, and notes.

Statuses to keep simple: started, sent, questions, revised, accepted, declined, stale, closed.

Review habit: check the list on the same two days each week so follow-up does not rely on memory.

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