The follow-up system that stops quotes from going cold.
A lead came in. A quote went out. Then everyone got busy. This is the step most service businesses skip — and where the money leaks out.
Quote follow-up is where the dollars are. — Steffen, BotLogix
How this works
This is a 5-touch follow-up sequence. It runs over 14 days from the day the quote was sent. Each touch has a specific job. Use the message templates as-is or adapt them to your voice. The goal is not to be pushy. The goal is to stay visible until they decide.
Day 1 — Send the quote
Send the quote with a warm, specific note. Not 'please find attached.' Something that shows you understood what they actually need.
Message template
Hi [Name], Quote attached for [specific job/project]. I based the scope on [the specific thing they mentioned]. Happy to adjust anything — just let me know. [Your name]
Day 3 — Check in, not chase
Three days is enough time for them to read it. Two days is too soon. Keep this short. The only job of this message is to stay on their radar.
Message template
Hi [Name], Just checking the quote landed okay — sometimes these go to spam. Any questions on the scope or pricing, I'm happy to talk through it. [Your name]
Day 7 — Add something useful
Don't just follow up empty-handed. Bring something small and relevant. A clarification, a relevant example, a timeline note. Something that says you're still thinking about their project specifically.
Message template
Hi [Name], One thing worth mentioning on the quote — [Specific relevant detail: timeline, material note, scope clarification]. Just wanted to make sure you had the full picture before deciding. [Your name]
Day 10 — Ask directly
By day ten, they've either forgotten or they're avoiding making the decision. Either way, a direct question is more respectful than another soft nudge.
Message template
Hi [Name], Quick question — is the [project] still something you're moving forward with? No pressure either way. If the timing's not right, I'd rather know so I can keep your spot open or release it. [Your name]
Day 14 — Close the loop
This is the last message. It's not a guilt trip. It's closing the loop cleanly — which is professional, and leaves the door open for later.
Message template
Hi [Name], I'll take this off my follow-up list for now — I know timing isn't always right. If the project comes back around, reach out and I'll pick it up from here. [Your name]
What to track
- • Quote sent date
- • Which step you're on
- • Last reply (or no reply)
- • Outcome: won / lost / dormant
The automation version
This sequence is exactly what BotLogix automates for service businesses. CRM trigger → timed messages → owner dashboard showing every open quote.
Book a free call →Want this running automatically?
BotLogix builds the automated version of this sequence for service businesses. One conversation to figure out if it fits.
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