Estimate follow up automation that keeps quotes from going cold

What unanswered estimates cost you

Every estimate takes unpaid time: the visit, the pricing, the write up. When nobody follows up, that time is spent for nothing, and the customer often signs with whoever called them back.

Example: an electrician quotes a panel upgrade on Monday. The homeowner means to sign but has a question about the permit. They do not call. On Thursday a second electrician calls them, answers the question and gets the job. The first quote was fine. It simply had no follow up.

A follow up routine that does not feel pushy

1. Send the estimate the same day as the visit, while you are fresh in their mind.
2. Offer options. A choice gets a decision faster than a yes or no.
3. Send a quote follow up email two days later. Ask if they have questions. Keep it short.
4. Call a few days after that. A real conversation clears up most hesitation.
5. Revise if needed. Send a new version instead of arguing about the old one.
6. Close it out. Mark it won or lost so your numbers stay honest.

How Dheed handles estimate follow up automation

Estimates in Dheed can hold up to three options, each with its own items, discount and tax. You send them by your business email or copy the link. The customer reads the estimate on their phone, picks an option, checks the agreement box and signs with a finger. When they approve, the deal is marked won, a job is created and you are notified. See estimates and invoices in Dheed.

The Estimate follow-up recipe sends an unsigned estimate reminder by email 2 days after the estimate goes out, then creates a call task for you 3 days later. Before each step, Dheed checks the estimate again. If it was signed or declined, the follow up stops. Recipes start turned off, so nothing goes out until you switch it on.

Make your own version

Triggers include estimate sent, signed, declined and still unsigned after a number of days you choose. Steps include wait, email, text (with the texting add-on and consent), create task, assign and notify team. A large roof replacement might wait longer than a service call. Reports show your estimate win rate, so you can see whether changes help.

Setting it up in Dheed

1. Connect your business email in Settings, Email, so follow ups come from you.
2. Load your price book so estimates are quicker to build.
3. Open Automations and turn on Estimate follow-up.
4. Read the built in email, and decide who gets the call task.
5. Use test mode to see which estimates from the last 30 days would have triggered, without sending.
6. After a month, compare the estimate win rate report with the month before.

Tips and mistakes to avoid

• Make the call task count. Example script: "I wanted to check if you had any questions on the estimate, and whether one of the options fits better."
• Do not discount on the first follow up. Ask what is holding them back first.
• Use the duplicate button to revise an estimate rather than starting over.
• Set an expiry date so the customer knows prices are not open forever.
• Write a clearer quote from the start with our guide on how to write a contractor estimate.
• Trades with large tickets, like roofing companies and electricians, often give customers a lot to think about on a big quote, so contractor quote follow up matters there.

Estimate follow up automation is one piece of the all-in-one business platform, from the first call to the paid invoice. See plans and pricing, or start free.

Frequently asked questions