Free playbook · 6 steps

Quote Follow-Up Process: From Quote Request to Won Job

Most quotes are not lost on price. They are lost because nobody followed up. The customer got busy, the quote sat in an inbox, and a competitor who called back on day three got the job.

This playbook turns quoting into the same six steps every time, so every quote ends in a clear yes or a clear no. Use it as a checklist, or open it in the free Process Playbook and run it with a timer that shows where your time goes.

Run it step by step, free Read the steps ↓

Starts whenA customer asks for a quote
Done whenAn approved quote, or a clear no, with nothing left to chase

Signs you need this playbook

  • You find quotes in your sent folder that you never chased.
  • Pricing depends on who writes the quote and what they remember.
  • You cannot say, right now, how many quotes are open and what they are worth.
  • Customers ring to ask whether you got their request.

The 6 steps

  1. 1Check the request and ask for missing details

    Ask for everything you need in one message, not three.

    Template

    Hi [name], thanks for getting in touch. So I can get this right first time, could you send:
1. [detail]
2. [detail]
3. [photos / measurements / deadline]
Once I have these I will get back to you by [day].
    AI prompt for this step 
    I run a small business. Here is a customer request (no personal details): [paste]. List the information I still need before I can [quote / book / start], and write one short, friendly message asking for all of it at once.

    Remove customer names and personal details before pasting anything into an AI tool.

    Tools to consider: Tidio (some are affiliate links)

  2. 2Price the job

    Price from your sheet or last similar job, not from memory.

    AI prompt for this step 
    Here are the job details (no customer names): [paste]. Here is my price list: [paste]. Build an itemised quote, flag anything I have not priced, and list the assumptions I should state on the quote.

    Remove customer names and personal details before pasting anything into an AI tool.

    Tools to consider: ChatGPT · Claude

  3. 3Send the quote

    Say what happens next and by when, in the quote email itself.

    Template

    Hi [name],

Thanks for the chance to quote. Your quote for [job] is attached: [total] including [what is included].

It is valid until [date]. To go ahead, just reply "yes" and I will book you in for [timeframe].

Any questions, call me on [number].

[Your name]

    Tools to consider: Gamma (some are affiliate links)

  4. 4Set a follow-up reminder

    Put the follow-up date in a system, not your head.

    Template

    Follow up: [customer] / [job] / quote sent [date] / chase on [date + 3 days]

    Tools to consider: Capsule CRM · Close (some are affiliate links)

  5. 5Chase after 3 days

    One short, helpful nudge. Ask a question they can answer in one line.

    Template

    Hi [name], just checking you received the quote for [job]. Is there anything you would like me to change, or shall I pencil you in for [date]?
    AI prompt for this step 
    Write three short, friendly follow-up messages for a quote sent [3 / 7 / 14] days ago. No pressure tactics. Each should end with a simple question.

    Remove customer names and personal details before pasting anything into an AI tool.

    Tools to consider: Capsule CRM · Close · Lindy (some are affiliate links)

  6. 6Log the outcome

    Log it while it is fresh: who, what they want, next step and date.

    Template

    Contact: [name / company]
Wants: [summary]
Source: [website / referral / call]
Next step: [action] by [date]

    Tools to consider: Capsule CRM · Close (some are affiliate links)

Common mistakes

Quoting before you have the details

Every missing measurement or photo is another email and another day. Ask for everything in one message.

Ending the quote email with nothing

Say how to accept and what happens next. "Reply yes and I will book you in for the week of [date]" works.

Chasing from memory

If the follow-up date lives in your head, it will slip in a busy week. Put it in a CRM or calendar the moment the quote goes out.

Never logging the no

A lost quote with a reason is useful. Price, timing and scope losses each need a different fix.

Questions owners ask

How soon should you follow up on a quote?

Three working days is a good default for most small jobs. It is soon enough that the customer still remembers you and late enough that it does not feel pushy. For larger jobs, agree a decision date when you send the quote and follow up the day after.

How many times should you chase a quote?

Two or three short, helpful messages is usually enough: around day 3, day 7 and day 14. Each one should end with a simple question the customer can answer in one line. After that, log it as lost and note why.

Can AI write quote follow-up emails?

Yes, and it is a good first use. Give it the job type and how long ago the quote went out, with no customer names, and ask for three short, friendly follow-ups. A person should still read and send them.

Do I need a CRM to follow up on quotes?

Not to start. A shared spreadsheet with customer, job, date sent, value and chase date works. A simple CRM helps once you have more than a handful of open quotes a week or more than one person quoting.

Want help putting it into practice?

Adapting Services helps Ontario businesses fix the process first, then choose the tools that fit. The paid Process Scan is a focused remote interview with Sean and a written action plan, or start with the free online scan.