Learn when and how to follow up on quotes to improve your acceptance rate and close more business.
Why Follow Up Matters
Industry statistics:
- 44% of salespeople give up after 1 follow-up
- 80% of sales require 5+ follow-ups
- Contractors who follow up 3+ times close 50% more quotes
Your competitors probably don't follow up consistently.
This is your competitive advantage.
When to Follow Up
Follow-Up Timeline
3 Days After Sending:
- Purpose: Ensure they received it
- Tone: Helpful, not pushy
- Method: Email or text
1 Week After Sending:
- Purpose: Check if they have questions
- Tone: Consultative
- Method: Phone call + email
2 Weeks After Sending:
- Purpose: Offer to revise or discuss options
- Tone: Problem-solving
- Method: Phone call
1 Day Before Expiration:
- Purpose: Urgency (quote expires soon)
- Tone: Friendly reminder
- Method: Email or text
After Expiration:
- Purpose: Extend or revise
- Tone: Helpful (prices may have changed)
- Method: Phone call
Follow-Up Method #1: 3-Day Check-In
Email Template:
Subject: Did you receive our quote? - [Your Company]
Hi Sarah,
I wanted to make sure you received the quote I sent
last Thursday for your AC compressor replacement.
Quote #QUO-2026-0042: $2,083.20
Just checking - did you have any questions about:
• The scope of work?
• The timeline (6 hours)?
• Warranty coverage (3 years parts, 1 year labor)?
• Payment options?
I'm here to help! Feel free to call me directly at
(555) 123-4567 if easier to discuss.
Thanks,
Mike Johnson
[Your Company Name]
Text/SMS Version:
Hi Sarah, Mike from [Company]. Just wanted to make
sure you got our quote ($2,083) for the AC compressor
replacement. Any questions? Text or call anytime:
(555) 123-4567
Follow-Up Method #2: 1-Week Phone Call
Script:
"Hi Sarah, this is Mike from [Your Company]. I'm
calling about the quote I sent last week for your
AC compressor replacement.
[PAUSE - Let them respond]
I wanted to check if you had a chance to review it
and if you have any questions."
[Listen to their response - see objection handling below]
[If positive:]
"Great! When would be a good time for us to schedule
the work? We have availability this Wednesday or Friday."
[If unsure:]
"I completely understand. What would help you make
the decision? Is it the price, timing, or something else?"
[Close:]
"No problem. I'll follow up again in a few days.
In the meantime, feel free to call me directly at
(555) 123-4567 if anything comes up."
Best time to call:
- Tuesday-Thursday
- 9:00 AM - 11:00 AM (before lunch rush)
- 2:00 PM - 4:00 PM (after lunch)
- Avoid: Mondays (too busy), Fridays after 3 PM
Follow-Up Method #3: 2-Week Revision Offer
Email Template:
Subject: Would a different option work better?
Hi Sarah,
I haven't heard back on the quote I sent 2 weeks ago
for your AC compressor replacement.
I'm wondering - was it the cost or timing that's
holding you back?
I can offer a few alternatives:
OPTION 1: Phased Approach
Fix the compressor now ($1,975), then address the
ductwork in spring. Spreads cost over time.
OPTION 2: Financing
$138/month for 18 months (0% APR for qualified customers)
OPTION 3: Revised Timeline
If you can wait until after peak season (September),
I can reduce the labor cost by 10% ($57 savings).
Would any of these work better for you?
Let's find a solution that fits your budget.
Thanks,
Mike Johnson
(555) 123-4567
Follow-Up Method #4: Expiration Reminder
1 Day Before Expiration:
Subject: Your quote expires tomorrow - [Your Company]
Hi Sarah,
Quick heads up - your quote for the AC compressor
replacement expires tomorrow (January 31).
Quote #QUO-2026-0042: $2,083.20
After tomorrow, I'll need to revise pricing based
on current part costs (prices have been going up).
Want to lock in this price? I can get you on the
schedule this week.
Just reply "YES" to this email or call me:
(555) 123-4567
Thanks,
Mike
Why it works:
- Creates urgency (real deadline)
- Fear of price increase
- Easy response ("YES")
Handling Common Objections
Objection 1: "Your price is too high"
Response:
"I understand price is important. Can I ask - have
you received other quotes?"
[If yes:]
"That's smart to compare! I'd love to know what
you're comparing. Sometimes quotes include different
things. Can you tell me what the other quote includes?"
[Often they're comparing apples to oranges - parts
quality, warranty, labor time]
"Here's what makes our quote different:
• 5-year parts warranty (vs. 1-year)
• Licensed technicians (not subcontractors)
• Same-day service for future needs
• No hidden fees
That said, I can work with you on price. What's
your budget? Let me see if there's a way to make
this work."
[Options:]
- Remove optional items
- Offer payment plan
- Split into 2 jobs (do critical work now)
Objection 2: "I need to think about it"
Response:
"Absolutely - this is a big decision. I totally get it.
Can I ask what specifically you need to think about?
Is it the cost, timing, or something else?"
[Listen carefully - this reveals the real objection]
[If cost:]
"Would a payment plan help? We offer 0% financing
for 12 months."
[If timing:]
"When were you thinking? I can hold this price if
we schedule in the next 2 weeks."
[If quality/trust:]
"Would it help to see some reviews from other customers?
Or I can provide references for similar jobs we've done."
[Close:]
"Tell you what - I'll check back with you in 3 days.
Does Thursday work to reconnect?"
Key: Don't let them say "I'll call you" - YOU control the follow-up.
Objection 3: "I'm getting other quotes"
Response:
"Smart move - you should definitely compare. I do
the same thing when I'm making a big purchase.
Can I give you some things to look for when comparing?
✓ Warranty length (ours: 5 years parts, 1 year labor)
✓ Technician certifications (all ours are EPA-certified)
✓ What's included (we include all materials, disposal)
✓ Response time (we offer same-day emergency service)
✓ Hidden fees (we have none - quote is final price)
When you get other quotes, feel free to call me if
you have questions or want me to match/beat a
legitimate competing offer.
How soon do you think you'll decide? I want to make
sure I can still get you on the schedule."
Shows confidence without being pushy.
Objection 4: "We're going to wait until it breaks"
Response:
"I hear you - no one wants to spend money before
they have to!
Here's my concern: your capacitor is showing early
failure signs (bulging). When it fails completely:
1. It'll be an emergency (no cooling in July heat)
2. Emergency rates are 30% higher ($2,700 vs. $2,083)
3. We might not have immediate availability
4. Could damage other components ($$$ more expensive)
Think of it like your car - you wouldn't wait for
brakes to fail completely, right?
That said, if you want to wait, I understand. Can I
at least put you on our priority list for when it
does fail?"
[Alternative close:]
"Or we could schedule it during our slower season
(next month) and I can reduce the labor cost by 10%."
Objection 5: "I found it cheaper online / I'll do it myself"
Response:
"I get it - online prices look tempting!
A few things to consider:
1. Parts alone: The compressor online might be $800,
but you'll need:
- Refrigerant ($160)
- Contactor ($45)
- EPA certification to buy refrigerant (legally)
- Vacuum pump rental ($50/day)
- Manifold gauges ($150)
- Time (most DIYers: 2 days vs. our 6 hours)
2. Warranty: Online parts often void your system warranty.
Ours includes manufacturer warranty + our labor warranty.
3. Risk: If installed wrong, you could damage the
compressor ($1,200), or even the whole system ($3,000+).
That said, if you're handy and have the tools, I respect
that! But if it doesn't go as planned, we're here.
Want me to at least do the refrigerant work? Legally,
you need EPA certification. We can do just that part
for $350, and you do the rest."
[Finds middle ground - might still get partial work]
Closing Techniques
Assumptive Close
After handling objection:
"Sounds good! I have availability this Wednesday at
9 AM or Friday at 2 PM. Which works better for you?"
Assumes they're ready to proceed - often they say "Friday works."
Alternative Close
Give two options, both lead to yes:
"Would you prefer to schedule for this week or next
week?"
"Should we do the full repair now, or start with the
critical part and do the rest later?"
"Would you like to pay the deposit now to lock in
the price, or when we arrive?"
Either answer = closed sale.
Takeaway Close
Use sparingly - creates urgency:
"I totally understand if now isn't the right time.
We're actually booking out 2 weeks now, so if you
decide to move forward, let me know soon so I can
hold a spot for you."
Fear of missing out motivates action.
Automated Follow-Ups
Set up automatic reminders:
Day 3: Auto-send email "Did you receive quote?"
Day 7: Reminder to call customer
Day 14: Auto-send "Any questions?" email
Day 29: Auto-send "Expires tomorrow" email
How to set up:
- Settings → Quotes → Automatic Reminders
- Check boxes for each timing
- Customize email templates
- Save
Runs on autopilot - you just handle the calls.
Tracking Follow-Up Success
Dashboard: Quotes Needing Follow-Up
Shows:
URGENT (3 days old): 8 quotes, $18,400
DUE SOON (7 days old): 12 quotes, $28,900
OVERDUE (14+ days old): 5 quotes, $11,200
Action:
- Call URGENT quotes today
- Email DUE SOON quotes
- Last attempt on OVERDUE (then mark lost)
Conversion Rate by Follow-Up Count
Reports → Quotes → Follow-Up Analysis:
0 follow-ups: 15% conversion
1 follow-up: 28% conversion
2 follow-ups: 42% conversion
3+ follow-ups: 61% conversion
Proves: More follow-ups = more closed business.
When to Stop Following Up
Mark as "Lost" After:
5 follow-ups with no response:
- 3 days: email
- 1 week: call
- 2 weeks: call
- 4 weeks: final email
- 6 weeks: Mark LOST
Customer explicitly declines:
- Mark DECLINED immediately
- Add note: "Customer went with competitor / DIY / waiting"
- Move on (don't waste time)
Quote expired and they didn't extend:
- Auto-marks EXPIRED after 30-90 days
- One final "Do you still need help?" email
- Then mark LOST
Lost Quote Analysis
Learn from lost quotes:
Common reasons:
- 40%: Price too high (adjust pricing strategy?)
- 25%: Timing (follow up in 3 months)
- 15%: Went with competitor (what did they offer?)
- 10%: Did it themselves (offer parts-only service?)
- 10%: Fixed itself / no longer needed
Action:
- Review monthly lost quote report
- Identify patterns
- Adjust pricing, services, or follow-up timing
Best Practices Summary
✅ DO:
- Follow up within 3 days of sending quote
- Call (don't just email) - higher success rate
- Ask questions to uncover real objection
- Offer alternatives (financing, phased approach)
- Create urgency (expiration, price increase, availability)
- Track follow-up attempts in system
- Learn from lost quotes
❌ DON'T:
- Give up after 1 follow-up
- Be pushy or aggressive (turn-off)
- Lower price immediately (cheapens your service)
- Forget to follow up (biggest mistake)
- Take rejection personally (part of business)
- Follow up forever (5 attempts max)
Scripts for Different Scenarios
Customer Says: "Call me back in a month"
Response:
"Absolutely! I'll mark my calendar for February 17.
In the meantime, here's my direct number in case
anything changes: (555) 123-4567.
And just so you know, this quote expires January 31,
so if you decide sooner, let me know and I can extend it."
[Set reminder for February 17]
Customer Says: "I'm using a competitor"
Response:
"I understand - thanks for letting me know. Can I ask,
just for my own learning, what did they offer that
made you choose them? Was it price, timing, or something
else?"
[Listen - might reveal they haven't actually chosen yet]
"Well, if anything changes or they don't work out,
please keep us in mind. We'd love to earn your business
in the future."
[Mark DECLINED, add competitor name in notes]
Customer Says: "We decided to do nothing"
Response:
"That's totally fine - sometimes that's the right call.
Just so you know, we're here if the problem gets worse.
And if you change your mind in the next few weeks, I can
still honor this quote.
Can I at least add you to our email list for seasonal
maintenance tips? No cost, just helpful advice to keep
your system running."
[Keeps you top-of-mind for future needs]
Related Tasks
- Create Quote - Before following up
- Convert to Job - After successful follow-up
- Track Unpaid Invoices - Similar persistence needed
Need More Help?
- Video: Watch: Sales Follow-Up Strategies
- Role Guide: Owner's Guide
- Contact Support: [email protected]