Estimate follow-up agent
Every quote you send gets a yes or a no
You drove out, measured, priced it at the kitchen table and sent it. Then the week got busy and nobody called back. This agent does the checking in for you, by text or email, until there is an answer.
Estimate follow-up agent
What does an estimate follow-up agent do?
An estimate follow-up agent checks in with every customer you sent a quote to, on a schedule you choose, until they say yes or no. Optimus Business Solutions in Salem, New Hampshire builds it around your estimates and your words. A few days after the quote goes out, the customer gets a friendly note asking if they have questions. If they say yes, the agent tells you and offers a start date from your calendar. If they say no or not yet, you hear why. A quote never just fades away.
Who it helps
For the owner with a stack of open quotes
Every contractor has them: estimates sent weeks ago that never got a reply. You meant to call. Then a leak, a no heat call and a supplier mix up took the week, and calling about a quote felt pushy anyway. This agent helps the roofer, the remodeler, the HVAC shop and anyone else who prices bigger jobs and loses track of the ones still waiting.
- Contractors who price jobs on site
- Quotes that sit with no answer
- Owners who dread making the chasing call
What it does
From quote sent to an answer you can act on
When an estimate goes out, the agent notes it and starts the clock you set. The first check in asks if the customer has questions. Later ones recap what the quote covers, or mention when you could start, in words you approved. Each reply comes back to you already sorted: ready to book, has a question, wants a change, or went with someone else.
- A follow-up schedule you set
- Messages written in your words
- Replies sorted into book, question, change or lost
Connected
Reads your estimates where you already make them
It connects to the software you write estimates in, or to the email you send them from, so it knows which quotes are open and which are signed. Answers and outcomes land in your CRM on the right customer. When someone is ready, it can offer a start window from your calendar and put the deposit link from your invoicing in front of them, if your software offers one.
- The estimating software or email you use
- Open and signed quotes tracked
- Outcomes saved in your CRM
You stay in charge
It asks for the answer. The price stays yours.
It never changes a number on a quote, offers a discount, or argues with a no. Questions about scope, price or materials come to you with the customer's words attached, because those conversations win or lose the job. You pick how many check ins a quote gets and when they stop. Each quote keeps a trail of what was sent and what came back.
- No discounts, no price changes
- Scope and price questions come to you
- A trail for every quote
Keep going
Where this connects
Each agent takes one job. These are the pages it works beside.
Questions owners ask
Estimate follow-up agent: straight answers
Will customers find the follow-ups pushy?
Not when they sound the way you would say it. The messages are short and polite, they offer help rather than pressure, and they stop when the customer answers. Someone who says not now is asked when to check back, then left alone until that day. A customer who simply forgot gets an easy way to reply.
What happens when a customer says yes?
You hear about it right away, with the quote and the customer's message in front of you. If you want, the agent offers a start window from your calendar and sends whatever comes next in your process, such as the agreement to sign or the deposit request from your own software. The deal moves to won in your CRM.
What if they say the price is too high?
That comes to you, not to the agent. A price objection is a conversation about scope, materials and trust, and it is yours to have. The agent thanks the customer, tells them you will be in touch, and puts their exact words in front of you, so you pick up the phone knowing what they said.
When does it stop following up?
When the customer gives an answer, or when the schedule you set runs out. You might want a small repair quote chased for a couple of weeks, and give a new roof more time because people need to think and save. Once it stops, the quote is marked as gone quiet, and you decide whether to make one last call yourself.
Does this work for small service calls too?
It fits best where you price the work first and the customer decides later: replacements, installs, roofs, remodels, anything bigger than a quick repair. A simple service call booked and done the same day has nothing to chase, so the speed-to-lead responder or the scheduling agent is the better fit there.
Tell us the job that eats your time
Book a 15-minute call and describe the job; you get a straight answer on whether an agent fits it.