Count the quotes you sent last month and the replies you received. For most service businesses the gap is more than half. Those leads did not choose a competitor; they got busy. A polite, automatic follow-up sequence brings a meaningful share back — and it costs nothing after it is built.
The problem
- Quotes go out by email and are never chased, or are chased once, awkwardly.
- The lead has to find the original email to reply.
- Nobody knows which quotes are open, which are won, which are dead.
The solution
- Quotes live in the panel with a status: sent, viewed, accepted, declined, expired.
- Viewed tracking: you know when the quote link was opened.
- Follow-up 1 (day 2): "Did the quote answer your questions?" with the quote attached and an accept button.
- Follow-up 2 (day 5): address the common objection for that service — timing, scope, payment terms.
- Follow-up 3 (day 10): the last one, honest — "closing this unless you tell me otherwise", with the expiry date.
- Stops automatically the moment the lead replies, accepts or declines; a human takes over.
- One-click accept turns the quote into a job or an invoice — see automatic invoices.
Tone
Plain, short, from a named person, no urgency theatre. The goal is to make replying easy, not to pressure. Three messages is the ceiling; more than that harms the brand.
Where it fits
This sequence is part of the quote-to-job flow in the transport operations panel and works the same for trades, agencies, printers, event suppliers — anyone who quotes. It pairs with the instant auto-reply at the front of the funnel. Build cost is a few days on top of an admin panel; price it with the cost calculator.