Tuesday: quote sent. Monday: “Wait, did we ever follow up?”
Consistency is useful. Harassment is not.
What the workflow needs to know
- When the quote was sent
- Who owns it
- Whether it was accepted, declined, revised or expired
- Whether the customer replied
- Whether the quote is ordinary or important enough to deserve personal follow-up
A sensible sequence
Day 0Quote goes out. Owner and sent date are recorded.
LaterA short check-in confirms the customer received it and invites questions.
If quietOne more follow-up happens on the agreed cadence.
If they engageAutomation stops.
If still openHigh-value or unusual quotes go to a person instead of continuing forever.
Where it gets awkward
- A revised quote restarts the wrong sequence.
- The customer replies but the automation keeps talking.
- A $500 job and a $50,000 job get identical treatment.
- The quote itself took two weeks to send, so follow-up is not the real problem.
What to measure
Look at follow-up coverage, time from quote to first follow-up, manual touches, replies and the number of sequences that failed to stop when they should have.
When not to automate
If you send five highly custom proposals a month and the salesperson already follows them personally, keep doing that.
Talk to us about your workflow
You do not need to know the technology. Start with what is taking too long or falling through the cracks.
Start there