How to follow up after sending a quote
You spent time on the quote, sent it, and heard nothing. It is one of the most common moments in a small business, and one of the most uncomfortable. Many owners never follow up because they do not want to seem pushy. Yet many customers who go quiet are simply busy, comparing options or waiting to talk to someone at home. A polite, well-timed follow-up often brings them back. This guide covers when to follow up, how often, wording you can adapt, a worked example, and how to set up follow-ups that stop as soon as the customer replies.
The short answer
Follow up once two or three days after sending the quote, with a short, friendly message that makes it easy to reply. If there is still no answer, send one final follow-up about a week later, then stop. Each message should add something useful, such as an answer to a common question or a date that is filling up.
Replies you can adapt
Change the details to match your business. Names, prices and times are examples.
| When | Reply |
|---|---|
| First follow-up, two or three days later | Hi Claire, just checking the quote came through all right. Happy to answer any questions or talk through the options. |
| Offering a date | Hi Claire, I still have the week of 1 December free for your bathroom. If you would like it, let me know and I will hold it for you. |
| Answering a common worry | Hi Claire, one thing people often ask: the price includes removing the old suite and all the waste, so there is nothing extra to pay. |
| Offering a smaller option | Hi Claire, if the full quote is more than you planned, I could do the shower and tiling first for £2,400 and the rest later. Would that help? |
| Final follow-up | Hi Claire, I will not keep chasing. If you would like to go ahead later, just message me here and I will check my dates. |
| They say they chose someone else | Thanks for letting me know, Claire, and good luck with the project. If you need anything in the future, I am here. |
| They say it is too expensive | Thanks for being honest. I can look at the quote again if you tell me which parts matter most, or suggest a simpler option. |
| They ask for more time | Of course, take your time. I will hold the date until Friday, and after that I will check what is still free when you are ready. |
| The quote is about to expire | Hi Claire, a quick note that the quote is valid until 30 November, as material prices change. Happy to answer anything before then. |
What to avoid
- Following up the next morning. It can feel like pressure.
- "Just following up" with nothing else. Give a reason or something useful.
- Chasing again and again. Two follow-ups is usually enough.
- Guilt-tripping, such as "I spent a lot of time on this".
- Following up on several channels at once. Stick to the one they used.
What to tell your AI agent
- Give it your follow-up timing: the first after two or three days, the last after about a week, then stop.
- Give it the wording for each follow-up, and tell it to use the customer's name and project.
- Tell it to stop following up as soon as the customer replies, and to hand the reply to you.
- Tell it never to change the price, offer a discount or promise a date that is not free.
- Tell it to treat "no thanks" as final and reply only with a friendly close.
When a person should take over
- Any reply about price, scope or changes to the quote.
- Large jobs where a call or a visit will help the customer decide.
- Customers who say they have chosen someone else, if you want to ask why.
Why customers go quiet after a quote
Silence after a quote rarely means no. More often the customer is busy, waiting to talk to a partner, comparing two or three quotes, or unsure about one part of the price. Some simply forgot, because your quote arrived on a hectic day.
A follow-up reminds them you are there and makes it easy to take the next step. Done well, it feels like good service, not pressure. The key is to keep it short, friendly and useful, and to stop after a couple of tries.
A simple follow-up schedule
| When | What to send |
|---|---|
| When you send the quote | The quote, how long it is valid for, and one line inviting questions. |
| Two or three days later | A friendly check that it arrived, with an offer to answer questions. |
| About a week later | One useful thing, such as a free date or an answer to a common worry, and a gentle close. |
| After that | Stop. Leave the door open and wait for the customer to come back. |
Adjust the timing to the size of the job. A quote for a £60 repair might need one follow-up the next day. A quote for a new kitchen might need a little longer between messages, because the decision takes time.
A worked example
This WhatsApp conversation is for a small landscaping business. The owner sent a quote for a new patio. The follow-ups were set up to stop as soon as the customer replied. Names and details are examples.
| Who | Message |
|---|---|
| Business, Monday | Hi Mark, here is the quote for the patio: £3,800 including materials and clearing the old slabs. It is valid until the end of the month. Any questions, just ask. |
| Business, Thursday | Hi Mark, just checking the quote came through all right. Happy to answer any questions or talk through the options. |
| Business, the following Tuesday | Hi Mark, I have a gap in my diary from 2 December if you would like the patio done before Christmas. Let me know and I will hold it for you. |
| Customer, Tuesday | Sorry for the slow reply. We like it but wondered if sandstone instead of porcelain would be cheaper? |
| Owner | No problem at all. Sandstone would bring it down to about £3,300. I can send an updated quote today if you would like. |
| Customer | Yes please, and we will take the 2 December start |
The first follow-up was a gentle check. The second added something useful: a date before Christmas. When Mark replied, the follow-ups stopped and the owner answered the question about materials personally.
Follow-ups that stop when the customer replies
The worst follow-up is the one that arrives after the customer has already replied. It looks careless and can annoy someone who was about to book. Whatever you use to send follow-ups, make sure they stop as soon as the customer answers.
Spaces has workflows for this on WhatsApp, Instagram and LinkedIn. A workflow is a short series of messages with a delay between each step, and it stops when the person replies. You can also schedule a single message for a set time, inside working hours you choose. Every follow-up uses the same safety limits as any other message.
Quote follow-ups
After I send a quote, set up two follow-ups in the same chat:
1. After 3 days: "Hi [name], just checking the quote came through all right. Happy to answer any questions or talk through the options."
2. After 7 more days: one useful line (a free date or what the price includes), then "If you would like to go ahead later, just message me here."
Stop as soon as the customer replies, and hand the chat to me.
Never change the price, offer a discount or promise a date.
If they say no, reply once with a friendly close and stop.Email accounts in Spaces are one-to-one inboxes, so for quotes sent by email your agent can reply in the same thread when you ask it to. Keep the follow-up in the thread with the quote, so the customer has everything in one place.
Make the quote easier to say yes to
- Send it quickly, ideally within a day of the visit or enquiry.
- Say clearly what is included and what is not.
- Give a date the quote is valid until, so the customer has a reason to decide.
- Offer a start date or the next free slot.
- Finish with one simple next step, such as "reply yes and I will book you in".
Sum up and next step
Follow up once after two or three days and once more after about a week, then stop. Keep each message short and friendly, add something useful, and make it easy to reply. Make sure follow-ups stop as soon as the customer answers.
With Spaces, your AI agent can set up quote follow-ups in your own WhatsApp and Instagram chats as workflows that stop when the customer replies, and hand the answer to you. Read the notes above before connecting WhatsApp, because automating a personal account carries risk that Spaces lowers but cannot remove.
Pricing
FAQ
How long should I wait before following up on a quote?
Two or three days is a good starting point for most jobs. For small, urgent jobs, the next day can be fine. For large projects, give the customer a little longer.
How many times should I follow up?
Usually twice: a friendly check, then a final message with something useful and a gentle close. After that, stop and leave the door open.
Is following up pushy?
Not when it is short, friendly and occasional. Many customers appreciate a reminder, especially if they have been busy. Repeated chasing is what feels pushy.
What should I say in a follow-up?
Use the customer's name, mention the job, and offer help or something useful, such as a free date. Avoid "just following up" on its own.
Can an AI agent follow up quotes for me?
Yes. It can send follow-ups you have written at the times you choose, and with Spaces workflows they stop as soon as the customer replies. Price changes and new quotes should come from you.
What if they say the quote is too high?
Thank them for being honest and ask which parts matter most. You may be able to suggest a simpler option. Decide any change to the price yourself, not through an agent.
Should I follow up by phone instead?
A message is less intrusive and easier to answer in the customer's own time. A call can help for large jobs, but agree a time for it in the chat first.
Should I put an expiry date on quotes?
It helps. A clear date gives the customer a reason to decide and protects you if material prices change. Mention it once in a follow-up near the end.