A simple system for keeping service quotes from getting lost
For many small service businesses, leads arrive through email, referrals, calls and website forms. A quote gets sent, then a few days go by. Without a simple follow-up process, it is easy to forget who needs a reply.
1. Capture the next step as soon as the inquiry arrives
Keep a record of the prospect's name, service requested, date received, quoted price (if any), and the next action. For example, a cleaner may need property size and frequency before preparing a price.
2. Record the date you last contacted them
Separate the date of the original inquiry from the most recent reply. This helps you avoid following up too soon or waiting indefinitely.
3. Choose a follow-up date, not just a vague reminder
Set a specific date after sending an estimate, and adjust it to the customer's timeframe. One possible sequence for an unresponsive prospect is a short check-in a few days after the quote and one later final message. Don't send repeated unsolicited messages after someone declines or asks you to stop.
4. Use a useful, low-pressure message
Hi [First Name], just checking whether you had a chance to review the estimate for [service]. If your schedule or scope has changed, I'm happy to adjust it. Let me know if you have questions.
5. Measure your results
Track how many leads reach each stage: new, contacted, quoted, won and lost. A basic win-rate calculation is won leads divided by all decided leads (won plus lost). This does not measure profitability—use job cost and contribution-margin estimates alongside it.
Practical rule: a spreadsheet can organize the workflow, but it won't send messages on your behalf unless connected to another service. Review open and overdue follow-ups routinely.
To estimate your job costs and service price, explore the Pricing & Profit Toolkit.
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