Follow up every quote until you get an answer

The problem

Quotes stall because nobody owns what happens after they're sent. You measured the job, priced it, wrote it up and sent it. Then the day filled up. The customer read it on their phone, meant to reply, had a question about the payment terms and never asked it.

A week later, you're not sure whether to chase. Chasing feels pushy, and you're busy with work that is already confirmed. So the quote sits in a sent folder with no outcome. You don't know whether you lost on price, on timing or on nothing at all.

The cost compounds. Without recorded outcomes, you can't tell which services win and which don't, which lead sources produce buyers, or whether your prices are out of line. Every new quote is a guess based on the last one.

What we build

We build quote follow-up on Cadenza, our lead follow-up system, triggered by Maestro, our workflow automation, from the tool you quote in.

1. Sending the quote starts the clock. When a quote goes out from your quoting, accounting or proposal tool, Maestro creates or updates the deal in your CRM with the amount, the service and the date.
2. A short, timed sequence follows. We write it with you. One common shape: a check-in the next day asking whether the quote arrived and answering the most common questions; a call or text a few days later offering to walk through it; a final note before the quote expires. Timing and channels depend on how your customers buy.
3. Every message is specific. Each one names the job, the amount and the next step, and answers a real question: what's included, how scheduling works, what the payment terms are. No "just checking in".
4. Replies are handled straight away. When the customer replies with a question, Concierge, our AI sales and service agents, answers from the quote and your approved policies. Anything about changing the price or the scope goes to a person, with the conversation attached.
5. The sequence stops on any answer. A reply, an acceptance, a decline, an opt-out or your team marking the deal closed: each one ends the sequence immediately.
6. Accepted quotes move straight to the work. Acceptance triggers the deposit request, the booking or the contract, so the customer isn't left waiting for the next step.
7. Lost quotes get a reason. When a customer declines, they're asked one short question about why. The answer is recorded, so patterns show up over time.

We write the sequence in your voice, and you approve every message before it runs. Each one makes it easy to opt out, and the sequence respects quiet hours, so nobody gets a text about a patio at 11 PM.

How it connects

Quote follow-up sits in the middle of the system, between the conversation that produced the quote and the work that follows a yes.

• Concierge answers the questions a quote raises, by chat, text or phone, so the customer doesn't wait for the one person who wrote it.
• Maestro sits on both sides of the quote. Before, it can draft the quote from the customer's request. After, it turns an acceptance into a deposit request, a contract or a job sheet. See booking to job sheet and client onboarding.
• Quotes that stay silent after the sequence ends aren't deleted. They come back through old lead reactivation when the timing is right, such as before your next busy season.

For the principles behind follow-up that doesn't sound like a robot, read how to automate lead follow-up.

What we measure

We take a baseline from your existing quotes during the Growth Blueprint, then report against the agreed targets after launch.

• Sent quotes with a recorded outcome. The share of sent quotes marked accepted, declined or expired, rather than unknown. Measured from deal stages in the CRM.
• Time from quote sent to decision. Days from a quote going out to acceptance or decline. Measured from CRM timestamps, median and 90th percentile.
• Quote acceptance rate, by service and source. The share of sent quotes accepted, grouped by service and lead source. Measured from deal records in the CRM.
• Reasons for lost quotes. The recorded reason for each declined quote: price, timing, chose another provider, no longer needed. Measured from the reason field on each lost deal and reviewed with you in each report.