Quote Follow-up
Keep every outstanding quote moving.
Follows up quotes you have already issued on a limited schedule, answers questions from the quote itself and helps the customer accept or ask for a change. You keep control of price and scope: any change becomes a new quote version only after you approve it.
A real customer situation
A gardener sent an A$420 hedge-trimming quote last week and has heard nothing. Chasing it means remembering which quotes are still open, what each one said and whether the customer already asked for something different.
Where the owner wants to be
Every open quote gets a few well-timed, relevant follow-ups and then stops. Accepted quotes turn into booking invitations, change requests reach the owner as a clear decision, and declined or expired quotes are closed with a reason.
What it handles
- Sends up to three follow-ups on a fixed schedule and stops at the limit
- Answers questions from the current quote version only
- Routes extra tasks and price requests to the owner for a decision
- Issues the owner-approved revision as a new version that supersedes the old one
- Stops reminders on acceptance, decline, stop request or owner takeover
What it deliberately does not do
- Never changes price or scope without owner approval
- Never follows up or accepts an expired or superseded quote
- Does not send the same follow-up twice, even when a message is retried
- The public demo sends no messages and changes no quote
Interactive demo
Try it with sample data
No sign-up needed. Pick a scenario, change the inputs, then play the customer and the owner. The right-hand panel only shows what the workflow actually recorded.
Uses three sample quote versions and a simulation clock. No message is sent and no quote or calendar is changed.
Choose a scenario
The A$420 hedge-trimming quote is accepted after the first follow-up.
Follow-ups on days 3, 7, 12; quotes expire after 30 days.
Earlier versions count as superseded.
Highlights that reply; you can still choose any.
Customer side · SMS thread with the customer
Press “Run scenario” to start. Every message and record here comes from sample data.
Workflow and harness
How Quote Follow-up runs
Reference schematic for the proposed workflow. Blue steps do the work, purple paths handle exceptions and returns, and amber checks are the harness controls that a step cannot pass without.
Overview — business stages
Read the full flow as text
- Open quote reaches due date (business step)
Follow-ups due on days 3, 7, 12 after issue. Output: Due follow-up. Leads to: Check quote version and status. - Check quote version and status (business step)
Current version only; valid 30 days. Output: Current, valid quote. Leads to: Send relevant follow-up. - Send relevant follow-up (business step)
Message key per quote version and follow-up. Output: Message in outbox. Leads to: Classify customer response. - Classify customer response (business step)
Accept, question, change, price, decline, stop. Output: Classified reply. Leads to: Approve next step; No reply; Scope change requested. - Approve next step (business step)
Acceptance at approved price proceeds; changes need owner. Output: Owner decision or go-ahead. Leads to: Record accepted or closed quote; Revised quote. - Record accepted or closed quote (business step)
One acceptance per version; cancel remaining reminders. Output: Accepted + booking invitation, or closed with reason. - No reply (exception or return path)
Next follow-up, max 3; then owner call task. Output: Next follow-up or stop. Leads to: Check quote version and status (bounded retry). - Scope change requested (exception or return path)
Never change automatically; ask owner. Output: Owner decision task. Leads to: Approve next step (owner decision). - Revised quote (exception or return path)
New version supersedes old; schedule restarts. Output: Quote v(n+1). Leads to: Check quote version and status (new version). - Current approved quote (harness check)
Current version, not expired, not superseded. Output: Pass / blocked. Leads to: Check quote version and status (required check). - Contact limit (harness check)
Max 3 per version; stop on decision or takeover. Output: Allow / stop. Leads to: Send relevant follow-up (required check). - Scope and price approval (harness check)
Owner approves any scope or price change. Output: Approved change or unchanged quote. Leads to: Approve next step (required check).
Harness controls
- Check quote expiry and current version before every message or acceptance
- Bound reminders to three per version
- Stop immediately on acceptance, decline, stop request or owner takeover
- Require owner approval for changed scope or price
- Use a persistent message key so retries never resend
Systems and data
Production uses the quoting tool, CRM, an eligible messaging channel and a calendar. The demo uses three versioned sample quotes, a simulation clock and an outbox that holds every message.
Demo boundary
External calls, customer messages, payments and business writes use synthetic fixtures and an on-screen outbox. The demo shows only verified demo state. Custom production connections are a paid implementation deliverable.
What gets delivered
The records your business receives
Booking invitation
After acceptance, a link to choose a date for the accepted version, with reminders already cancelled.
Owner decision request
The customer's exact request, the current version and price, and approve or keep options — never an automatic price change.
Quote record
Current version, price, scope, validity, superseded versions, follow-up history and final status: accepted, declined, expired or open.
Custom deployment
Configured for your business during a paid implementation. Integrations are confirmed during discovery, never assumed.
Your business rules
- Follow-up timing, number of reminders and quiet hours
- Quote validity period and what happens on expiry
- Which changes need owner approval and who approves them
- Message wording for each follow-up and version
Systems we connect
Measurement
We measure completed business against a baseline, not messages sent. No results are promised before discovery.
Business results
- Accepted quote value
- Completed jobs and margin
- Accepted value compared with baseline follow-up performance
Operational reliability
- Follow-ups sent twice from retries (target: zero)
- Messages sent after acceptance, decline or stop (target: zero)
- Price or scope changes without owner approval (target: zero)
Want this following up your own open quotes?
Book a call about Quote Follow-up. We start with discovery: your current process, volumes, systems and who handles exceptions. The proposal then defines the integrations, approvals and acceptance tests before anything goes live.