How to follow up on an estimate

By Steve Clune, Back Office Bot · Updated November 14, 2026

Why follow-up wins jobs

Homeowners collect two or three quotes, get busy and forget. The contractor who checks in politely is the one they remember when they're ready. Following up isn't pushy. It's service.

A follow-up schedule that works

Same day: send the estimate and set expectations. "Hi [Name], here's your estimate for the [project]: [link]. Happy to walk through any of it. I'll check in later this week."

Day 2 or 3: answer questions. "Hi [Name], it's [You] from [Business]. Any questions on the estimate? Glad to adjust options if the budget needs it."

Day 7: give them a reason to decide. "Hi [Name], we're booking [month] now and have a couple of openings left. Want me to hold one for your [project]?" Only say this if it's true.

Day 14: the easy out. "Hi [Name], just checking whether you're still planning the [project]. If you went another direction, no problem at all. Just let me know so I can close out your file."

The day-14 message gets more replies than any other. People answer when you make it easy to say no.

What to say when they push back

"It's more than we expected." Offer options instead of a discount: a smaller scope, a different material, or doing it in phases.

"We're still getting quotes." "Makes sense. When you compare, check warranty, cleanup and timeline, not only price. Happy to answer anything."

"We're waiting on insurance." "Got it. Want me to check back in two weeks, or after you hear from the adjuster?"

Text or email?

Text first. Most people read texts within minutes, and email gets buried. Send the estimate itself by email or a link, then use text for the check-ins.

Put it on autopilot

The schedule only works if you actually send it, and that's hard from a job site. BOB sends each follow-up automatically and stops the moment the customer replies, so you can pick up the conversation. See CRM and follow-up, or read how fast you should respond to a lead.