The $8,000 Quote That Sat for 3 Weeks (Until Automated Follow-Up Closed It)

The Quote Graveyard

Tom owns Flow Masters Plumbing, a 5-person operation in Mississauga. They do great work. Customers love them. But Tom had a problem that was costing him tens of thousands per year.

He sent quotes into the void and never heard back.

Here's how it worked: A customer would call about a bathroom renovation. Tom would visit, assess the job, write up a detailed quote ($5,000-15,000 typically), and email it over.

Then... nothing.

No response. No "thanks but no thanks." Just silence.

"I used to think if they didn't respond, they weren't interested. So I'd move on. Then I realized something: people are busy. They get your quote, intend to respond, get distracted, and forget. I was giving up on thousands of dollars because I assumed silence meant no."

The Brutal Math of Lost Quotes

Tom pulled his numbers from the previous quarter:

• Quotes sent: 47
• Quotes accepted immediately: 12 (26%)
• Quotes that ghosted: 28 (60%)
• Quotes declined: 7 (14%)

The 28 ghosted quotes had an average value of $6,800. That's $190,400 in quotes that just... disappeared.

What if even 20% of those could be recovered with proper follow-up? That's $38,000 in one quarter. $152,000 per year.

Why Manual Follow-Up Fails

Tom tried following up manually. He'd set reminders to call quote recipients after a few days.

Problems:

• He'd forget to make the calls (he was busy running a business)
• When he did call, people wouldn't answer (everyone screens calls now)
• He felt "pushy" and hated doing it
• He only followed up once, maybe twice—then gave up

The research shows it takes 5-7 touchpoints to close most sales. Tom was quitting after 1-2.

The $8,000 Quote That Changed Everything

In August, Tom quoted a full basement bathroom rough-in: $8,200.

He sent the quote. No response. He called once. No answer. He moved on.

Three weeks later, he saw the same customer post on a local Facebook group: "Looking for plumber recommendations for a basement bathroom."

Tom had quoted this exact job. The customer had just forgotten about him.

He commented on the post, the customer DMed him apologetically ("I totally forgot!"), and Tom got the job.

But it made him think: How many other quotes were sitting in inboxes, not rejected—just forgotten?

The Automated Follow-Up System

We built Tom an automated follow-up sequence that nurtures quote recipients without being pushy:

The Sequence

Day 1: Quote sent via email

Day 3: SMS follow-up: "Hi [Name], just following up on your bathroom renovation quote. Any questions I can answer? – Tom, Flow Masters"

Day 7: Email: "Still thinking it over? Here's what other customers love about working with us..." (social proof + FAQ)

Day 14: SMS: "Hi [Name], wanted to check in. Is this project still on your radar? Happy to adjust the scope if budget is a concern. – Tom"

Day 21: Final email: "I know you're busy. If now isn't the right time, just reply 'later' and I'll check back in a few months. No pressure!"

The whole thing runs automatically. Tom doesn't have to remember. He doesn't have to feel pushy. The system does the work.

The Results: 35% of "Ghosted" Quotes Convert

After 3 months with automated follow-ups:

📈 Quote Conversion Rate: 26% → 48%

Tom went from closing 1 in 4 quotes to closing nearly 1 in 2.

💰 $47,000 in Recovered Quotes

In 90 days, the follow-up system converted 7 quotes that would have been lost. Average value: $6,714. Total: $47,000.

⏱️ Zero Time Investment

The system runs in the background. Tom just sees the appointments appear on his calendar.

Why It Works

The psychology is simple:

• People aren't saying no—they're saying "not now" or "I forgot"
• Text messages get read (98% open rate vs. 20% for emails)
• Multiple touchpoints build familiarity (you're staying top-of-mind)
• Offering to adjust scope removes the budget objection

"I used to dread following up on quotes. It felt desperate. Now the system does it professionally, consistently, and without me having to think about it. The best part? Customers THANK me for following up. They genuinely forgot and appreciate the reminder."

The Template That Closes Deals

Tom's highest-converting follow-up message is surprisingly simple:

"Hi [Name], wanted to check in on your [project type] quote. If budget is a concern, I can suggest a phased approach—we could start with [smaller scope] for $[lower price] and expand later. Let me know what works! – Tom"

This message works because:

• It addresses the real objection (usually price, even if they don't say so)
• It offers an alternative (phased approach)
• It's low-pressure ("let me know what works")

Are You Giving Up Too Early?

If you send quotes and pray, you're leaving money on the table. Lots of it.

The fortune is in the follow-up. But most service businesses:

• Don't follow up at all (assume silence = no)
• Follow up once, maybe twice (quit too early)
• Use the wrong channels (emails that don't get opened)
• Sound desperate or pushy (when they do follow up)

Tom's automated system follows up 4 times over 3 weeks via SMS and email—professional, helpful, and persistent without being annoying.

The result? 35% of quotes that would have been "ghosts" become paying customers.