What to set aside before you count your open estimates
Open the list of written quotes or estimates your shop sent over the last seven days and cross out these four groups before you count:
- Estimates that the homeowner already accepted or booked on your schedule.
- Estimates where the homeowner already replied no or chose another option.
- Duplicate quote revisions sent for the same job (count only the current quote on the job record).
- Any estimate sent less than 48 hours ago, so its initial 24-to-48-hour follow-up window is still open.
Five-minute check on your remaining open quotes
On the open quotes that are at least 48 hours old, fill in these four columns on your sheet:
- Job and sent timestamp: Write down the customer name, job type (such as water heater replacement or roof repair), quoted dollar amount, and the day and hour the estimate was sent.
- 24-to-48-hour follow-up check: Check your sent email and text history to see whether your shop sent a written follow-up between hour 24 and hour 48 after the quote went out.
- Day-six follow-up check: For any open quote sent six or more days ago, check whether a second plain check-in note was sent on day six.
- Count the unworked quotes: Count the estimates with no follow-up logged between hour 24 and hour 48.
Limits of this estimate tracker check
This five-minute check counts open estimates on your own list that have no follow-up logged between hour 24 and hour 48. It does not establish why a homeowner went quiet, it does not prove that a quote was lost because no follow-up was sent, and it never claims close-rate gains or lost revenue.
Weak and strong estimate follow-up example
Weak example
"Just checking in on the estimate we sent you. Let us know if you want to move forward." Mike's Plumbing
This note names no job, repeats no detail from the quote, and gives the homeowner no specific question to answer.
Strong example
"Hi Mark, checking in on the $4,800 tankless water heater estimate we sent last Wednesday for 142 Oak Street. Do you have any questions about the vent routing or the warranty before you decide? Cody, drafted for Mike's Plumbing"
This day-six follow-up names the exact dollar amount, equipment, and street address from the record, puts Cody and the business name on the sign-off line, and asks one clear question without offering an unapproved discount.
How Cody drafts estimate follow-ups in Omni Studio
In Omni Studio, Cody handles sales and estimates. During setup, we configure Cody around your trade and your quote records so Cody tracks open estimates by sent date and prepares a plain follow-up draft beside the quote record. Nothing goes out until you approve it. You open the card and choose "Edit", "Reject", or "Approve and send".
Test the workflow first in the Free 14-day workspace, no credit card. It runs on sample data for a made-up business, where calls, texts, and email are simulated and daily limits apply.
Start the free 14-day workspaceHard limits
- Never sends an estimate follow-up text or email without your approval.
- Never lowers a quoted price, invents a promotion, or changes scope on its own.
- Never messages a homeowner who declined the quote or replied STOP.
- Never promises a truck arrival date your schedule cannot support.