Estimate follow-up sequence for contractors and roofers

What it does

After an estimate goes out, an automated, personal-sounding follow-up runs over two to three weeks: a check-in, an answer to common objections, a gentle deadline, and a 'should I close this out?' message. Replies stop the sequence and alert the estimator.

Tools used

• Jobber (quote follow-ups) or JobTread / Buildertrend
• GoHighLevel or HubSpot (sequences)
• Zapier
• OpenAI API or Claude (personalized drafts)

Setup notes

1. Trigger on 'quote sent' status in the job software. Stop on 'approved', 'declined', or any inbound reply.
2. Personalize from the estimate's line items and the estimator's notes, not just the customer's first name.
3. Keep a human-approval step for the first month so the owner trusts the tone.
4. Track the open-quote list weekly. The value shows up as quotes moving out of 'pending'.

Replace the {placeholders} with your own details.

Write a follow-up message from {Estimator name} at {Company} to {Customer} about estimate #{id} for {scope summary} totaling {amount}, sent {days} days ago. This is touch {n} of 4. Touch 1: friendly check-in, offer to walk through it. Touch 2: address one likely concern ({financing / timeline / material choice}) in two sentences. Touch 3: mention that scheduling for {month} is filling and pricing is held until {date}. Touch 4: polite close-out ('should I close this out or keep it open?'). Under 90 words, sound like a real local contractor, no pressure tactics, no fake urgency beyond the stated facts.

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