Give every sent quote one next action
To follow up a trade quote, record what you sent, agree when to check back and keep the next action beside the job. Before sending a reminder, check whether the customer has replied, the scope has changed or the proposed date is still available. Keep an unanswered quote separate from confirmed work.
This guide is an organising method for an existing customer enquiry. It works in a book or a spreadsheet, whether you quote for a roof repair, an electrical job, landscaping or a one-off clean. The example timing below is a starting point you can change, not a claim about the best conversion rate.
Free quote follow-up tracker
Download the blank quote tracker (CSV) or open the fictional worked example (CSV). No signup is needed. Save your own copy, then open it in Excel, Google Sheets or another spreadsheet app. If your app puts the contents in one column, use its text-import option and choose comma as the separator.
The file is a manual worksheet, not a Knockround import file, quotation document, invoice or accounting record. It has no formulas or automatic reminders. Downloading the blank file sends no customer records to Knockround; any records you later enter are handled by the spreadsheet app and storage you choose.
| Keep this field | Why it helps |
|---|---|
| Job reference and work summary | Find the right enquiry without relying on a name alone. |
| Quote version, sent date and channel | Check which scope the customer actually received. |
| Status and last reply | Separate silence from a question, a change or an agreed job. |
| Next action, owner and date | Make it clear who will do what, and when. |
| Proposed slot and booking confirmed | Keep an available date separate from a promise to attend. |
Use your own job references in the tracker and keep contact information in your usual customer record. Add only the details you need. A job reference will still identify a customer within your business, so keep the worksheet with your other business records.
1. Set up the follow-up when you send the quote
Record the version and a short description of the work: for example, replacing the damaged section of gutter, rather than simply “roofing”. If you send a revised scope, give it a new version so you do not follow up an old figure by mistake.
Ask when the customer expects to decide. A landlord checking tenant access, a homeowner comparing a garden design and an urgent repair enquiry may need different next steps. If they say they will come back on Friday, use Friday as the review date rather than sending another message on Wednesday.
Check delivery in the channel you used, but do not treat a read receipt as acceptance. Keep any quoted availability under review. If you cannot hold a slot, say so before the customer relies on it.
2. Choose a simple follow-up rhythm
If no timing was agreed, one possible routine is a delivery check after three working days, a useful second message the following week, then a final check before closing the follow-up. Change that routine to match urgency, the customer's reply and how long the quote remains current. These are suggested review points, not a proven sales formula.
- First check: confirm the quote arrived and ask whether anything needs explaining. Read the latest conversation first.
- Second check: answer an actual open question, confirm a changed scope or ask whether the work is still being considered. Repeating the same nudge adds little.
- Close the loop: if there is still no reply, make a clear note that follow-up is paused. Leave the enquiry history available if the customer comes back.
If the customer declines or asks you to stop contacting them, update the record and stop. If they ask for time, record the agreed date. A reply about a different specification belongs in a review step, not straight into Booked.
3. Use a message that gives the customer something to answer
Replace the bracketed details and check the recipient before sending. These are drafts for an existing enquiry, written for you to review and send yourself.
Check the quote arrived
Hi [name], it's [your name] from [business]. Just checking the quote for [specific work] reached you on [day]. Is there anything in the scope you'd like me to explain? Thanks.
Follow up an open question
Hi [name], following up on [specific work]. You mentioned [open question]. [Your checked answer]. Would you like me to review the details with you before you decide?
Pause the follow-up
Hi [name], a final check on the quote for [specific work]. I'll pause my follow-up for now. If you'd like to return to it, reply here and I'll check the scope, price and availability with you. Thanks, [your name].
A short, specific message is easier to answer than “any update?”. Avoid invented urgency, claims that a slot is almost gone when it is not, or sending a booking confirmation before a booking has been agreed.
4. Work through three fictional enquiries
The downloadable example contains made-up jobs and dates, with no real customer information. It shows different next actions instead of treating every unanswered quote the same way.
| Example | What happened | Next action |
|---|---|---|
| Q-101 · Garden tidy | The customer asked whether waste removal is included. | Check the scope and answer the question before asking for a decision. |
| Q-102 · Gutter repair | A revised scope was sent after the survey; no reply is recorded. | Check that version 2 arrived. Review the proposed slot before offering it again. |
| Q-103 · End-of-tenancy clean | The customer agreed the scope, but key handover is unresolved. | Confirm access and the date before changing the job to Booked. |
An electrical enquiry can need another site visit before a firm scope is ready. A roofing enquiry may depend on access arrangements or materials. A cleaning enquiry may change when the property is inspected. Record the dependency and who is resolving it; a follow-up date alone cannot make those details ready.
5. Review the list, then check the diary
Review the next-action dates at a regular time that fits your week. Look first for customer replies and overdue actions, then for quotes with no action assigned. Remove duplicate reminders and check that a revised quote has replaced the old version in your working list.
Before moving a job to Booked, confirm the current scope, the agreed visit or start date and the practical arrangements needed to attend. Keep a separate record of completion and payment later. An accepted quote is not proof that the job has been completed or paid.
If the same customer has repeat visits as well as a one-off project, plan them separately. Our repeat-visit planning guide shows how to preserve the normal service cycle when extra work is added.
When a job board becomes useful
A tracker is useful while it stays clear and someone reviews it. A job board can help when the next step is spread across messages, a diary and several lists. Test whether you can find the current scope, the latest reply and the next action without reconstructing the whole conversation.
Knockround's trade job workflow is free for 30 days, with no card. Its public demo uses fictional customers and shows enquiry, quote sent, booked, done and paid stages. Try the roofing demo or the electrical demo to explore the board. Messages shown in the demo contact nobody.
The own-phone WhatsApp workflow prepares text for you to check and send; it does not automatically run the follow-up routine in this guide. Connect your own Stripe account and complete its setup to accept card payments from invoice links. Apple Pay and Google Pay depend on the customer’s device and Stripe Checkout. VAT invoicing and Direct Debit are planned. Start free and try it with your own quotes and diary.
Method: an original administrative worksheet and fictional examples prepared by the Knockround team. No response-rate research, trade certification, legal document or promised business result is implied.