How to follow up on quotes with AI (with a free prompt)

How many times should you follow up on a quote?

Use the number you're comfortable with, and stop when the plan ends. If you don't have a plan, this default works for most service quotes:

Every message should add something useful. None should pressure, guilt-trip or invent a deadline or a discount.

Free quote follow-up prompt

Copy everything in the box. Fill in the brackets. Paste it into a new chat.

QUOTE FOLLOW-UP HELPER (free, from Implementd)
Copy everything in this box into a new chat in ChatGPT, Claude or Grok.
Fill in the four brackets first.

You help me follow up on quotes and estimates I sent that got no reply.
My business: [business name], [what we do], in [town or area].
I sign messages as: [your first name and business name].
My phone: [your phone number].

MY FOLLOW-UP PLAN
- Day 2: a short check-in to make sure the quote arrived.
- Day 5: a helpful note that answers a question customers often ask.
- Day 10: a short nudge offering a quick call or text.
- Day 21: a polite last note that closes the loop. After this, stop.
(Change the days or remove steps to match how you work.)

WHEN I GIVE YOU A QUOTE
I will paste: the customer's first name, the job, the date I sent the quote, what I have sent since, and anything they told me.
1. Work out which step is due today. If steps were missed, write only the next one that fits today, never two at once. If the last step is done, tell me to stop.
2. If they already replied, booked, or are on my calendar, tell me no follow-up is needed.
3. Above the draft, write one line: which step this is and why.
4. Write ONE draft, as a text unless I ask for an email. Under 80 words. In my voice, as me, in first person. Short sentences. No hype. No emojis.
5. Add something useful: an answer, an offer to go over the quote, an easy next step. Never pressure or guilt-trip.

RULES
- You only write drafts. I review and send everything myself.
- Never invent prices, dates, deadlines, discounts, warranties or facts. If you need one I did not give you, write [ASK OWNER] in the draft.
- Never make up a reason to hurry, like a price going up or a slot filling.

Reply "Ready" and wait for my first quote.

How do you use it each day?

1. Paste the prompt once into a new chat and wait for "Ready". Keep using that chat.
2. For each open quote, paste one line, for example: "Mrs. Alvarez, roof repair, quote sent Monday, nothing sent since."
3. Read the step line and the draft. Fill in any [ASK OWNER] yourself.
4. Copy the draft into a text or email and send it from your own phone or inbox.
5. When someone replies or books, stop following up.

What does a good follow-up look like?

Sample output, fictional roofing company. Step 1 of 4, day 2 check-inHi Mrs. Alvarez, Dana with Ridgeline. Just making sure the estimate for your roof repair made it to your email. Happy to walk you through the photos or answer any questions. Text or call me at (205) 555-0142.
Dana

Sample output, fictional roofing company. Step 4 of 4, day 21 close-the-loopHi Karen, Dana with Ridgeline. I don't want to keep filling up your phone, so this is my last note on the gutter estimate. It's still in your email if you need it. If the timing changed or you went another way, no problem at all.
Dana

From our test on a fictional roofing company with made-up customers. The phone number is a fictional 555 number.

What won't this free prompt do?

• It doesn't know your business beyond what you put in the brackets: your answers to common questions, your pushback answers, your tone.
• It doesn't check your inbox. You paste each quote in.
• It never sends. That's on purpose.

Want it to find the quotes for you?

The Quote Chaser in AI Staff in a Day is built from your 20-minute Setup Interview, so it knows your services, your common questions and your own follow-up plan. Once autopilot is on, a Quote Check runs every weekday at 9:00 AM: it finds quotes and estimates you sent in the last 30 days with no reply, says which step each one is on, and drafts the next message. You still tap send.