AI employees · Lead & quote follow-up
Give Every Estimate a Next Step
You've already paid to win the lead and write the quote. The Lead Follow-Up Employee and the Quote Follow-Up Employee keep new inquiries and open estimates moving with reminders you approve, reply detection and a task for the right rep, so nothing quietly disappears into a spreadsheet.
Built by a roofing company owner in the Phoenix Metro.
- Cadence you approve
- Stops the moment a customer replies or decides
- Reps can pause any lead
- Every touch logged in your CRM
Estimates go out. Then follow‑up depends on memory.
Estimate follow-up is one of the best places to start because the hard work is already done: the lead has been won and the quote has been written. What's missing is a reliable next step.
Quotes with no next action
Once an estimate is sent, the follow-up lives in someone's head or behind an inbox flag.
The spreadsheet nobody updates
Open estimates are tracked by hand, and the list goes stale within a week.
Follow-up when there's time
Reps follow up on quotes between site visits, so the timing is whatever the day allows.
Replies that slip
A customer's question sits unanswered because it landed in the wrong inbox.
New leads waiting
Web inquiries sit without an owner until someone happens to check.
No view of the pipeline
The owner can't see which quotes are moving and which have gone quiet.
The employees who follow up
The Lead Follow-Up Employee
Every new lead gets a response in under a minute — nights, weekends, holidays. Then it keeps following up, politely and persistently, across text and email, until the lead books or says no. No lead sits in a spreadsheet aging. No “we meant to call them back.”
The Quote Follow-Up Employee
Your sent quotes stop dying in silence. This employee checks in on open estimates on a schedule you'd design for your best salesperson — day 2, day 5, day 12 — answers the common questions, handles the “just checking in” work, and flags hot replies for you personally. Owners routinely find out they've been leaving five figures a month in un-followed quotes.
How an estimate moves through the workflow
- Automation
Estimate sent
Sending the estimate in your CRM starts the sequence, with separate sequences by job type and value.
- Automation
Confirm delivery
The customer gets a short note confirming the estimate arrived and who to contact.
- AI
Answer standard questions
Approved answers only, such as what the estimate covers, how to accept and what happens next.
- Automation
Remind at approved intervals
Polite reminders go out on the schedule you set, never more often.
- AI
Read the reply
Replies are sorted into a question, an objection, ready to proceed, or not interested.
- Automation
Create a task and log it
The right rep gets a task with the reply attached, and the activity is written to the CRM.
- Automation
Stop immediately
The sequence ends on acceptance, rejection, opt-out or when a rep takes over.
- Human
Your rep handles the conversation
Technical questions, negotiation and unusual or high-value jobs always go to a person.
An example sequence. Intervals, wording and stop rules are set with you, not fixed by us.
What's included
- Automation
Sequences by job type and value
A repair quote and a full replacement don't get the same follow-up.
- Automation
Approved templates and timing
You sign off on every message and interval before anything goes live.
- AI
Reply detection
Replies are recognized and routed instead of getting lost in the thread.
- Automation
Rep tasks and alerts
A clear next action, assigned to a named person.
- Automation
New-lead follow-up
Web and phone inquiries get the same treatment: an owner, a next step and a reminder.
- Automation
Pipeline summary
A simple weekly view of open, accepted and stalled estimates.
Follow-up that doesn't annoy your customers
- Automation
Will: stop on any decision
Acceptance, rejection or opt-out ends the sequence immediately.
- Automation
Will: suppress after opt-out
Once someone says stop, they're not contacted again.
- Human
Will: let reps pause any lead
One click hands the conversation back to a person.
- Human
Won't: invent pricing or change scope
Price and scope questions go to your rep.
- Human
Won't: negotiate
No discounts or deals without rules you've approved.
- Human
Won't: handle unusual or high-value jobs alone
Those always get a person's approval.
Never does without approval
- Human
The Lead Follow-Up Employee
Offers discounts or negotiates price.
- Human
The Quote Follow-Up Employee
Changes a number on a quote.
Built on the CRM you already use
Many CRMs already include basic sequences. We configure what you have first and connect only what it can't do. Works with tools like:
- Jobber
- ServiceTitan
- Housecall Pro
- GoHighLevel
- JobNimbus
- AccuLynx
- Gmail and Outlook
What we measure
- Automation
Follow-up coverage
Open estimates with a recorded next action ÷ open estimates.
- Human
Acceptance rate
Accepted estimates ÷ decision-ready estimates.
- Automation
Hours saved
Time your team spent following up on quotes before, minus the time after.
- Automation
Exception rate
Messages that needed a correction ÷ automated messages.
We don't promise a close-rate jump. We measure your baseline first and report what changed, including what didn't.
Fair questions owners ask
It'll annoy my customers.
You approve the cadence. It stops the moment someone replies, decides or opts out, and a rep can pause any lead.
It'll say something wrong.
It only sends approved messages and answers standard questions. Anything else becomes a task for a person.
Our CRM already has sequences.
Then we start there. We configure native features before adding anything, and only connect what's missing.
My sales reps won't like it.
It takes the routine follow-up off their plate and hands them warm replies. They stay in charge of every real conversation.
Estimate follow-up FAQ
How often does it follow up?
As often as you approve, and no more. Most businesses choose a few touches over a couple of weeks, with different timing for small and large jobs.
What happens when a customer replies?
The sequence pauses, the reply is sorted, and the right rep gets a task with the message attached.
Can reps pause automation for a lead?
Yes, at any time. The lead stays in the CRM with its full history.
Does it handle financing or insurance questions?
No. Those go straight to your team.
Does it work for long sales cycles like roofing?
Yes. Sequences can be set by job type and value, and status changes in your CRM can start or stop them.
What does it cost?
The Lead Follow-Up Employee is from $700/mo and the Quote Follow-Up Employee is from $600/mo, each a flat monthly rate. Plus a one-time setup fee per hire, quoted after your fit call. It depends on your business size and how many systems we're connecting. See pricing.
How long does setup take?
Most first hires are live within a few weeks of the fit call, depending on how quickly we get through the onboarding calls together.
Flat monthly rate. No hourly billing, no per-call surprises.
Plus a one-time setup fee per hire, quoted after your fit call. It depends on your business size and how many systems we're connecting.
The Lead Follow-Up Employee
from $700/mo
Responds to every new lead in under a minute, then keeps following up.
Hire the Lead Follow-UpThe Quote Follow-Up Employee
from $600/mo
Checks in on open estimates on schedule and flags hot replies.
Hire the Quote Follow-Up
Hire one, or hire the crew. Each additional employee adds to the same setup — your second and third hires cost less to get started than your first.
Where estimate follow-up matters most
Roofing
Storm weeks fill the phones, and written estimates sit until someone has time to follow up.
HVAC
Seasonal spikes, after-hours no-cool and no-heat calls, and estimates that wait while the next truck rolls.
Plumbing
Urgent leaks and routine jobs share one line, so a missed call and a slow follow-up both lose work.
Pairs well with
- AI & automation
Missed-Call Text-Back
Built into the Receptionist, so even a hang-up turns into a conversation. The Lead Follow-Up Employee keeps following up.
- AI
AI Receptionist
The Receptionist answers every call, day or night, books the appointment and escalates emergencies to a person.
- Automation
Workflow Automation
The Operations Coordinator and the Back-Office Employee order materials, schedule crews and send invoices when the job is done.
Which hat comes off first?
Book a 30-minute fit call. We'll map where your hours are going and tell you honestly which employee would pay for itself first.