The Estimate Follow-Up Sequence That Doubles Your Close Rate

Most contractors send a quote and wait. Maybe they call once a few days later. Then they move on to the next lead and wonder why their close rate hovers around 20%.

This guide gives you the exact follow-up sequence that top contractors use to close more estimates, plus the data on response timing, financing options, and multi-bidder dynamics that determine who wins the job.

How Many Follow-Ups You Actually Need

The data is clear: most contractors give up far too early.

The sweet spot is 5 to 12 touchpoints over 2 to 4 weeks. Not aggressive daily calling, but consistent, valuable presence that keeps you top of mind while the homeowner makes their decision.

The Speed-to-Lead Advantage

When you follow up matters almost as much as how often. The research on response timing is dramatic:

Companies responding to leads within 5 minutes achieve 8x higher job acquisition rates than those taking longer. A Harvard study found that 5-minute responses make firms 400% more likely to qualify leads than even 10-minute delays.

The first contractor to follow up after sending an estimate frequently wins, regardless of price. InsideSales data shows first responders claim 35 to 78% of sales.

Critical Timing Windows

The Multi-Bidder Reality

Understand the competition you are facing on every estimate:

• Homeowners commonly solicit 3+ quotes per project
• First responders frequently win despite higher prices
• General contractors often use 1 trusted sub per trade, but homeowners comparison shop more aggressively

This means your estimate is sitting in a pile with at least two others. The contractor who follows up first, most consistently, and most helpfully usually wins. Price matters less than responsiveness and trust.

"When a homeowner has three estimates and only one contractor follows up, the follow-up contractor has a massive advantage even if their price is 10 to 15% higher."

Which Channels Work (And When)

Different channels serve different purposes in your follow-up sequence.

Text Messaging

• 98% open rate, 45% response rate
• Best for quick check-ins and urgency
• Example: "Hi [Name], just making sure you got the estimate I sent. Any questions I can answer?"

Email

• Better for detailed information and documentation
• 55% of homeowners prefer email for detailed quotes
• Use for sending additional specs, warranty info, or financing options

Phone Calls

• Highest conversion per contact when you connect
• Best for later-stage follow-ups and closing
• Save for Day 3+ when they have had time to review

The Financing Advantage

One of the biggest conversion levers most contractors underuse is financing. The data is compelling:

Offering financing increases close rates by 30% and job sizes by 40%. A remarkable 87% of businesses report that payment options helped them win jobs they would have otherwise lost.

Zero-interest plans particularly lift approvals and ticket sizes, often by 30% or more.

How to Incorporate Financing in Follow-Up

Day 1 text: "Hi [Name], just confirming you received the estimate. Let me know if you have questions!"

Day 3 email: "P.S. If the investment timing is a concern, we offer 0% financing for 18 months. Same project, easier payments. Happy to walk you through the options."

Day 5 text: "Hey [Name], wanted to mention we have some great financing options if that helps. Most customers pay around $[X]/month. Want me to send details?"

Video and Digital Estimates

How you deliver the estimate affects close rates:

Video or virtual estimates using photos and software analysis can match in-person precision while offering convenience. Roofing industry data shows digital estimates close 32% more than paper.

Best Practices for Estimate Delivery

• Send digitally via email AND text
• Include photos from the inspection
• Break down pricing clearly (no hidden fees)
• Add financing options directly in the estimate
• Make it easy to approve with a single click
• Consider video walkthrough for complex projects

What to Say at Each Stage

Your follow-up content should evolve through the sequence:

Day 1: Simple confirmation

"Hi [Name], Mike from ABC HVAC here. Just wanted to confirm you received the estimate I sent over. Let me know if you have any questions!" No pressure. Just presence.

Day 3: Offer to answer questions

"Hey [Name], following up on the AC estimate. A lot of homeowners have questions about [warranty/financing/timeline]. Happy to walk through anything. When works for a quick call?" Position yourself as helpful, not salesy.

Day 5: Add value + financing mention

"[Name], thought you might find this useful: [link to maintenance tips / energy savings calculator / equipment comparison]. Also wanted to mention we offer 0% financing if that helps with timing. Let me know when you want to move forward." Give before you ask.

Day 7: Direct but not pushy

"Hi [Name], wanted to check in on the estimate. We have availability next week if you want to get on the schedule. Let me know!" Clear call to action.

Day 10+: Create appropriate urgency

"Hey [Name], just a heads up: our summer schedule is filling up fast. If you want to get the install done before the heat hits, we should probably get you booked in the next week or so." Real urgency, not manufactured pressure.

Industry Close Rate Benchmarks

Know where you stand compared to the industry:

"A contractor closing 25% of estimates versus 50% is leaving half their potential revenue on the table from the same leads. Example: 24 replacement estimates per month at $8,000 average — at 25% close rate: $48,000/month; at 50% close rate: $96,000/month. Same leads, same marketing spend, double the revenue."

The Complete Follow-Up Sequence

Here is a proven multi-channel sequence:

Automating Your Estimate Follow-Up

The contractors with the best close rates do not have superhuman memory or unlimited office staff. They have automated systems.

What Automated Follow-Up Looks Like

1. Estimate sent → triggers automated sequence
2. Day 1 text fires automatically
3. Day 3 email sends with financing info
4. System tracks opens, clicks, and replies
5. When homeowner engages, notifies you to call
6. AI calls non-responders automatically
7. Books appointments directly when ready

Platforms like AutoRev AI, JobNimbus, and ServiceTitan offer estimate follow-up automation. AutoRev goes further by adding AI phone calls to the sequence, automatically calling estimate leads and handling objections before routing hot leads to your team.

Comparing Estimate Follow-Up Solutions

AutoRev AI's advantage is the combination of multi-channel follow-up with AI phone conversations. Most platforms stop at text and email, leaving the highest-converting channel (phone) to manual effort.

AutoRev customers report close rate improvements of 15 to 25 percentage points after implementing automated estimate follow-up with AI calling.

Common Follow-Up Mistakes

Mistake 1: Only calling — Calls from unknown numbers get answered 8 to 11% of the time. If calling is your only follow-up method, you are missing 90% of potential touches.

Mistake 2: Waiting too long — The lead goes cold fast. Day 4 or 5 is already late for a first follow-up. Day 1 is the sweet spot.

Mistake 3: No system — Manual follow-up means inconsistent follow-up. Leads slip through when you get busy with actual work.

Mistake 4: Same message every time — "Just checking in" five times in a row is not a sequence. Each touchpoint should offer something different.

Mistake 5: Giving up too soon — After 2 follow-ups, you have barely started. The close often happens between touch 5 and 12.

Mistake 6: Not mentioning financing — With 30% close rate lift from financing offers, leaving it out of follow-up is leaving money on the table.

The Bottom Line

Your estimates are worth money. Every quote you send represents hours of your time assessing the job, calculating materials, and preparing the proposal. Following up is not pushy. It is protecting that investment.

The difference between 22% and 47% close rates is not better sales skills or lower prices. It is simply showing up consistently, mentioning financing, and being first to respond while your competitor sends one email and gives up.

Frequently Asked Questions