Use cases / Follow-up & Estimates

Unsold Estimate Follow-Up Sequence (Day 2/5/14/30)

In short: Estimates go cold because no one follows up consistently; homeowner forgets or picks competitor. This workflow uses CRM (ServiceTitan/Jobber/GHL) + n8n + SMS/email + AI personalization to fix it, and it is rated medium to set up.

Trades
Roofing, HVAC, Solar, General Contracting & Remodeling
Category
Follow-up & Estimates
Difficulty
Medium
ROI lever
Estimate close rate
Tools
CRM (ServiceTitan/Jobber/GHL) + n8n + SMS/email + AI personalization

Workflow

  1. Pull estimates open >48h, no deposit.
  2. AI drafts personal note referencing scope/photo.
  3. Sequence: helpful check-in, financing/tradeoff option, deadline, break-up.
  4. Stop on reply/book, notify rep.

Starter prompt

You are drafting follow-up messages for an unsold estimate at [Company]. Inputs: customer first name, scope summary, estimate date, amount, rep name, and any notes or photos. Write four short messages in the rep's voice for Day 2 (helpful check-in referencing their specific project), Day 5 (answer a likely concern or mention the financing option if we offer one), Day 14 (honest scheduling note, no fake urgency), and Day 30 (polite close-the-file note that leaves the door open). Each under 400 characters. No discounts or deadlines unless provided. Never invent prices, availability, stats, or outcomes; if you don't know, say so and hand off to a human.

What to measure

Example: Re-activating 3 of 100 open estimates at $8,000 avg = $24,000 pipeline recovered - audit your open-estimate list first.

Safety note: any customer-facing AI should hand gas smells, sparking, smoke, or active flooding to a human or emergency services right away. Last updated 2026-10-20. How we pick and check use cases.

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