The Unsigned Quote Sweep System
Client identity withheld.
Results
$42K
Booked and signed revenue in 90 days, at the shop's own prices
$224K
Unsigned quotes found in the audit
3 of 22
Stalled system quotes signed, worth $31K
3 in 14 days
Follow-ups every new quote now receives
56 sec
Median first reply to online leads, down from 2h 45m
20% → 37%
Online leads that booked a visit
Company Profile
Company
Residential HVAC shop. ~$1.1M revenue, 4 service techs, the owner selling replacements, and 1 office manager. ~1,800 past customers.
Stack
Field-service management software, quotes in a mix of software and email, financing partner portal, Google Local Services Ads and a website form.
Operating Need
Turn the shop's backlog of unsigned quotes into signed work and make follow-up automatic from now on.
The Challenge
The owner was good at the in-home estimate but busy everywhere else. After sending a quote, he'd call once if he remembered, then move on to the next job. Over a year, that added up to 22 unsigned system quotes, and he had no idea of the total. Online leads went to the office manager's inbox and often waited until the afternoon, by which time the homeowner had booked someone else.
The Audit
We ran the Open-Quote Audit on 12 months of quotes and measured 90 days of online lead response times.
Patterns Found
- 22 unsigned system quotes from the past 12 months, totaling $224K
- About 60% had received no follow-up after the first week
- Several quotes were still well within the homeowner's buying window
- Online leads waited a median of 2 hours 45 minutes for a first reply
- Only 20% of online leads ended up booked
- Quotes lived in two places, so nobody had one list
The shop didn't need more estimates. It needed the ones it had already written followed up, every time.
The Architecture
Three systems working as six parts, built around quotes and first response.
Open-Quote Audit
Pulled every quote from software and email into one list, removed signed and dead ones, and ranked the rest by value and winnability.
Quote Closer
Three follow-ups from the owner's name within 14 days: a check-in, answers to financing, warranty and comparison questions, and an easy close.
Automatic Enrollment
Every new unsigned quote gets the same three follow-ups without anyone remembering.
60-Second Lead Responder
Texts every online lead by name within 60 seconds and books the visit.
Quiet-Lead Follow-Up
Follows up a few times with leads who go quiet, then stops.
Monday Recovered Revenue Report
One page every Monday with quotes followed up, quotes signed, leads booked and dollars signed.
How the System Operates
The system follows up and replies. The owner handles every price conversation and every close.
- Price and discount questions always go to the owner; the system never discounts
- Follow-ups stop the moment a homeowner replies
- Nothing goes out until the owner approves it in writing
How It Flows
- 1A quote is sent, or a lead comes in
- 2The lead is texted within 60 seconds, or the quote is enrolled
- 3Replies get answers, price questions go to the owner, and ready homeowners get a signing link
- 4Every signed quote and booking is logged on the Monday report
"I'm ready" replies get a follow-up visit booked or a signing link the same day.
Implementation
| Stage | Focus | Key Results |
|---|---|---|
| Stage 1 | Open-Quote Audit | Quotes from two systems merged; $224K in unsigned quotes ranked |
| Stage 2 | Setup and approval | Follow-up messages and approved answers signed off by the owner |
| Stage 3 | Launch | All 22 quotes followed up within 14 days; Lead Responder live |
| Stage 4 | Always-on | Every new quote auto-enrolled; Monday reports every week |
Ownership
The shop now has one quote list and a follow-up process that never forgets.
A single ranked list of every open quote
Approved three-message follow-up set
One record of every online lead, with response times
Every Monday report
Operational Impact
No quote leaves the shop without a plan anymore. Every estimate the owner writes gets three follow-ups on schedule, and homeowners who were still deciding hear back while the quote is fresh. Online leads get a reply in under a minute, and the owner can see exactly how much is in play every Monday.