The short answer
Follow up on every open estimate with a few short, helpful messages over two to three weeks: a same-day thank you with the quote, a check-in to answer questions, a reminder about what's included, and a final friendly note. Stop the moment they book or say no.
Why estimates go cold
Big decisions take time. A new AC system, furnace, water heater or sewer line is a major expense, and homeowners want to think, compare and talk it over.
Life gets busy. Without a reminder, even interested homeowners simply forget to call back, then book whoever reaches out next.
A simple follow-up plan
Same day: thank them, resend the estimate in writing and say who to contact with questions.
Two or three days later: a short check-in by text asking if they have any questions about the options.
About a week later: a reminder of what's included, such as warranty, financing options if you offer them and how soon you can schedule.
Two to three weeks later: a final, no-pressure note saying you'll close the file but are happy to help whenever they're ready.
What good follow-up sounds like
Short, personal and helpful. Use the homeowner's name and the tech's name, mention the specific job and invite a reply.
Never pushy. Avoid fake deadlines or scare tactics. Trust is the reason people choose a local company over the cheapest option.
Make it automatic
Follow-up usually fails not because owners don't believe in it, but because busy teams don't have time. Connecting follow-up to your CRM means every open estimate gets the same care, and messages stop automatically when a job is booked.
A simple follow-up rhythm
Same day: a short thank-you with the estimate attached and a named person to contact.
A few days later: a check-in that answers common questions, such as financing options you actually offer, timing or what's included.
Around two weeks: a final, respectful note that makes it easy to say yes, no or not yet. Then stop unless the customer asks you to keep in touch.
Every step needs the customer's consent for the channel you use, and an easy way to opt out.
HVAC vs plumbing estimates
HVAC replacement estimates often involve several options, rebates and financing, and homeowners may take weeks to decide. Follow-up should explain the options clearly, not push the most expensive one.
Plumbing estimates like water heaters are often decided within a day or two, while sewer lines and repipes can take much longer. Match the timing to the job.
Mistakes that cost jobs
No follow-up at all. Many open estimates are simply forgotten.
Too much follow-up. Daily texts damage trust and your reputation.
Discounting by default. Offer clarity first; only discount when it's your decision.
Not tracking outcomes. Record every estimate as sold, lost or open so you can see what's working.
How Techeo helps
Techeo sets up and runs estimate follow-up by text and email, connected to ServiceTitan, Housecall Pro or Jobber. We track how many estimates turn into jobs so you can see the difference, and adjust the messages based on what homeowners respond to.