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Sales

Estimate Follow Up Assistant

Estimates get sent and never followed up, the single biggest recoverable revenue leak.

You get

A short, tactful follow up sequence that keeps an estimate alive without nagging.

Who it's for
Anyone who sends quotes and loses some of them to silence.
When to use it
Whenever you have an estimate outstanding that hasn't gotten a yes or no.
What it needs
  • Estimate details and amount
  • When you sent it and any history since
  • Timeline or deadline the customer mentioned
What it produces
A follow up message (or short sequence) ready to review and send, timed and worded to prompt a reply.
Files you receive
Three formats, so it works with whatever you already use:
  • Claude — Installable skill package (.zip). In Claude: Settings → Capabilities → Skills → Create skill → Upload a skill. Upload the ZIP without unzipping it, then turn the skill on.
  • ChatGPT — Custom GPT instructions (.md). In ChatGPT: create a new Custom GPT, then paste the instructions file into the Instructions field.
  • Universal — Copy-and-paste prompt (.md). Open the file, copy the whole thing, and paste it into a new chat with any AI assistant.
Time to first result
15 to 30 min per estimate

The owner says

"Sent a $4,200 patio estimate to Karen 8 days ago. She said she wanted it finished before her daughter's graduation party. No reply yet."

It hands back

STATUS
Karen — patio — $4,200 · sent 8 days ago · deadline: daughter's graduation
party · Priority 1: follow up today (deadline math: to finish in time, work
needs to start within ~2 weeks)

FOLLOW-UP PLAN
- Today: warm check-in referencing the party (drafted below)
- Day 4: value nudge — crew calendar + what's included, no price drop
- Day 9: respectful last call with an easy out

MESSAGE 1 — READY TO SEND
"Hi Karen, just circling back on the patio estimate. With the graduation party
coming up, I wanted to flag that we'd need to get you on the schedule in the
next couple of weeks to be comfortably done in time. Happy to walk through any
part of the quote — and if the timing's changed, no problem at all, just let
me know. — Thanks, Sam."

Illustrative example — not a customer result.

How it works

  1. 1Takes the estimate and its history.
  2. 2Chooses a tone that's persistent but never pushy, using your voice.
  3. 3Drafts the message and, if useful, a follow on nudge.
  4. 4Recommends timing and leaves sending to you.

Catches what is slipping

Catches the estimate that went quiet, then writes the follow up.

ManualSweepConnectedoptionalScheduledoptional

You show it

Your open estimates list, with dates sent and last contact

What gets flagged

  • Flags an estimate quiet past your first follow up window (default 3 days)
  • Flags estimates quiet past 7 days as going cold, with a firmer sequence
  • Hands estimates quiet past 30 days to reengagement instead of chasing them cold
  • Ranks highest value and closest to deadline first

You review every draft. Nothing is ever sent to a customer automatically.

What you need to run it

You need an account with an AI assistant — Claude, ChatGPT, or another. Installing skills in Claude and creating Custom GPTs in ChatGPT both need those providers' paid plans; the copy-and-paste version works on any plan. See Anthropic's help center for what your plan includes. (Last verified 2026-08-02.)

Included inStarterCompletePart of the Never Miss a Lead solution

Works well with

Leads10 to 20 min per lead

New Lead Response Assistant

Leads go cold because follow up is slow and inconsistent, and the job goes to whoever answered first.

You get

A ready to send, on brand reply to any new lead, plus the recommended next step.

  • Claude
  • ChatGPT
  • Universal

Example: An HVAC company replying to an after hours web form

See how it works
Sales10 to 20 min per lead you'd otherwise never touch

Lost Lead Reengagement Assistant

Dead pipeline never gets revived, old leads and quotes just sit there.

You get

A reengagement message that gives an old lead a real reason to come back.

  • Claude
  • ChatGPT
  • Universal

Example: A marine shop reaching out to last season's unbooked estimates

See how it works
Sales30 to 60 min per proposal

Proposal & Quote Writer

Proposals are slow and inconsistent, so they go out late and look different every time.

You get

A clean, professional proposal draft built from your scope, pricing, and terms.

  • Claude
  • ChatGPT
  • Universal

Example: A fencing contractor writing a proposal with options

See how it works