Quote follow-up call: when to call and what to say (script)

Make your quote follow-up call 3 to 7 working days after sending, or at the moment you agreed with your client when you sent it. Call to help, not to force a yes. Pair the call with a short email so your client has everything in writing. This article covers when to call, exactly what to say (with a call script and a voicemail you can use) and how to respond to the answers you hear most.

When should you follow up on a quote by phone?

There is no magic number of days. Advice online ranges from two days to two weeks, and all of it can be right, depending on the job. So use a rule of thumb with conditions: call within 3 to 7 working days, unless you agreed something else or the situation calls for it.

Agree on the call when you send the quote

The easiest way to make a follow-up call feel welcome is to ask for it in advance. In your covering email, or at the end of a meeting, say: "Shall I give you a quick call next Thursday to go through the quote?" A call you agreed on is not a surprise, it's an appointment. And if your client says they won't decide for three weeks, you know straight away not to call sooner.

Quick jobs vs. big decisions with several decision-makers

For a small or urgent job (a leak, a website change before a launch), clients often decide within a few days. Call earlier, around day 2 or 3. For a large project with several decision-makers (a renovation, an annual contract, work that a board or partner signs off), your client needs more time. Call later, around day 7 to 10, and mostly ask how the decision process is going.

The best time of day

Common advice says: avoid lunchtime and don't call after 5 pm. Mid-morning or early afternoon is often when people have a moment. Treat it as a habit, not a rule. If you know your client is on site at 8 am or only at their desk in the evening, adapt. What matters most is asking whether it's a good time.

Call or email? Both, in a fixed order

Calls and emails are not competitors. An email is easy to answer and stays in the inbox. A call is personal and lets you hear questions and doubts straight away. They work best together, in a fixed order. A sample schedule:

Adjust the days to your industry and the size of the quote. A fuller schedule is in estimate follow-up.

Quote follow-up call script in 5 steps

A script isn't something to read out. It's a memory aid so you don't stumble. Use your own words.

1. Opening. "Hi [name], it's [your name] from [company]. I'm calling about the quote for [project] I sent on [day]. Is now a good time?" If it isn't, ask when is and book it.
2. Check. "Did the quote arrive safely, and is everything clear?" This catches technical problems (spam, wrong address) and surfaces questions straight away.
3. Open question. "How are you feeling about it?" or "What do you still need to make a decision?" Then stay quiet and listen. The answer tells you where you stand.
4. Help, don't push. Offer to explain or adjust something: "If the timeline is tight, I could look at moving phase 2 later." You're there to make it easier for your client, not to wear them down.
5. Next step. Agree on something concrete: a date for the decision, signing online, or a call with the other decision-maker. "I'll send you a quick email today with what we agreed."

What to say when they say…

You'll hear the same answers again and again. A short, honest response keeps the conversation open without nagging.

"I haven't looked at it yet"

"No problem, I know it's busy. Shall I run through the main points in two minutes? Or would you rather I call early next week, once you've had a chance to read it?" Let your client choose, and book a new moment straight away.

"We're still thinking about it"

"Makes sense. What are you still unsure about? Maybe I can clarify something." There is often a concrete question behind it: the timeline, a part that doesn't seem necessary, or the price. Also ask when they expect to decide, so you know when to get back in touch.

"It's too expensive"

"Thanks for being honest. Is it more than you expected, or more than your budget allows?" Show what the price includes and, if possible, offer a smaller option. Don't just drop your price: adjust the scope rather than your rate.

"I need to discuss it with…"

"Of course. What does [colleague/partner] need to know? Shall I email a short summary you can forward, or shall the three of us have a quick call?" That way you help your contact sell it internally.

"We've gone with someone else"

"That's a shame, but good to know. May I ask what made the difference? I'd like to learn from it." Thank your client, stay friendly and close the quote in your records. People who close politely get called back more often for the next job.

Leaving a voicemail: example script

No answer? Leave a short voicemail of about 20 seconds:

"Hi [name], it's [your name] from [company]. I'm calling about the quote for [project] I sent on [day]. I'd love to hear if everything is clear or if you have any questions. I'll send you a short email as well. You can reach me on [number]. Have a good day!"

Then send that email right away, so your client can reply when it suits them.

After the call: write it down and send a confirmation email

Straight after the call, note what was said: doubts, the agreed date, and who else is involved in the decision. Send a short confirmation email the same day with what you agreed and a link to the quote. It prevents misunderstandings and gives your client everything they need when they discuss it internally. Example emails are in estimate follow-up email templates.

How often should you call, and when do you stop?

Usually one or two calls are enough, alongside a few emails. Still no answer after your final reminder just before the quote expires? Let it rest and close the quote. Calling endlessly costs you time and the relationship. Read estimate no response for how to close a silent quote professionally.

Follow-up calls and automatic reminders in Moneybird

Moneybird has no separate reminder for estimates (quotes). You can resend an estimate, but you can't set up an automatic sequence like you can for invoices. More on this in Moneybird estimate reminder.

This is where FollowBird fits. To be clear: FollowBird does not make calls. It sends up to 3 email reminders per estimate, written by you, while an estimate in Moneybird is open. Once the estimate is accepted, the reminders stop by themselves. The overview shows which estimates are still open and which are late.

That splits the work: email does the routine nudging, and you only call where it makes a difference. For example after the first reminder, or for larger quotes. The overview of open and late estimates then works as your call list.

FollowBird costs € 19 per month per administration, excluding VAT, and you can try it free for 14 days first.

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