AI Automation for Contractors
You drive out to a house, diagnose the problem, write up a detailed estimate, and send it to the homeowner. Then you get buried in the next job. Two weeks later, you realize you never followed up — and the customer hired someone else who did. Our estimate follow-up system sends friendly, timed check-ins at Day 2, 5, and 10 after every quote, and stops automatically the moment the customer pays.
Most contractors are great at showing up, diagnosing the problem, and writing the estimate. The breakdown happens after. You send the quote and move on to the next call. The homeowner means to approve it but gets busy, forgets, or decides to "think about it." Without a follow-up, that estimate sits in limbo until the customer either calls a competitor or the problem gets worse and they panic-call whoever answers first.
Studies across home services show that nearly half of all estimates go cold — not because the customer chose someone else, but because nobody followed up. The contractor who checks in at the right time with the right tone wins the job. The problem is that checking in manually on every estimate, while running a full schedule of jobs, is nearly impossible for a one or two-person operation.
Our system watches for new estimates in your QuickBooks. When you create an estimate, it kicks off a timed sequence of text messages — helpful, conversational, not pushy. If the customer pays the invoice at any point, the system detects the payment and stops the sequence immediately. No embarrassing "just checking in" text after they already said yes.
Two days after the estimate, the customer gets a low-pressure text. The goal is to surface any questions they have and keep the conversation alive.
By Day 5, the customer may have gotten other quotes or just gotten distracted. This message adds a gentle nudge without being salesy.
Final follow-up. Direct, respectful, and gives the customer an easy out if they've decided to go a different direction. Most contractors never make it to a third follow-up manually — that's where the automation earns its keep.
The auto-stop is critical. Nothing damages trust faster than getting a "just following up on your estimate" text the day after you already approved and paid. Our system is connected to your QuickBooks — the moment a payment comes in, the follow-up sequence stops. This is the detail that separates a professional system from a spammy one.
We connect to your QuickBooks Online account through a secure integration. When you create an estimate in QBO (which you're already doing), our system detects it and starts the follow-up timer. When the customer pays the invoice, our system detects the payment and applies a "Won" tag that immediately exits them from the follow-up sequence.
You don't change how you work. You keep using QuickBooks the way you always have. The automation layers on top — it watches what happens in QBO and acts accordingly. No new software to learn, no extra steps in your process.
The difference between a 50% close rate and a 65% close rate on estimates is enormous for a contractor's bottom line. If you send 20 estimates per month at an average of $1,500, that 15% improvement is 3 additional jobs — $4,500 per month in revenue you were already leaving on the table. Over a year, that's $54,000 from a system that runs itself.
Most CRM systems can send scheduled follow-up emails. But they have two problems for contractors. First, they usually trigger off the CRM's own data — meaning you'd have to manually enter every estimate into the CRM, which you won't do consistently because you're busy doing the actual work. Second, they don't know when to stop. The auto-stop on payment is what makes this system trustworthy and professional.
Our system uses QuickBooks as the single source of truth because that's where you already live. Estimate created in QBO = follow-up starts. Invoice paid in QBO = follow-up stops. Zero data entry. Zero remembering. Zero awkward double-texts.
Book a free 30-minute AI Assessment. We'll look at your current estimate-to-close rate and show you exactly how the follow-up automation integrates with your QuickBooks workflow.
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