Quoting Workflow for Tradies: Win More Jobs with Faster Follow-Up

Why Your Quoting Process Is Costing You Work

If quoting feels like a bottleneck in your trade business, you’re not alone. Too many good tradies lose jobs because they:

• Take too long to send quotes
• Forget to follow up
• Make quoting feel confusing to clients

It doesn’t have to be that way.

This guide breaks down a quoting system built for tradies — fast, friendly, and built to convert. We’ll show you how to streamline every step, from template to follow-up to job win.

Step 1: Build Templates That Sell (Without Feeling Salesy)

Most tradies still write every quote from scratch. That wastes time and introduces inconsistency.

Instead:

• Create templates for your 5 most common job types (e.g. split system install, switchboard upgrade)
• Include plain language scopes, payment terms, and timeframes
• Add your logo, license, and a deadline to accept

Bonus: Pre-load common exclusions (“Does not include painting or patching”) to avoid scope creep.

Related: Best CRM tools for tradies →

Step 2: Send via SMS + Email — Instantly

Your customers don’t check email often. But they read every text.

Modern quoting tools let you send a quote to both email and SMS in seconds.

Here’s the winning message:
“Hey [Name], your quote’s ready. Tap here to view and accept: [link]”

💡 Tools like ServiceM8, Fergus, and Tradify make this seamless.

Step 3: Automate a 3-Touch Follow-Up

More than 60% of tradie quotes get accepted after a follow-up — but most never send one.

Here’s a simple sequence:

• Day 1: Send quote
• Day 2: SMS nudge: “Just checking you got this 👍”
• Day 4: Final message: “Any questions or changes before we book it in?”

The key: Don’t nag. Just stay top of mind.

Related: CRM automation strategies →

Step 4: Make It Easy to Accept or Ask a Question

If someone has to call you to accept a quote… they won’t.

Add:

• ✅ Accept Quote button
• ✅ “Ask a question” form or WhatsApp reply
• ✅ Confirmation message + booking link

This removes friction and helps hot leads convert instantly.

Step 5: Track Every Quote Like a Live Job

If your quoting tool can’t show:

• Viewed / unopened / overdue quotes
• Which jobs need follow-up
• Success rates over time

…then it’s not helping you win more work.

Your dashboard should make this visible in one click.

Pro Tip: Add quote stats to your weekly job wrap-up.

Step 6: Save Time with Smart Content Reuse

Don’t reinvent the wheel. Use quote templates and pre-written notes to:

• Explain warranties
• Outline your process
• Handle common objections

The more you reuse smart content, the faster you quote — and the better it sounds.

Related: Avoid common automation mistakes →

Step 7: Let ChatGPT Do the First Draft

ChatGPT isn’t just for marketing — it’s a quoting assistant.

Try this:

“Write a friendly quote summary for a 3-head split system install. Include energy efficiency notes and mention our 10-year workmanship warranty.”

You’ll be amazed how fast you can polish from there.

Read: How tradies are using ChatGPT to quote faster →

Final Checklist: Your New Quoting System

• ✅ Pre-built templates ready
• ✅ Quote in 2 taps (email + SMS)
• ✅ Automated follow-up touchpoints
• ✅ Accept + reply buttons active
• ✅ Dashboard visibility: what’s working?
• ✅ Reused language for speed
• ✅ AI support for quote summaries

When quoting feels easy, clients respond faster — and you win more jobs.