Open estimates go stale.
The team sends the quote, then follow-up depends on memory, sticky notes, or whoever has time.
Proof asset · Quote/service businesses
The estimate approval system that turns “thinking it over” into a clean next step.
Most service businesses lose money between estimate sent, approval, deposit, and scheduling. This workflow keeps the lead warm, asks for the next decision at the right time, and tells the owner which quotes are stuck.
Where revenue leaks
Approval is not a workflow.
A verbal yes does not always become a signed approval, deposit, scheduled job, or clean handoff.
Owners lack a stuck-deal view.
Without one summary, the highest-value open quotes hide inside inboxes, CRMs, or accounting tools.
The build shape
One quote lifecycle. Four simple automations.
01
Estimate sent trigger
Watch the tool that creates estimates: QuickBooks, Jobber, Housecall Pro, ServiceTitan, Stripe, CRM, or a shared inbox.
02
Timed follow-up sequence
A useful first follow-up, a sharper second touch, and then a human review instead of infinite pestering.
03
Approval-to-deposit handoff
Once approved, route the customer to the next action: deposit, signature, scheduling, material selection, or intake form.
04
Owner stuck-quote digest
Daily or weekly list of high-value quotes by age, value, last touch, and recommended next move.
7-day implementation map
Day 1-2
- Map quote sources
- Define stale windows
- Rank by deal value
Day 3-5
- Draft follow-up logic
- Create approval/deposit routing
- Build owner digest
Day 6-7
- Test with past estimates
- Add human approval gate
- Launch with one team member
No promise of additional revenue or closed deals. The audit maps the workflow, implementation path, and risk controls; results depend on offer, pricing, response quality, customer demand, and team execution.
Fit check
Best for: contractors, custom merch, home services, repair shops, agencies, clinics, and any business sending quotes by email.
If open estimates regularly die because nobody knows when to follow up or what the next handoff should be, this is a clean $499 audit candidate.
Send the workflow