MARKET SMMASH - HVAC ESTIMATE FOLLOW-UP WORKSHEET
Updated September 18, 2026
Source: https://marketsmmash.com/blog/hvac-estimate-follow-up-automation/
Sample setup, not a client result or a guaranteed recovery rate.

SETUP
Estimate ID / delivery time: ______________________________
Contact / approved channel / permission record: ___________
Estimator / backup owner: _________________________________
Sending hours / time zone: ________________________________
Starting stage: ___________________________________________

SAMPLE CADENCE (from successful estimate delivery)
Same day: Ask whether the quote is clear.
Day 2: Offer help with timing, equipment or warranty questions.
Day 5: Help compare scope, labor and warranty.
Day 10: Ask whether to keep, update or close the quote.
These are suggested steps; use the customer's requested timing.

STOP BEFORE THE NEXT SEND IF
[ ] Customer replies: cancel generic reminders and assign a person.
[ ] Customer books, declines, opts out, or opportunity closes.
[ ] Delivery fails or permission is missing: hold and review.
[ ] Estimate is revised: pause old wording and approve new timing.

EXCEPTIONS
Use one active sequence per estimate ID; duplicate delivery must not
start another sequence. Silence alone does not make a quote lost.
Owner for failed delivery: _________________________________
Owner for no response after final touch: ___________________

TEST BEFORE LAUNCH
[ ] Team-controlled test contact; excluded from customer reporting.
[ ] Duplicate estimate does not duplicate messages.
[ ] Reply, booking, decline and opt-out cancel queued reminders.
[ ] Revised estimate and failed delivery create review tasks.
[ ] Owner and backup receive the correct task.
Approver / test date: ______________________________________