Gamut
Quote & Estimate Follow-upCleaning / Janitorial

Cleaning & Janitorial Quote / Estimate Follow-up Agent

Stop letting cleaning quotes go cold — automatically follow up, flag expiring estimates, and track your win-rate.

Updated

Connects with

SweptSweptJanitorial ManagerJanitorial ManagerGmailGmailOutlookOutlookTwilioTwilioGoogle SheetsGoogle SheetsSlackSlack
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The problem it solves

Cleaning and janitorial owners send dozens of quotes a week, then lose them because there's no time to chase. Estimates go unanswered, ready-to-book customers sign with whoever called back first, and win-rate stays a mystery. This agent tracks every open estimate, sends timed follow-ups, and tells you exactly where your pipeline stands.

Who it's for

  • Residential cleaning company owners who quote by email or SMS
  • Commercial and janitorial service operators using Swept or Janitorial Manager
  • Sales ops staff at multi-crew cleaning businesses
  • Window, carpet, and pool cleaning contractors who quote on volume
  • Owner-operators with no time to chase estimates manually

What it does

  1. 1

    Pull and categorize sent quotes

    On a daily schedule, the agent pulls every sent estimate from your job management system and sorts each into needs-first-follow-up, needs-second-follow-up, or expiring-soon.

  2. 2

    Prioritize the follow-up queue

    It orders the queue by urgency — expiring quotes first, then highest value, then oldest unanswered — while respecting any daily send cap you set.

  3. 3

    Draft messages in your voice

    For each quote it writes a short, warm note that references the specific client and service, with no pressure language and a low-friction call to action.

  4. 4

    Send or stage for approval

    With auto-send on it delivers messages via email, SMS, or in-app messaging; with it off, it presents drafts for your one-click approval first.

  5. 5

    Log every outcome

    It records follow-up history, channel, response status, and close data (won, lost, expired) against each quote for accurate reporting.

  6. 6

    Alert on expiring estimates

    As a quote nears expiry it sends you a direct alert with the client name, value, and expiry date, and asks whether to send a final nudge.

  7. 7

    Deliver a weekly pipeline digest

    Every Monday morning it sends open value, quotes sent this week, follow-ups sent, 30- and 90-day win-rate, and top quotes by age.

Key benefits

  • No sent quote goes cold — every estimate gets a timely, personalized nudge
  • Higher close rate by reaching ready-to-book customers before competitors do
  • Follow-ups sound like you, not a robot, with residential and commercial tones
  • Always know your pipeline value and win-rate without building spreadsheets
  • Expiring estimates get flagged before they lapse, so locked-in pricing isn't lost
  • Hours of manual chasing handed off so owners can focus on running crews

Sample use cases

A commercial office-cleaning quote was sent four days ago with no reply.

The agent drafts a professional follow-up referencing the specific contract and service, sends it via the owner's email, and logs the attempt against the quote.

A high-value carpet cleaning estimate is three days from expiry.

The agent alerts the owner with the client name, value, and expiry date, then sends a helpful nudge framing the pricing as locked in for them.

It's Monday morning and the owner has no idea where the pipeline stands.

The agent delivers a digest with total open value, follow-ups sent, trailing win-rate, and the top open quotes by age.

A residential quote has had three follow-ups with no response.

The agent flags it as stale and ready to archive and presents it to the owner for a final decision rather than chasing further.

Key integrations

  • Swept

    Crew scheduling and job management platform used as the source for quote and client data.

  • Janitorial Manager

    Field operations and estimating platform for tracking quotes and client records.

  • Email / SMS

    Outbound channels for sending follow-up messages to prospects, configured during onboarding.

  • Google Sheets

    Optional pipeline log for recording quote outcomes and reporting data.

  • Slack

    Optional channel for delivering expiry alerts and the weekly pipeline digest to the owner.

Cleaning and janitorial sales lives or dies on follow-up timing. A prospect who gets a warm, specific nudge two days after their estimate is far more likely to book than one left waiting a week. This agent runs that cadence for you every day, in the tone you'd use yourself, so your pipeline keeps moving even when you're out running crews.

Beyond chasing individual quotes, the weekly digest turns scattered estimates into a clear picture of the business: how much is open, how much closed, and how your win-rate is trending over the last 30 and 90 days. That's visibility most small cleaning operators never had time to build.

Getting started

  1. Import the workspace — Upload the template zip through the Gamut interface to add the agent to your workspace.
  2. Run the agent-onboarding skill — Type 'run agent-onboarding' in the chat and the guided setup will ask about your business, connected tools, follow-up timing, and preferred tone, then configure the agent.
  3. Give it a first task — Type 'Check my open quotes and show me what follow-ups are due today' to see your pipeline in action.

Frequently asked questions

Will the agent send follow-ups without my approval?

Only if you turn auto-send on. With it off, the agent drafts every message and presents it for your one-click approval before anything goes out. When it's unsure, it defaults to asking you rather than acting.

Which cleaning systems does it work with?

It pulls quote and client data from job management tools like Swept and Janitorial Manager, and can connect to another configured CRM or field-ops platform. Follow-ups go out via email, SMS, or in-app messaging, with optional logging to Google Sheets or Slack.

How is this different from doing follow-up manually or with generic cleaning estimating software?

Most carpet cleaning estimating software helps you build a quote but stops once it's sent. This agent owns what happens next — it tracks every open estimate, writes personalized nudges in your voice, and reports win-rate, so no quote slips through the cracks.

Does it work for house, window, pool, and carpet cleaning businesses?

Yes. The agent fits any cleaning or janitorial business that sends estimates, including house cleaning, window cleaning, pool cleaning, and carpet cleaning operators, whether residential or commercial.

How does it handle estimating costs and quote values?

The agent reads the quote value and service type from your connected system rather than calculating prices itself. It uses that value to prioritize the highest-value estimates and to report total open pipeline and win-rate.

How much does it cost?

The template itself is free to import from the Gamut marketplace. You'll only need accounts for the tools you connect, such as your existing job management platform and email or SMS provider.