Gamut
Quote & Estimate Follow-upHVAC / Plumbing / Electrical

HVAC, Plumbing & Electrical Quote / Estimate Follow-up Agent

Stop losing booked HVAC jobs to estimates no one followed up on.

Updated

Connects with

ServiceTitanServiceTitanFieldEdgeFieldEdgeGmailGmailOutlookOutlookTwilioTwilioSlackSlack
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The problem it solves

HVAC, plumbing, and electrical contractors send dozens of estimates a week and lose booked revenue simply because no one circled back. Without a dedicated sales coordinator, open quotes go stale, expire, and quietly become lost jobs. This agent watches every open proposal, follows up in your voice on a consistent schedule, and shows you exactly where the pipeline stands.

Who it's for

  • HVAC contractor owner-operators who personally bid and chase their own work
  • Plumbing and electrical contractors sending 10-100+ estimates a month
  • Office managers handling quotes without a dedicated sales coordinator
  • Service businesses running ServiceTitan or FieldEdge with no follow-up process
  • Estimators who want consistent prospect outreach without manual chasing

What it does

  1. 1

    Pull and categorize open estimates

    It pulls every open proposal from ServiceTitan or FieldEdge and sorts them by status: awaiting response, viewed, follow-up attempted, expiring soon, or expired.

  2. 2

    Flag estimates past the follow-up window

    Any estimate open longer than your configured window (default 3 days for service calls, 7 for installs) gets flagged for outreach.

  3. 3

    Prioritize outreach

    It sorts open estimates by job value and age, checks each prospect's contact history, and picks the right step: first nudge, second check-in, final notice, or expired re-quote offer.

  4. 4

    Draft and send follow-up messages

    It writes each message in the owner or estimator's voice, references the specific job and scope, escalates tone naturally as the quote ages, and sends by email (SMS optional) with the owner BCC'd.

  5. 5

    Flag expiring estimates every morning

    It scans daily for quotes nearing expiration and alerts you with a prioritized list of prospect, job type, value, and last contact date.

  6. 6

    Track responses and update the pipeline

    Every outcome is logged as won, lost, or more info requested, accepted jobs are marked won in the system, and decline reasons are captured for analysis.

  7. 7

    Deliver a weekly win-rate report

    Each Monday it sends open pipeline value, win rate overall and by job type, average days to decision, and your top open opportunities.

Key benefits

  • Recover booked revenue that would otherwise slip away as forgotten estimates
  • Follow up on every open quote consistently without the owner chasing each one
  • Catch expiring estimates before pricing lapses and the job goes cold
  • Outreach that sounds like you, referencing the actual job and scope, never a generic CRM blast
  • Know your true win rate by job type and average days to decision
  • Keep ServiceTitan or FieldEdge pipeline status accurate without manual data entry

Sample use cases

A homeowner got a $9,400 furnace install estimate four days ago and went quiet.

The agent drafts a warm first nudge in the estimator's voice referencing the furnace job, sends it by email with the owner BCC'd, and logs the attempt in the pipeline tracker.

A commercial AC replacement quote is set to expire in three days.

The agent flags it in the morning alert, queues a final-notice message stating pricing is valid until the expiry date, and holds it for owner approval before sending.

It's Monday morning and the owner wants to know where sales stand.

The agent delivers a report with total open estimate value, win rate by job type, average days to decision, and the top five open opportunities by value.

A prospect replies that they went with a competitor on price.

The agent logs the decline reason against that estimate, closes the record, and folds the data into days-to-decision and win-rate tracking for that job type.

Key integrations

  • ServiceTitan

    Field service management system for pulling open estimates, job tracking, and contact history

  • FieldEdge

    Alternative FSM platform for estimate management and dispatch scheduling

  • Email

    Primary channel for sending follow-up outreach to prospects, with the owner BCC'd

  • SMS

    Optional follow-up channel for prospects who provided a mobile number

  • Slack

    Optional destination for owner alerts and the weekly pipeline digest

The agent is built to act like the owner following up personally, not a generic system. It keeps messages short, uses the prospect's first name, references the real job and scope, and never invents urgency beyond a genuinely expiring estimate or a filling busy-season schedule.

It also respects sensible guardrails: no more than one follow-up to the same prospect inside a three-business-day window, no continued chasing of expired quotes unless you reactivate them, and no auto-revising of estimates when a prospect asks for changes; those go to you for review.

Getting started

  1. Import the workspace into Gamut — Bring the agent into your Gamut workspace to get started.
  2. Run the agent-onboarding skill — It asks about your trade type, FSM system, estimator name, follow-up timing preferences, and reporting destination, then configures itself.
  3. Give it a first task — Try: "Show me all open estimates older than 5 days and draft a follow-up message for each one."

Frequently asked questions

Does the agent send follow-ups without my approval?

First and second nudges send automatically on your schedule, but final-notice and expiration messages wait for your approval unless you turn on auto-send in config. The owner is always BCC'd, and prospects who request a callback are flagged for you to handle personally.

Which systems does the HVAC estimating software work with?

It connects to ServiceTitan and FieldEdge for pulling open estimates and contact history, or an exported CSV if you use another system. Follow-ups go out by email and optional SMS, with owner alerts and the weekly report available in Slack.

How is this different from manually chasing quotes or using generic tools?

Generic CRM reminders nag you to follow up; this agent does the follow-up. Every message references the specific job type and scope in the owner or estimator's voice, escalates appropriately as the quote ages, and never reads like a call-center blast, which is what sets purpose-built HVAC estimating services apart from a blanket reminder.

Will it work for plumbing and electrical jobs too, or just HVAC?

It handles HVAC, plumbing, and electrical estimates equally, from AC tune-ups and furnace installs to plumbing repairs and panel upgrades. Win rate and days-to-decision are broken out by job type so you can see how each trade closes.

Does it actually estimate the jobs, or just follow up on them?

This agent does not build estimates; it tracks the proposals you already create in your FSM and drives follow-up, expiration alerts, and pipeline reporting. It pairs with your existing HVAC estimating app rather than replacing it.

How much does it cost?

The template itself is free to import into your Gamut workspace. You run it on your own Gamut account and connect your existing ServiceTitan or FieldEdge, email, and Slack, so there are no separate per-quote fees.