Gamut
Quote & Estimate Follow-up

Quote / Estimate Follow-up Agent

Never let a sent quote go cold — automatic follow-ups, expiry alerts, and live win-rate tracking.

Updated

Connects with

HubSpotHubSpotSalesforceSalesforceJobberJobberServiceTitanServiceTitanGmailGmailOutlookOutlookGoogle SheetsGoogle Sheets
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The problem it solves

Quotes get sent and then forgotten — reps move on to the next deal while last week's estimate quietly goes stale and expires unanswered. This agent keeps every open quote moving toward a decision: it follows up with prospects who have gone quiet, warns reps before an estimate lapses, and tracks win rates so you can see exactly where revenue is leaking.

Who it's for

  • Sales operations leaders who want every open quote tracked to a decision
  • HVAC, landscaping, cleaning, and other trades businesses sending field estimates
  • Contractors and construction firms managing high-value proposals
  • B2B sales teams running quotes through a CRM
  • Owner-operators who send quotes but have no time to chase them

What it does

  1. 1

    Pull open quotes on a schedule

    On a configurable daily cadence, the agent fetches every open quote or estimate from your connected CRM or quoting tool that hasn't yet received a response.

  2. 2

    Identify silent prospects

    It compares each quote's last-activity date against your follow-up window and flags any prospect who has gone quiet past your threshold.

  3. 3

    Draft personalized follow-ups

    For each silent prospect it composes a context-aware follow-up email or message that references the specific quote and the rep who sent it.

  4. 4

    Send or route the outreach

    It sends the follow-up via Gmail or Outlook on the rep's behalf, or posts a Slack alert so the rep can review and act.

  5. 5

    Flag expiring quotes

    It watches expiration dates and notifies the relevant rep in Slack before a quote lapses, so they can extend or reprice in time.

  6. 6

    Log every outcome

    Each status change — won, lost, expired, or followed up — is written to a spreadsheet tracker for a live view of pipeline health.

  7. 7

    Report win rates

    On a regular cadence it generates a win-rate summary broken down by rep, product line, or time period so leaders can spot trends.

Key benefits

  • No sent quote ever goes cold or expires unnoticed
  • Reps spend their time selling, not chasing follow-ups by hand
  • Expiring estimates get extended or repriced before they lapse
  • A live tracker shows pipeline health and close-rate trends at a glance
  • Win-rate analytics by rep and product line reveal where deals are won or lost
  • Personalized outreach keeps prospects warm without sounding templated

Sample use cases

An HVAC company sends 40 install estimates a week and reps rarely circle back.

The agent follows up with every prospect who goes quiet past five days and books the rep a Slack reminder, recovering deals that used to silently lapse.

A high-value proposal is three days from its expiration date with no client reply.

The agent alerts the rep in Slack before it lapses so they can extend the validity window or re-quote rather than start over.

A sales leader wants to know which products and reps are closing.

The agent logs every won, lost, and expired quote to the tracker and delivers a win-rate breakdown by rep and product line each week.

A landscaping crew sends seasonal quotes that need gentle nudging.

The agent drafts a friendly, on-brand follow-up for each silent prospect and sends it via Gmail without the owner lifting a finger.

Key integrations

  • HubSpot

    CRM source for open quotes, deal stages, and last-activity dates.

  • Salesforce

    CRM source for quote and estimate records with read/write API access.

  • Jobber

    Field-service quoting tool the agent reads estimates and statuses from.

  • ServiceTitan

    Trades CRM and quoting platform for pulling and updating estimate records.

  • Gmail

    Sends follow-up emails to prospects on the rep's behalf.

  • Outlook

    Alternative email channel for sending follow-up outreach.

  • Google Sheets

    Spreadsheet tracker that logs quote outcomes and win-rate data.

  • Microsoft Excel / OneDrive

    Alternative tracker for logging outcomes and close-rate trends.

  • Slack

    Posts rep alerts for expiring quotes and silent prospects.

Most teams lose deals not because the price was wrong but because nobody followed up. A quote goes out, the prospect gets busy, and the estimate expires before anyone circles back. This agent closes that gap by treating every open quote as a live commitment that needs to reach a decision.

Beyond the day-to-day chasing, the running tracker turns scattered quote activity into a clear picture of pipeline health. Over a few weeks the win-rate breakdowns make it obvious which reps, products, and follow-up timings actually convert, so you can double down on what works.

Getting started

  1. Import the workspace — Drag the template zip into the Gamut agent import dialog to create your own copy of the Quote / Estimate Follow-up agent.
  2. Run the onboarding skill — On first import the agent-onboarding skill starts automatically, asking for your company context, which CRM, email, tracker, and Slack to connect, and your follow-up cadence and thresholds.
  3. Give it a first task — Point the agent at your open quotes and let it surface silent prospects and expiring estimates, then send its first round of follow-ups.

Frequently asked questions

Does the agent send follow-up emails without my approval?

You decide. It can send personalized follow-ups directly via Gmail or Outlook on the rep's behalf, or run in draft-and-route mode where it posts a Slack alert and waits for the rep to review before anything goes out.

Which CRMs and quoting tools does it work with?

It connects to common quoting software and CRMs such as HubSpot, Salesforce, Jobber, and ServiceTitan, plus Gmail or Outlook for email, Slack for alerts, and Google Sheets or Excel as the outcome tracker. Any tool with read/write API access to quote records can be wired in during onboarding.

How is this different from chasing quotes manually or with a generic reminder tool?

A reminder only nudges you; this agent reads your live quote data, decides who has gone silent, writes the follow-up, sends it, and logs the result. It also tracks win rates by rep and product line, which a manual process or a calendar reminder cannot do.

What does it do when a quote is about to expire?

It watches each quote's expiration date and alerts the assigned rep in Slack before the warning window closes, so they can extend the validity, reprice, or follow up rather than let the estimate lapse.

Can it show me win rates by rep and product line?

Yes. Every won, lost, expired, and followed-up quote is logged to your tracker, and the agent generates a periodic win-rate summary segmented by rep, product or service line, and time period.

How much does it cost?

The template is free to import and run on Gamut. You only pay for your own connected accounts — your CRM or quoting software, email, and spreadsheet — which most teams already have.