Why this matters

Expired quotes are easy to mishandle. A follow-up assistant can accidentally promise old pricing, ignore changed scope, skip travel fees, overlook parts availability, or imply the original estimate is still approved. This worksheet keeps the response useful without inventing price, warranty, scheduling, or authorization claims.

Copy/paste estimate-expiration source card

ESTIMATE EXPIRATION / REQUOTE SOURCE CARD
Customer / job ID:
Original estimate date:
Original estimate number or link:
Original scope summary:
Price-valid-through date, if any:
What changed since the estimate? (parts, labor, travel, access, code, safety, damage, seasonality):
Who must approve a requote? (owner/manager/technician/bookkeeper):
Current parts/material availability source:
Current labor/travel/dispatch fee source:
Warranty, permit, or safety review needed? yes/no + source:
Customer-safe next step:
CRM label: expired-estimate / requote-needed / scope-changed / owner-review / customer-declined / schedule-ready
Do not say:
Human reviewer:
Review date:

Safe customer reply snippets

Expired quote acknowledgement: "Thanks for reaching back out. I’m going to have the estimate checked against current scope, parts, and scheduling before we confirm any price or timing."
Requote needed: "Because the original estimate is outside its review window, we need to verify the current details before treating it as active."
Scope changed: "A few details may have changed since the first estimate, so we’ll confirm the scope before sending next steps."
No invented urgency: "I can mark this for review, but I don’t want to promise price, availability, or a start date until the current record is checked."

AI audit prompt

Review this draft follow-up for an expired estimate or requote request.
Flag any sentence that invents or overstates: current price, discount, parts availability, warranty coverage, permit/code requirements, travel fees, approval status, appointment time, or old estimate validity.
Rewrite the message so it is helpful, concise, customer-safe, and clear about the human/source check still needed.
Return: (1) risky claims, (2) safer rewrite, (3) missing source fields, (4) CRM label.

STOP AUTOMATION rules

STOP AUTOMATION if the estimate is expired and no current reviewer is assigned.
STOP AUTOMATION if the customer asks for old pricing, waived fees, warranty coverage, refunds, legal/safety claims, or same-day dispatch.
STOP AUTOMATION if parts, permits, access, service area, travel fees, or scope changed since the original quote.
STOP AUTOMATION if the AI draft says the job is approved, scheduled, discounted, covered, or guaranteed without a source record.

Recommended CRM fields

Estimate expiration date
Requote required: yes/no
Scope changed: yes/no + notes
Reviewer / owner
Current price source
Customer-safe next step
Follow-up due date

Related Horizon Flow resources

For the full local-service follow-up system, see Local Lead Rescue System. If you only need a quick starting point, use the free missed-lead recovery checklist.