1. Unsigned-estimate approval card
Copy/paste fields:
- Customer/job:
- Estimate number, sent date, and latest version:
- Estimate amount and scope summary:
- Current status: sent / viewed / questions pending / waiting on deposit / waiting on decision-maker / customer requested changes / expired by verified policy:
- Known blocker: price, timing, financing, scope confusion, decision-maker, competing quote, missing photos/details, deposit, warranty, HOA/permit/insurance:
- Verified source links: estimate URL/PDF, CRM notes, customer messages, call summary, change-order notes, approval policy:
- Allowed next step: answer question / schedule call / resend estimate / request deposit / update scope / close as no-decision / owner review:
- CRM label: unsigned_estimate_followup / decision_maker_needed / scope_question / deposit_pending / owner_review_needed:
- Owner/reviewer and due time:
2. Customer-safe follow-up texts
Gentle reminder: “Hi [Name], just checking whether you had any questions about estimate [#]. If the scope still looks right, I can help with the next step; if something changed, reply with what needs to be adjusted.”
Decision-maker handoff: “If someone else needs to review this, I can resend the estimate with a short summary of scope, timing, and next steps. Who should be included?”
Missing detail: “Before we update the estimate, can you confirm [missing detail]? We do not want to quote or schedule against the wrong scope.”
Do not say: “discount ends today,” “crew is available,” “approved,” “financing guaranteed,” “deposit refundable,” “permit included,” “warranty included,” or “price will not change” unless the source record and owner review support that wording.
3. AI draft prompt with guardrails
You are helping a local-service business follow up on an unsigned estimate.
Use only the verified facts below. Do not invent approval status, discounts, expiration dates, financing terms, deposit/refund rules, crew availability, permits, warranty coverage, or customer intent.
Facts I can verify: [paste unsigned-estimate approval card]
Create:
1) a short internal summary of the open decision;
2) the safest customer follow-up text;
3) questions to ask if the estimate cannot be followed up safely.
If price, deadline, financing, deposit, scope, or decision-maker status is unclear, write NEEDS OWNER REVIEW instead of a promise.STOP AUTOMATION
- Do not let AI mark an estimate approved, lost, expired, discounted, financed, scheduled, or deposit-ready without source proof.
- Stop if the follow-up involves financing, refunds, permits, HOA/insurance, legal notice language, warranty coverage, safety, or a material scope/price change.
- Do not pressure the customer with fake scarcity or invented deadlines.
- Escalate to an owner if CRM notes, estimate versions, or customer replies conflict.
4. Weekly review questions
- Which estimates stayed unsigned because the next step was unclear?
- Which blockers repeat: price, timing, scope, deposit, decision-maker, financing, or missing details?
- Which follow-up texts produced a real reply without overpromising?
- Which approval/status fields should be added to the Local Lead Rescue quote follow-up workflow?
Product bridge: Add this approval card beside Local Lead Rescue quote follow-up, quote-expiry, estimate-change, deposit-payment, and decision-maker handoff templates so teams can speed up open estimates without inventing pressure or promises.