The short answer
Send the quote the same day if you can, check in 2 to 3 days later with a short “any questions?” text, ring at about a week, and send one more note before the quote runs out. Assume the customer is comparing you with at least two other tradies. Every text and email needs your business name and an easy way to opt out, calls should stay between 9am and 8pm on weekdays and 9am and 5pm on Saturdays, and when they say no, stop.
Why the follow-up matters
Customers shop around. Queensland’s Office of Fair Trading tells people to “always get at least three written quotes”, so assume you’re up against two others. Whoever stays in touch, answers the questions and makes it easy to say yes is usually the one who gets the job.
Tradify’s February 2026 report on more than 10,000 Australian tradies found its users win between 76% and 87% of the quotes they send, depending on the trade, and links faster, clearer quotes to higher win rates. It also names missed customer follow-ups as a common problem. (That’s software users, so likely better than average.)
Speed sets expectations too. In Jobber’s 2026 survey of US home service businesses, more than 70% of customers expected a reply the same day. US data, but Australian customers aren’t more patient.
When to follow up
| When | What to do |
|---|---|
| Same day | Send the quote, ideally while you’re still fresh in their mind. |
| 2 to 3 days later | A short check-in text: any questions about the quote? |
| About a week later | A phone call. Ask if anything is holding them back. |
| Before it expires | One more note: the quote runs out on a date, and you can lock in a start. |
| Any time they say no | Thank them and stop. Ask if you can check in at a later date. |
What to say, word for word
Keep it short, friendly and about them. Every message says who you are and gives them an easy way out. Change the wording to sound like you.
- 2 to 3 days: “Hi Sarah, it’s Dave from Coastal Plumbing. Just checking the quote for the hot water system came through OK and whether you had any questions. Reply STOP to opt out.”
- About a week: a call. “Hi Sarah, Dave from Coastal Plumbing. Just ringing about the quote. Is there anything you’d like changed, or anything I can explain?”
- Before it expires: “Hi Sarah, Dave from Coastal Plumbing. The quote’s good until Friday the 21st. If you’d like to go ahead I’ve got a spot next Tuesday. No worries either way. Reply STOP to opt out.”
- After a no: “Thanks for letting me know, Sarah. If anything changes, you’ve got my number.” Then stop.
The rules every follow-up has to meet
- Spam Act 2003: a commercial text or email needs consent (someone who asked you for a quote has usually given it, at least for that job), must say who it’s from, and must have a working, free opt-out such as “reply STOP”. Opt-outs must be honoured within 5 business days.
- Calls: the telemarketing industry standard allows calls from 9am to 8pm on weekdays and 9am to 5pm on Saturdays, with no calls on Sundays or national public holidays unless the customer agreed to that time. Keep your caller ID on.
- No pressure: the Australian Consumer Law bans undue harassment or coercion over the supply, or possible supply, of services. That covers chasing a quote, not just a debt.
- Be accurate: anything you say about price, timing or availability must not be misleading.
Quote or estimate? Say which you’re sending
A quote is a fixed price. As WA Consumer Protection puts it, a quote “can’t be changed once you accept it”. An estimate is your best guess, and the final price can end up higher or lower, but you still have to estimate with care and skill. There’s no law setting how long a quote must stay valid, so put an expiry date on it and say whether GST is included.
Where AI staff fit
The routine only works if it happens every time, including the weeks you’re flat out. With LeadAI, SAM writes the quote while you talk it through, and Emily follows up every quote you’ve sent: the check-in, the call, the reminder before it expires. She answers the customer’s questions inside the rules you set.
Pricing, discounts and scope always stay with you, and anyone who says no or opts out is taken off. Emily and SAM are part of the Growth plan: five AI staff for $950 a quarter plus GST, about $2.08 a day each.
Questions people ask
- How long should I wait to follow up a quote?
- Two to three days after you send it is a good first check-in. Then a call at about a week, and one more note before the quote expires.
- How many times should I follow up a quote?
- Usually three touches is enough: a text, a call and a note before it expires. Stop as soon as the customer says no or asks you to stop.
- Do I need an unsubscribe in a follow-up text?
- If the message is trying to win the job, it’s a commercial message under the Spam Act, so include your business name and an easy opt-out like “reply STOP”, and honour it within 5 business days.
- What hours can I ring a customer about a quote?
- Stick to the telemarketing standard: 9am to 8pm on weekdays, 9am to 5pm on Saturdays, and not on Sundays or national public holidays, unless the customer has asked you to call at another time.
- What’s the difference between a quote and an estimate?
- A quote is a fixed price once the customer accepts it. An estimate is a best guess that can change, though you must estimate with reasonable care.
- Can AI follow up my quotes?
- Yes. LeadAI’s Emily follows up every quote you’ve sent and answers questions inside your rules. Pricing, discounts and scope always stay with you.
Sources
- 1. Queensland Government, Getting quotes and signing contracts
- 2. Tradify, Australia’s top-earning trades report (February 2026)
- 3. Jobber, 2026 Home Service Trends Report (US)
- 4. Jobber Academy, How to follow up on a quote (US)
- 5. ACMA, Dealing with spam
- 6. Spam Act 2003
- 7. Do Not Call Register, Industry standards (calling hours)
- 8. ACCC, Personal services: an industry guide to the Australian Consumer Law
- 9. WA Consumer Protection, Estimates and quotes
More guides
- Quote template for tradies: what to include, plus a layout to copy
What every quote needs, a layout and cover email you can copy, the GST and pricing rules, and when a quote has to become a written contract.
- How to chase unpaid invoices as a tradie in Australia
Reminder timings that work, the contact rules you have to stay inside, letters of demand, Security of Payment and small claims limits by state.
- Which office jobs can a tradie hand to AI in 2026, and which to keep
Job by job: what AI can take off your plate today, what should stay with you, and how to start without losing control.