Quote Follow-Up & Negotiation Assistant AI

Perfect for: Tradesmen, service providers, B2B sales, agencies, professional services

Overview

The Quote Follow-Up & Negotiation Assistant AI automates the entire quotation process from quote sent to job won or lost. Confirms quote receipt, checks customer understanding, answers questions, negotiates on price or scope, and converts quotes into confirmed jobs. Increases quote acceptance rate from 25-30% to 45-50%.

Key Features

  • Receipt Confirmation: Confirms customer received and opened quotation within 24 hours
  • Understanding Check: Asks if customer has questions about scope, timeline, or pricing
  • Objection Handling: Captures concerns (too expensive, timeline too long, scope unclear)
  • Price Negotiation: Authorized to offer up to X% discount or suggest scope reductions
  • Scope Adjustment: Discusses removing elements to hit customer budget
  • Payment Terms: Offers payment plan options for large quotes
  • Competitive Intelligence: Asks about other quotes to understand competitive position
  • Urgency Creation: Highlights limited availability or seasonal pricing increases
  • Social Proof: Shares similar project testimonials and examples
  • Conversion Tracking: Reports which quotes are hot, warm, cold, or lost

How It Works

You send £5,000 quote for kitchen renovation on Monday. Tuesday: AI emails "Hi John, just confirming you received our kitchen quote. Any questions?" Customer replies: "Yes, it's more than I expected." AI: "I understand. What budget did you have in mind?" Customer: "Closer to £4,000." AI: "I can discuss options with the team. Would you consider luxury vinyl instead of tile flooring? That would save approximately £800. We could also reduce to a single coat of paint to save another £200, bringing us to £4,000. Would that work?" Customer: "Yes, that sounds good." AI: "Perfect! I'll send revised quote within 24 hours and can book you in for late March. Shall I reserve that slot?"

Integration

Works seamlessly with:

  • • Quotation Software: Clear Estimates, Jobber, ServiceM8, QuoteWerks
  • • CRM Systems: Pipedrive, HubSpot, Salesforce for quote tracking
  • • Accounting: Xero, QuickBooks for quote-to-invoice conversion
  • • Calendaring: Google Calendar, Microsoft 365 for job scheduling
  • • Communication: Email, SMS, WhatsApp for multi-channel follow-up

Benefits

Double Your Conversion Rate

From 25-30% to 45-50% quote acceptance

Faster Decision Making

Reduce decision time from 3 weeks to 7 days

Save 15+ Hours Weekly

No more manual follow-up spreadsheets

Win More Work

Systematic follow-up beats competitors who ghost

Preserve Margins

Negotiate scope, not just price, to maintain profitability

Better Intelligence

Understand why quotes are lost to improve future quotes

Pricing

Included in business plans. Game-changing for tradesmen and service providers.

ROI Example

  • • Monthly cost: £495 (Growth plan)
  • • Quotes sent: 20/month × £2,500 average = £50,000 quote pipeline
  • • Conversion rate improvement: From 30% to 45% = 15% more jobs
  • • Additional jobs won: 3/month × £2,500 × 40% margin = £3,000
  • • Faster conversion saves opportunity cost: 2 weeks faster × 2 quotes = 1 extra quote/month
  • • Time saved: 60 hours/month following up manually
  • • Monthly benefit: £2,505+ (over 5x ROI) + massive time savings

Negotiation Examples

Price Objection:

Customer: "£8,000 is too much"

AI: "What budget did you have in mind?"

Customer: "£6,000"

AI: "To reach £6,000, we could: (A) Reduce bathroom tiling by 50% = save £1,200, (B) Use standard taps instead of luxury = save £400, (C) Single coat paint = save £400. That gets us to £6,000. Would you like me to send a revised quote?"

Timeline Objection:

Customer: "Can't wait 6 weeks"

AI: "When do you need completion by?"

Customer: "3 weeks maximum"

AI: "We have a cancellation for week commencing 15th March. I can offer that slot for a 10% rush fee (£500). Alternatively, if you can extend to 4 weeks, I can waive the rush fee. Which works better?"

Scope Reduction:

Customer: "Just the essential work, not the extras"

AI: "Understood. Essential work is new boiler and radiators (£4,500). We can delay the power flush (£500) and thermostatic valves (£300) until next year if budget is a concern. Shall I send revised quote for £4,500?"

Use Cases

  • • Plumbers: Boiler replacements, bathroom installations, central heating
  • • Electricians: Rewires, consumer unit upgrades, EV charger installations
  • • Builders: Extensions, loft conversions, renovations
  • • Landscapers: Patios, driveways, garden redesigns
  • • Roofers: Full roof replacements, flat roofing
  • • Kitchen Fitters: Full kitchen installations
  • • Professional Services: Agency pitches, consultancy projects, large service contracts

Advanced Features

  • • Multi-Touch Campaigns: 7-touch sequence over 30 days
  • • A/B Testing: Tests different follow-up messages to optimize conversion
  • • Win/Loss Analysis: Tracks reasons quotes are won or lost for continuous improvement
  • • Seasonal Pricing: Automatically offers off-season discounts
  • • Bundle Suggestions: "If you book both bathroom and kitchen, I can offer 15% discount"
  • • Referral Incentives: Offers discount for referrals from existing customers
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