How do you stop forgetting to follow up on quotes?
Short answer
A follow-up is a reminder after a quote or email that moves the deal to its next step. To stop forgetting them, give every quote you send a next-step date and have it surfaced every morning — in a spreadsheet, in your CRM, or by an AI assistant that also drafts the follow-up for you.
What a follow-up is
A follow-up is a message that comes after a quote, a meeting or a question. It is not about chasing: a good follow-up adds information, answers a likely question or offers a simple next step, such as a short call.
Why follow-ups get forgotten
The quote goes out and the task “follow up” lives only in someone's head. New, more urgent enquiries arrive in the meantime, and after two weeks nobody feels like getting in touch any more. The second common reason: nobody knows who should follow up, because one person wrote the quote and another spoke to the customer.
A four-step system
- A next-step date at the moment of sending: every quote gets the date you will get in touch and the name of the person who will.
- One place with the overview: a spreadsheet, CRM tasks or a morning overview — what matters is that someone actually looks at it every morning.
- A sensible cadence: two or three reminders are usually enough, spaced to suit your industry; the last message closes the loop politely.
- Templates: ready-made texts for the first, second and final reminder, always completed with the specifics of the quote.
Promises hidden in emails
Small promises are the easiest to lose: “I'll send it by Friday”, “I'll get back to you after the meeting”. If you write them in emails, someone has to pick them out and remind you in time. This is work an AI assistant does well, because it goes through email systematically and doesn't get tired.
How BOTrento does it
BOTrento Chief of Staff catches promises such as “I'll get back to you by Friday” and reminds you in time, shows the quotes that lack a follow-up and drafts the reminder. At the start of the trial it builds a “money left on the table” report with forgotten promises and quotes without a follow-up (looking back through past email for IMAP mailboxes). Nothing is sent without your approval.