The useful question isn’t how many reminders you can send. It’s whether each enquiry has an owner, a next step and a clear stopping point. This is an example process to adapt to your business, not a promise of extra sales.
01 · Acknowledge
Say what happens next.
An after-hours acknowledgement can confirm the enquiry arrived and set an honest expectation for a reply. Don’t promise an instant quote when someone still needs to inspect the job.
Thanks for getting in touch about solar and a battery. We’ve received your enquiry. Our team will give you a ring on the next business day to talk through the property and what you’re hoping to achieve.
Example wording · review before use
02 · Qualify
Ask a few useful questions.
Start with what your estimator actually needs: the property location, whether the customer owns the home, whether there is an existing system and their preferred timeframe. Ask for sensitive documents only through an agreed secure channel.
A short conversation is easier to complete than a long questionnaire. Leave technical advice, eligibility and final pricing with the right person.
03 · Book
Make the handover visible.
Record the answers, assign an owner and agree the next step: a callback, further information or a site visit. Offer only times your team can honour. If a customer asks something the system cannot answer, put it in a person’s queue.
04 · Follow up
Give each reminder a reason.
Agree a suitable follow-up time when you send the quote. A useful message can check it arrived or ask whether there is a question holding up the decision.
Hi Sam, just checking the quote reached you. Is there anything you’d like us to explain, or would a quick call help?
Example wording · adapt to your customer
Stop automated nudges when the customer replies, books, declines or asks you to stop. Let the human owner take over. Any future check-in should fit what the customer agreed to.
05 · Learn
Close the loop.
Use a small set of outcomes: booked, quoted, won, lost, not ready or no response. Record the next agreed date where appropriate. A list of unsent reminders tells you very little; a list of enquiries with clear outcomes tells you where work is getting stuck.
Review these each week
- How long did genuine enquiries wait for a useful response?
- How many have no owner or next step?
- Which quotes need an agreed follow-up?
- Where did the handover need a person?
Automate the repeatable parts.
Acknowledgements, reminders and updating records can follow clear rules. AI can help interpret a message or prepare a draft. Your team keeps pricing, technical advice, promises and unusual situations.
See how Redgum Lab approaches business automation, or bring your own enquiry process for a look.
Get a free enquiry check ↗Prefer to call? 03 7035 3924
