Five copy-and-paste follow up email templates for QuickBooks estimates: the first nudge, the second reminder, the final chase, still interested, and the deposit reminder.
Knowing you should follow up is easy. Knowing what to actually write, without sounding desperate or robotic, is the hard part. Below are five follow up email templates you can copy, adjust and send. They work as one-offs, or drop them straight into an automated sequence.
A few principles make follow up emails land. Keep them short, most people read on a phone. Lead with the customer, not with your need for an answer. Make the next step obvious and effortless. And space them out sensibly rather than stacking them up, which we cover in our guide to cadence and automation. Swap the placeholders in square brackets for your own details before sending.
Short, warm, and low-pressure. You are simply making sure it arrived and the door is open.
Subject: Your estimate from [your business]
Hi [customer name],
Just checking in to make sure the estimate I sent over for [job description] reached you okay. The total came to [estimate total], and I have it ready to go whenever you are.
If you have any questions or want to tweak anything, just reply to this email and I will sort it. No rush at all.
Best,
[your name], [your business]
Reinforce the value and gently reconfirm the price still stands. Offer an easy way to talk.
Subject: Still happy to help with [job description]
Hi [customer name],
I wanted to follow up on the estimate for [job description]. The price of [estimate total] is still valid, and I would genuinely be glad to take this on for you.
If it helps to talk anything through, I am happy to jump on a quick call, just let me know a good time. Or if you are ready, you can accept the estimate here: [acceptance link].
Kind regards,
[your name], [your business]
A soft close. Give them an easy out, which paradoxically often prompts a yes.
Subject: Shall I close this off?
Hi [customer name],
I have not heard back on the estimate for [job description], which is absolutely fine, I know how busy things get. I just did not want to keep it hanging over your inbox.
If you are still keen, you can accept it here whenever suits: [acceptance link]. If the timing is not right, no problem at all, just let me know and I will close it off for now.
All the best,
[your name], [your business]
Use this for prospects who went quiet earlier in the process, or to revive an older estimate. It re-opens the conversation without pressure.
Subject: Are you still thinking about [job description]?
Hi [customer name],
I am tidying up my open estimates and wanted to check whether [job description] is still on your radar. There is no pressure either way, I would just rather keep your slot open if you are still interested.
A quick yes, no, or not yet is all I need. And if anything has changed about what you want, tell me and I will happily update the numbers.
Thanks,
[your name], [your business]
Once a customer is warm, a deposit gives them a concrete, low-friction next step. Taking a deposit in one step at acceptance is coming soon; until then, use this template to request a deposit however you currently take payment.
Subject: Secure your booking for [job description]
Hi [customer name],
Good news, I can still fit in [job description] at the quoted [estimate total]. To lock in your slot, just accept the estimate here: [acceptance link], and I'll follow up about a small deposit to reserve your place.
The deposit simply reserves your place in the diary and comes off the final total.
Looking forward to getting started,
[your name], [your business]
Templates are only useful if the emails actually go out. Sending them by hand means remembering who is due which message and when, and that is exactly the task that slips. Quote Nudge QB connects to your QuickBooks Online account and runs a sequence like the one above automatically on every estimate you send, from your own branded email address. It stops the moment an estimate is accepted, declined or expired, and it never sends the same message twice.
You get the acceptance link built in, a branded acceptance page so customers can accept in a tap, and a win-rate funnel showing sent, viewed and accepted (with deposits at the point of acceptance coming soon). Set your cadence once and every quote gets chased properly, whether you are on site, in a meeting, or on holiday.
Put these templates on autopilot. Start a free 14-day trial of Quote Nudge QB, no card required, then £16.79 a month, cancel anytime. See how the sequences fit together in the docs.
Keep it short, warm, and low-pressure. Simply confirm the estimate arrived, restate the total, and invite any questions, for example: "Just checking the estimate for [job] reached you okay, the total was [amount]. Happy to answer anything, no rush at all."
A soft-close subject like "Shall I close this off?" works well. It gives the customer an easy out, acknowledges they are busy, and paradoxically often prompts a decision faster than a pushier line would.
Frame the deposit as securing the customer's slot rather than a demand for money: offer to lock in their booking with a small deposit paid alongside acceptance in one step, and reassure them it comes off the final total and is handled securely.
Yes. Quote Nudge QB connects to QuickBooks Online and runs a sequence like these templates automatically on every estimate you send, from your own branded address. It stops the moment an estimate is accepted, declined, or expired, and never sends the same message twice.
Auto follow-ups and branded online acceptance on your QuickBooks estimates, with deposits coming soon. £16.79/mo after the trial — no card required.
Start free trialFreeze up when you ring a customer about a quote? Here are short estimate follow up phone scripts and email lines for the first chase, the still-deciding call, and the deadline nudge.
Estimates in QuickBooks, nothing in the follow-up queue. Four checks, in order — the answer is nearly always in the first two.