Coastal Electric Co. had a problem every growing electrical contractor faces: estimates go out, customers go silent, and nobody has time to chase them. The sales team was sending 30 to 40 estimates a month, and the close rate was dropping because follow-up was inconsistent at best.
The office manager would try to call back three or four days later, but by then the homeowner had either decided to wait, gotten another quote, or simply forgot about the project. The estimates were sitting in email inboxes collecting digital dust.
The estimate follow-up gap
Research shows that 80 percent of sales require five or more follow-up contacts, but most businesses stop after one or two. Coastal Electric was no different. The team was stretched thin, the jobs were demanding, and follow-up fell through the cracks.
We analyzed their estimate pipeline and found that 68 percent of estimates had zero follow-up after the initial email. Of the estimates that did get followed up, the close rate was 34 percent. The problem was not the quality of the estimates. It was the lack of consistent follow-up.
AI Lead Follow-Up: how it works
We deployed an AI follow-up system that works across email, text, and phone:
- Immediate acknowledgment - When an estimate is sent, the customer receives a personalized text within 5 minutes confirming receipt and offering to answer questions.
- Day 3 check-in - If no response, the AI sends a friendly text asking if they have any questions about the estimate.
- Day 7 value add - The AI shares a relevant tip or piece of information related to their project (safety codes, energy savings, material options).
- Day 14 urgency - A final follow-up mentioning scheduling availability and seasonal pricing.
Every follow-up is personalized based on the estimate details. The customer never feels like they are getting a generic template. The AI references their specific project, their property, and their needs.
The numbers after 60 days
In the first 60 days, the system followed up on 142 open estimates. 40 of those turned into signed jobs, a 28 percent close rate. That is $67,000 in revenue that would have been lost without the automated follow-up.
Setup took less than a week. Wish we did this two years ago.
The team now spends zero time on follow-up. They focus on the work, and the AI handles the pipeline. Every estimate gets the attention it deserves without anyone lifting a finger.
