AI enquiry and quote follow-up that your staff approve before it sends
Automated quote follow-up and AI enquiry replies for service businesses and trades: every enquiry sorted, routed and given a draft reply. Quotes that go quiet get a follow-up draft. Nothing reaches a customer until someone on your team approves it. Fixed price, 3 weeks.
A$4,900 3 weeks AUD, no GST charged
Works with the inbox and systems you already use. Outlook, Zapier and your CRM or job software are examples. Credited in full to a build signed within 30 days.
On ServiceM8? Turn on its Quote Follow-up first: it comes with every plan. This build is for what it doesn't cover, such as enquiries from email, web forms and phone notes, drafted for your staff to approve.
- An enquiry arrivesEmail or web form
- Claude sorts it and drafts the replyPlus the day-3 follow-up
- Staff approveEdit, send or hold
- The lead lands in your CRMWith the enquiry and the reply
A$4,900 · 3 weeks
Enquiries arrive when your team is busy
Enquiries come in while your team is on a job, on the phone or on the floor. Someone has to read each one, work out what it is, find the right answer and reply. A quote then needs a follow-up, and that is the first thing to slide.
- An urgent request sits in a shared inbox.
- Two people reply, or nobody does.
- A quote goes out and is never chased.
- The details are typed again into your CRM or job software.
None of that needs a clever person. It needs a repeatable process, with a person checking what goes out.
Draft, route, approve, record
An enquiry arrives.
In your inbox or form. I have built this on Outlook, and the audit confirms what yours allows.
It is sorted.
By rules we agree: a quote request, a booking, an existing customer or something else.
It is routed.
To the right person or team. See the routing section below.
AI drafts the reply.
It uses the approved information you give it, asks for any detail that is missing, and does not invent a price, a date or a commitment. For quotes that have gone quiet, it drafts a follow-up after a delay you choose.
Your staff approve.
They edit, approve or hold each draft. Only then is it sent.
A job or lead is created.
In your system, with the enquiry and the reply attached, so the next person does not start again.
The rule: AI drafts. A person approves. That applies to replies and to follow-ups.
Lead routing: the right enquiry with the right person
Looking for lead routing automation? It is part of this build.
- Type of service
- Area
- Who is covering this week
- The enquiry
- The draft reply
- Why it came to them
Routing sends each enquiry to the person or team you choose, using rules we agree. Examples of rules are the type of service, the area or who is covering this week. The person who receives it sees the enquiry, the draft reply and the reason it was sent to them, together.
Simple rules fit inside the fixed price. If your routing depends on territories, capacity or ownership of existing customers, the audit scopes that and gives you a fixed quote.
From enquiry to approved reply
Run it, then choose what the person does. See what moves, and what waits for a person.
Scene 7 of 7
What a quote needs. Your own checklist for a quote request: five details.
Then an enquiry arrives. Priya emails the office about a switchboard. It looks routine.
Your checklist (sample)Your rules
What a quote request needs
- CustomerA name1
- ContactA way to reply1
- Job typeWhat the work is1
- Site addressWhere the job is1
- Time to visitWhen we can look1
- Details a quote needs
- 5
Outlook · InboxNew
Switchboard upgrade quote?
From Priya (sample customer), priya@example.com · To Office · 9:14 am
- Hi, our switchboard is old and the lights flicker when the oven is on. Could you quote for an upgrade? Thanks, Priya
Claude reads both. Claude, Anthropic's AI model, turns the checklist and the email into the same fields. It decides nothing.
Plain rules check it, line by line. The same checks every time. The customer, contact and job are there. The site address and a time to visit are not.
Read by Claude Quote checklist
Read by Claude Priya's email
Customer
CustomerQuote checklist: A name
✓CustomerPriya's email: Priya
Contact
ContactQuote checklist: A way to reply
✓ContactPriya's email: priya@example.com
Job type
Job typeQuote checklist: A job
✓Job typePriya's email: Switchboard upgrade
Site address
Site addressQuote checklist: An address
✕Site addressPriya's email: Not given
Time to visit
Time to visitQuote checklist: A time
✕Time to visitPriya's email: Not given
- Enquiry sorted as a quote request
- No price or date promised
- 2 details missing
The gap, in details. Two of the five details a quote needs are missing, so the reply asks for both.
Priya's email against the checklist
Details a quote needs5
2 missingFound in the email3
- Site address
- Missing
- Time to visit
- Missing
- Before a quote
- 2 details to ask for
Claude drafts a reply that asks for both. It promises no price and no date.
Staff approve the reply. You choose: send the reply as drafted, or edit it first. Claude and the rules only bring it to you.
Outlook · Draft reply to Priya
- Claude drafted this replyHi Priya, thanks for getting in touch about a switchboard upgrade. Could you send the site address and a time that suits for a quick look? Then we can confirm the quote.
Needs approval Waiting for staffApproved by staffEdited and approved
Send this reply to Priya?
If Priya does not reply by day 3 (the delay you set), a follow-up draft waits for approval.
The reply goes. The lead is in your CRM.Staff edit Claude's draft, then send it. Mia sends Claude's reply as drafted at 9:31 am, and the lead is created in the CRM (simulated). The day-3 follow-up is set.Mia adds a few words of her own, changes one and signs it, then sends it at 9:36 am. The lead and the day-3 follow-up are in the CRM (simulated).
RE: Switchboard upgrade quote? Sent
- From
- Office (sample), office@example.org
- To
- Priya (sample), priya@example.com
- Sent
- 9:31 am
Hi Priya, thanks for getting in touch about a switchboard upgrade. Could you send the site address and a time that suits for a quick look? Then we can confirm the quote.
Drafted by ClaudeApproved and sent by Mia (sample)Lead and day-3 follow-up in the CRM
Priya (sample)
- priya@example.com
- Lifecycle stage
- Lead
- Contact owner
- Office
- EmailSent 9:31 am: RE: Switchboard upgrade quote?
- NoteClaude: quote request, switchboard upgrade. Asked for the site address and a visit time.
- TaskFollow up with Priya · due in 3 days
RE: Switchboard upgrade quote? Sent
- From
- Office (sample), office@example.org
- To
- Priya (sample), priya@example.com
- Sent
- 9:36 am
Hi Priya, thanks for getting in touch about a switchboard upgradeRemoved: .Added: , and sorry about the flickering lights. Could you send the site address and a time that suits for a quick look? Added: A photo of the switchboard would help too. Then we can Removed: confirmAdded: prepare the quote.
Added: Thanks, Mia
Drafted by ClaudeEdited and sent by Mia (sample)Lead and day-3 follow-up in the CRM
End of the day Every enquiry has a drafted reply and a follow-up ready within minutes. Staff approve and send. Nothing goes out unchecked.
You may already have part of this
Some job software has its own quote follow-up feature. ServiceM8 is one example. If your software already sends a follow-up on the schedule you want, you may not need a build. The audit starts with what you already have, and says so if the answer is ‘use what you have’.
This build earns its place when you want a drafted, personalised reply, enquiries sorted and routed before anyone opens them, or one process across your inbox and your CRM or job software.
What stops a wrong answer reaching a customer
- Staff approve first. Nothing is sent without approval.
- It asks, it does not guess. If the information is missing, the draft asks for it or hands the enquiry to a person.
- It sticks to approved information. Prices, availability and service commitments come from what you provide, not from the AI.
- It can sound like you. I test the drafts against real kinds of enquiry, using examples of your own writing.
- Failures are planned for. Missing information and a failed connection are in the test plan, and the team can fall back to the current way of working.
Read more in how AI workflows stay under control.
One price, written down
Fixed price
A$4,900
AUD, no GST charged
- Acceptance criteriaAgreed before I start
- 50% depositOf the fixed price
- 3 weeksUsual build time
- 50% on hand-overOf the fixed price
- Days of fixesAfter delivery
Not included: Software subscriptions and AI usage costs (paid by you directly and listed in the written scope). Work outside the scope is agreed in writing first. Running costs (software and AI usage) are estimated in your audit, before you commit to a build.
The A$990 workflow audit is credited in full to a build signed within 30 days. How the audit works
When it breaks
- Who is alerted
- The alerts, who receives them and who is accountable are agreed before release. A failed step and a failed connection are in the test plan, with a manual fallback so the team can carry on the current way.
- Who fixes it, first 30 days
- I do. For 30 days after delivery I fix problems against the written acceptance criteria. It is part of every build.
- After 30 days
- The optional Care plan (A$350 a month) covers monitoring and fixes, with 30 days' notice to cancel. Improve and Partner include Care monitoring.
- Without a plan
- The workflow runs in accounts in your name, with a written hand-over another developer can follow.
Chartered Accountant (CA ANZ) · MBA · Xero certified · 16 years in finance, operations and systems · Canberra, working across AU and NZ
About RenzoThe same approach runs an agentic finance system I built: 30 agents, about 10,000 automated tests, and a person approves every money decision.
Who builds it
I am Renzo Demartini: Chartered Accountant (CA ANZ), MBA, Xero certified, 16 years across finance, operations and systems. Based in Canberra, working remotely across Australia and New Zealand.
Questions before you build
Will AI send things to my customers without anyone checking?
No. A person approves every reply and follow-up before it is sent.
Can the AI answer using our business information?
Yes, from the information you approve. We agree the source documents, who owns the replies and what happens when the answer is not there. If it cannot find the answer, it asks or passes the enquiry to a person.
Do we have to change our inbox?
No. We start with the inbox and systems your team uses, then confirm the access and connections available.
Does it replace our team?
No. It removes repeated searching, copying and chasing so people can spend time on decisions and customers. You choose which messages need approval, and customer messages always do.
Which CRM or job software does it work with?
Tell me what you use. The audit checks what can connect. Simpro, ServiceM8, AroFlo, Airtable and Zapier are among the tools I work with.
Does it follow up quotes by itself?
It drafts the follow-up on the schedule you set. Your staff approve it before it goes.
What does it cost?
A$4,900 for the build, 3 weeks. The A$990 audit is credited to it if you build within 30 days. Software and AI usage costs are separate and listed in the written scope. Running costs (software and AI usage) are estimated in your audit, before you commit to a build.
Stop enquiries waiting for a spare minute
A free fit check by email first. The A$990 Workflow Audit is the next step, credited to your build.
Get a free fit check by email The next step after the fit check: the A$990 Workflow Audit
Get a free fit check by email
Send the form with your software, the workflow, your team size and your timing. I reply by email, usually with a question or two, and tell you whether it's a fit. No call needed. If it is, the next step is the A$990 Workflow Audit.
Thanks, it's with me.
I read every enquiry myself and reply by email to the address you gave, .
Next, I reply by email, usually with a question or two, and tell you whether it is a fit. No call needed.
If it is a fit, the step after that is the A$990 Workflow Audit.
In the meantime, see how each build runs: worksbetter.ai/#builds
Sending saves your details in HubSpot so I can reply. No mailing list. No payment is taken. How your enquiry is handled.