Estimate Follow-Up
Follow up on every open estimate without chasing it yourself
RytherOS Estimate Follow-Up is an automated follow-up system for home-service teams. When a lead goes quiet after a quote, it sends follow-ups on the schedule you set, written from that conversation. It stops when the customer replies, books, opts out, or is marked sold. Your team can step in at any point.
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How does RytherOS follow up on an estimate?
RytherOS follows up when a conversation goes quiet. The first quick follow-up can go out minutes or hours later, while the job is still fresh. If the lead stays quiet past a day, a longer cycle takes over, spaced days apart by default. Every delay is yours to set. On text and web chat, the AI writes each follow-up when it sends, from what was actually said. It doesn't repeat itself, and it stays in the customer's language.
Can it start when we send the estimate from our CRM?
Yes, if your CRM can send a webhook. A RytherOS automation can listen for "estimate sent", create or find the contact, assign the AI agent and switch on follow-ups for that lead. If your CRM can't send webhooks, a connector such as Zapier or Make can usually bridge it. We test the exact CRM during setup. Messaging a customer first by text needs their consent, so set this up with your consent records in place.
When does the follow-up stop?
Every remaining follow-up is cancelled the moment the customer replies. RytherOS also stops when the customer asks to stop or opts out, or when a teammate takes over the conversation. You can add one check before each follow-up: stop if the customer has booked an appointment, if the contact carries a tag you choose such as "Sold", or if your own system says the job is closed. Before each follow-up, the AI also reads the recent conversation and skips the message if the customer sounded frustrated or asked to be left alone.
How many times will it follow up?
You decide, within limits built to avoid pestering people. Up to three quick follow-ups can go in the first 24 hours. After that, follow-ups run in up to three rounds of up to three messages each. A new round only starts if the customer replied to the last one. Someone who never engages gets the first round and then nothing more.
What happens when the follow-ups run out?
RytherOS can hand the lead to a person. An automation can fire when a contact has received every follow-up without replying. Use it to create a task, notify the estimator or move the deal in your pipeline.
| Stage | When it sends | Written by |
|---|---|---|
| Quick follow-up | 5 minutes to 23 hours after the customer goes quiet | AI, from the conversation |
| Round 1, message 1 | 24 hours after the customer goes quiet | AI, from the conversation |
| Round 1, message 2 | 3 days after the previous follow-up | AI, from the conversation |
| Round 1, message 3 | 7 days after the previous follow-up | AI, from the conversation |
| Rounds 2 and 3 | Only after the customer replies and goes quiet again | AI, from the conversation |
This applies to text and web chat. WhatsApp Business uses approved templates after 24 hours. Messenger and Instagram allow follow-ups only in the first 24 hours.
Frequently asked questions
Does RytherOS Estimate Follow-Up stop when the customer replies?
Yes. Every scheduled follow-up for that customer is cancelled the moment they reply. If they go quiet again later, a new round starts from that point.
Can RytherOS Estimate Follow-Up stop when a job is marked sold?
Yes. Turn on a check before each follow-up: no upcoming appointment, a tag such as "Sold", or a custom check that asks your CRM. If the check fails, the follow-up doesn't send.
Do I have to write every follow-up message?
No. On text and web chat, the AI writes each follow-up from the conversation when it sends. WhatsApp Business needs approved templates after 24 hours, and RytherOS can draft them for you.
Can RytherOS follow up on old estimates from last season?
Yes, with care. Old leads can be brought in as contacts and reached through a broadcast, followed by up to two follow-ups for people who don't reply. Only message people who agreed to hear from you.
Will it follow up on Facebook Messenger leads?
Only within 24 hours of their last message, because Meta allows no more. For longer follow-up, ask for a phone number in the chat so the lead can be followed up by text.
Map your estimate follow-up.
Bring the tools and handoffs your team already uses. We can map a practical next step around your workflow.
Talk with RytherOS