An estimate that has not been accepted is not necessarily lost. The customer may be waiting on access, comparing scope, or planning the work for later. A useful follow-up helps clarify the decision.
This is a proposed workflow to configure and test with your business. It does not assume that Dots already has access to your sales systems.
Find the reason the estimate is still open
Define the result, the records the agent should use, and who owns the decisions. Keep the opportunity state in a shared tracker your team can inspect, with stable IDs, current sources, and the next action.
Prepare the information Dots needs
Estimate versions
Job scope, price, expiry, exclusions, site assumptions, and the version actually sent.
Customer context
Questions, requested timing, prior follow-ups, contact restrictions, and any known decision.
Current delivery facts
Material availability, staffing, schedule, and changes that affect the estimate.
Approval rules
Who can alter scope, renew pricing, offer payment options, or close the opportunity.
Verify app access before assigning work. Configure recurring tasks explicitly. Define action permissions before sending or changing records.
If a needed connection is unavailable, use an approved export for research and draft preparation. Keep source timestamps visible and require a current system check before an action depends on price, availability, or status.
Build the agentic workflow
1. Reconcile estimates with jobs
Exclude work already accepted, scheduled, canceled, or replaced by a newer estimate. Maintain one active record for each job opportunity.
2. Separate known blockers from guesses
Read the conversation for evidence of a delay or objection. If no reason is stated, prepare a neutral question rather than a pressure message.
3. Confirm the offer remains valid
Have staff check expired prices, changed materials, or site assumptions before a message repeats the original offer.
4. Prepare a helpful next step
Summarize a scope clarification, propose an inspection, or set a later follow-up when the customer requests it. Escalate changes instead of negotiating without authority.
5. Close the loop
Record acceptance, decline, or the next agreed date. Remove decided estimates from the queue and capture the stated reason for a loss.
A worked example
Illustrative scenario; this is not a reported customer result.
A customer says they want the work after another contractor finishes. Dots records the dependency and agreed check-in date. Before that follow-up, it flags the original estimate’s expiry for staff review.
A starter instruction for your dot
Review unaccepted estimates and reconcile them with our job records. Identify each known blocker and propose the next useful action. Draft follow-ups using only current approved terms.
Do not create urgency, revise scope, or offer discounts without authorization. Stop when the customer decides and record the outcome.
For a repeating check, add a time, time zone, end date, and where results should arrive. Ask for confirmation that the schedule was saved. Define which exceptions deserve a notification and when the workflow should stop.
Measure the commercial result
Track estimate acceptance, completed jobs, contribution, time to decision, and reasons for loss. Compare similar estimate groups where practical, and separate genuinely recovered work from jobs already progressing toward acceptance.
Keep the handoff clear
Do not turn an old estimate into an implied promise. Scope and site conditions can change; make revalidation part of the workflow whenever the original offer is no longer current.
Begin with a small, reviewable pilot. Inspect the records and actual outcomes before expanding its scope. Give the agent enough authority to complete the agreed work, with clear ownership of exceptions.
Talk to Looski about this workflow. We can help map the data, integrations, decisions, and measurement before implementation.
Frequently asked questions
Should Dots chase every estimate indefinitely?
No. Use a finite contact policy, the customer’s requested timing, and clear closure reasons. A decline or request not to be contacted should end the sequence.
How is this different from a generic reminder?
The agent works from the actual scope and conversation, identifies missing information or a known blocker, and chooses a relevant next step instead of repeating the same sales message.