Agree when to follow up
When sending a quotation, ask when the customer expects to decide and what needs clarification. An agreed follow-up date is more useful than repeating the same message daily.
For example, the customer needs to talk to a partner on Friday. Follow up after that. Explain any genuine quote validity date without inventing scarcity or pressure.
Bring context, not just ‘any update?’
Example: ‘Hi, I am following up quotation Q-014 for the workflow we discussed. Is there any scope or cost detail I can clarify before you decide?’
If the customer is still evaluating, ask what is holding up the decision. Scope, timing or package fit may be unclear. Understand the reason before choosing an action or offering a discount.
Give each follow-up an owner and action
Record the quote date, expected decision date, owner, status and next action. ‘Follow-up’ alone does not say whether to answer a question, revise scope or call next week.
If two people manage the same customer, assign one primary follow-up owner. This reduces duplicate messages and gives the customer a clear point of contact.
Close or defer clearly
If the customer declines, record the reason without adding assumptions. If they need time, use Later with a suitable review date. Respect no-contact requests and do not add them to other campaigns without an appropriate basis.
Measure actual quotations received and deals agreed. A WhatsApp click or unanswered message is not a sale. Flow illustrates record organisation; follow-up still depends on the customer's context.