Business Automation
Lead and estimate follow-up
Prompt, polite follow-up on every inquiry and estimate, using messages you approve and rules that respect your customers.
Inquiries and quotes don't get consistent follow-up.
Timely, owner-approved follow-up messages.
$400–$1,200 setup + $50–$150/mo Estimate
Built around consent, opt-out handling, and channel rules.
Overview
How it works
Most inquiries and estimates don't get a no. They get forgotten. The customer gets busy, your team gets busy, and a good job goes quiet. Vyybe follows up for you: an instant confirmation, an alert to your team, and a short series of check-ins that stop the moment the customer replies.
Every message uses text you approved. Texts go only to people who said yes to texts, STOP is honored right away, and nothing goes out during quiet hours. These rules are built into how the system sends, so you don't have to think about them on a busy day.
You stay in charge of the conversation. When a customer writes back, your team sees it. Questions about pricing, complaints, or anything sensitive are held for a person instead of getting an automatic answer. Scope and price are confirmed in writing after a short conversation.
What it looks like
A typical walkthrough
For example, here is how follow-up works for an estimate request at a landscaping company.
The request comes in
A homeowner asks for a patio estimate on your website and ticks the box to receive texts. Within moments they get a confirmation email, and a short text if they opted in.
A day-2 check-in
Two days later there is still no reply. The customer gets a friendly check-in by email asking if they have questions or want to add anything.
Quiet hours hold a text
A follow-up text comes due at 9:30 in the evening. The system holds it and sends it after quiet hours end the next morning.
The customer replies
The homeowner texts back with a question about materials. Every remaining nudge for that lead is cancelled, and your team is alerted to answer.
A sensitive question goes to a person
Their next message asks about price. The system drafts a reply but holds it in your Needs You list, and tells the customer a member of the team will reply personally.
The estimate is followed up
After you send the estimate and mark the lead Qualified, an estimate check-in sequence starts. It stops on its own when the lead is booked, won, or lost.
Under the hood
How our system does it
Intake starts the sequence
When a lead is created, the system schedules each step: an instant confirmation, the owner alert, then day-2 and day-5 check-ins. A repeat request from a known contact gets a confirmation and a team alert only, never a second round of nudges.
Approved text only
Each follow-up step uses a template marked approved. Placeholders such as first name, service, and your business phone are filled only from stored records. A step with an unapproved or missing template is never queued, and setup flags it so we fix it before go-live.
Stop on reply, and other stops
Before each step sends, the system checks the lead again. A reply, a new inquiry, an opt-out, a booking, or a status of booked, won, lost, or spam cancels the remaining steps. A closed lead never gets another nudge.
Consent-gated texts
A text step is scheduled only if the lead gave SMS consent with that same phone number, and the consent is timestamped. Replying to a text someone sent you does not enroll them in follow-up.
STOP, START, and HELP
Inbound texts are checked for opt-out words before anything else. STOP suppresses the number, revokes consent, and cancels queued messages. START restores texts only if consent was given before, and HELP replies with your business name and contact details.
Quiet hours in your time zone
Texts and follow-up emails that come due during quiet hours wait until quiet hours end, in your business's time zone. Urgent alerts to your own staff still go out right away.
Retries without double sends
Each send has an idempotency key, so a retry or replay never reaches the customer twice. A send that keeps failing is marked failed and shown on your dashboard. A message is recorded as sent only when the provider accepted it.
Works with
What it does
What it does
Instant confirmation
Each new inquiry gets a confirmation email right away, plus a short text if the customer opted in.
Owner alert
Your team gets the full request by email, with reply-to set to the customer.
Inquiry check-ins
Day-2 and day-5 nudges go out if the customer has not replied.
Estimate follow-up
A separate sequence can start when a lead reaches a status you choose, such as after an estimate is sent.
Stop on reply
Any reply cancels the remaining nudges for that lead and alerts your team.
Human review for sensitive replies
Pricing questions, complaints, and keywords you choose are held as drafts for a person to edit and send.
Opt-out handling
STOP for texts and a one-click unsubscribe link for email, both honored immediately.
What it can do for you
Why it helps
Every lead gets a response
Customers hear back promptly, even when you are on a job site.
Consistent follow-through
Estimates get checked on at the same pace every time, without anyone keeping a list.
Fewer awkward overlaps
Nudges stop when the customer replies, so they don't get a reminder after they have already answered.
Peace of mind on the rules
Consent, opt-outs, and quiet hours are handled by the system on every single send.
What you control
Your rules, your approvals
- The wording of every follow-up template, approved by you before use
- Which steps run, on which channel, and how many days apart
- Which statuses start an estimate follow-up sequence
- Your quiet hours
- Keywords that hold a reply for a person
- Stopping any sequence for any lead at any time
Who it's for
Is this a good fit?
- Service businesses that send estimates and wait to hear back
- Owners who get inquiries while they are on a job and can't reply right away
- Businesses that want texting handled with consent and opt-outs built in
- Probably not the right fit if you want to text people who have not opted in, or send high-volume promotional blasts
How we work
From first conversation to live
Discovery
We look at how inquiries and estimates are followed up today and where they go quiet. Scope and price are confirmed in writing after this conversation.
Setup on your business profile
We write the confirmation and follow-up templates with you, set your quiet hours, time zone, channels, and stops, and record them in your business profile.
Test in safe mode
Every sequence runs in dry-run first. We walk test leads through replies, opt-outs, quiet hours, and status changes and check each outcome in the sent messages log.
Go live
We connect your email and Twilio accounts and switch to live sending. Texting starts only once your Twilio number is registered for business messaging.
Ongoing review
We review replies, opt-outs, and failed sends with you and adjust wording and timing when you want.
Scope
What's included, and what isn't
Exactly what's included is confirmed in writing for each project.
Included
- Instant confirmation email and consent-based text
- Owner alert with the full request
- Day-2 and day-5 inquiry check-ins
- Status-triggered estimate follow-up sequence
- Stop on reply, booking, or closed status
- STOP, START, and HELP handling and one-click email unsubscribe
- Quiet hours in your time zone
- Human review queue for sensitive replies
Not included
- Texts to anyone without prior consent
- Promotional newsletters (see our marketing email agent)
- Twilio and email provider fees, which are billed by those providers to your account
- Negotiating or quoting prices on your behalf
What you'll provide
- Approval of each message template
- Your preferred quiet hours and time zone
- Access to a business email account or sending domain
- A Twilio account, or permission for us to help you set one up, if you want texts
- A consent checkbox on your forms, which we can add for you
Safeguards
Controls built in
- Texts only with prior consent tied to that phone number
- STOP is honored immediately and opt-outs are never purged
- Quiet hours apply to texts and follow-up email
- Only approved templates are sent, filled from stored records
- Sequences stop on reply, booking, or a closed status
- Pricing questions and sensitive replies go to a person
FAQ
Questions owners ask
Will customers get a reminder after they have already replied?
No. The system checks for a reply before each step sends. A reply by text or email, or a new inquiry, cancels the remaining nudges for that lead.
Can we send texts to everyone who fills in the form?
Only to people who tick the box to receive texts. That consent is recorded with a timestamp and tied to their phone number. Everyone else gets email only.
What happens if someone texts STOP?
Their number is suppressed right away, their text consent is revoked, and every queued text to them is cancelled. If they text START later, texts resume only if they had opted in before.
Does the AI answer customer replies on its own?
Only when you turn that on, and never for pricing, complaints, or keywords you choose. Those are held as drafts in your dashboard, and the customer is told a member of your team will reply personally.
Can we follow up on estimates separately from new inquiries?
Yes. An estimate sequence can start when you move a lead to a status like Qualified, or when your team enrolls it by hand. It stops when the lead is booked, won, or lost.
Put lead and estimate follow-up to work
Tell us what you need. We reply with a few questions, and scope and price are confirmed in writing before any work starts.