Quote follow-up email templates

Quote follow-up fails for two reasons: the message is vague, or you are chasing the wrong quotes. Use the templates below, then make sure your list is limited to quotes that still look commercially real.

Before you send anything

• Confirm the quote is still open or accepted—not already invoiced.
• Match against invoices where you can (partial bills included).
• Skip quotes with no contact email or clearly expired scope.
• Lead with the job and quote reference, not your company news.

Template 1 — Soft nudge (sent, no reply)

Subject: Quick check on quote {{QuoteNumber}}

Hi {{FirstName}},

Just following up on the quote we sent on {{QuoteDate}} for {{JobSummary}} ({{QuoteNumber}}).

Happy to adjust scope or timing if things have moved. If you are ready to proceed, I can turn this into an invoice this week.

Thanks,
{{YourName}}

Template 2 — Accepted quote, no invoice yet

Subject: Next step for {{QuoteNumber}}

Hi {{FirstName}},

Thanks again for accepting quote {{QuoteNumber}} ({{JobSummary}}).

I do not yet have an invoice raised against it on our side. Shall I schedule the work and send the deposit / first invoice, or has the plan changed?

Best,
{{YourName}}

Template 3 — High-value, time-sensitive

Subject: {{QuoteNumber}} — still want this booked?

Hi {{FirstName}},

Checking in on quote {{QuoteNumber}} for {{Amount}} ({{JobSummary}}).

Slots around {{SuggestedWindow}} are filling up. If you still want this done, reply with a preferred week and I will confirm.

If the job is off the table, a one-line reply helps us close it cleanly.

Thanks,
{{YourName}}

How to find quotes worth chasing in Xero

In Xero, filter Quotes by status and date, then manually compare to Invoices—painful at volume, easy to miss partial conversions. Exporting and matching in a spreadsheet is possible but brittle when descriptions and amounts drift.

What you want on a chase list: customer, quote id, amount, status, age, and whether any invoice appears related.

How Spearmint helps

Spearmint looks for unfinished quote patterns in your commercial snapshot and shows evidence on the Revenue Map so follow-up is tied to a real document—not a hunch. It does not email customers for you; you (or Xero) still send the message.