Follow up on stale Service Fusion estimates twice a week
Every Tuesday and Thursday morning, send personalized follow-up emails on Service Fusion estimates that customers have gone quiet on.
Service Fusion
Gmail
SlackSalesOperationsEmail AutomationNotifications & AlertsEvery Tuesday and Thursday at 9am, chase Service Fusion estimates that customers have gone quiet on.
Start in Service Fusion by calling List Estimates with a date-range filter of 4 to 21 days ago and a status filter that keeps only open or pending estimates (skip anything already accepted, declined, or expired). Page through the full result set.
For each estimate that survives the filter, call Get Estimate to pull the full line-item detail and total, and Get Customer to resolve the primary contact's name and email. Then call List Jobs filtered by that customer to check whether the quoted work has already been converted into a job. If any job for that customer looks like it corresponds to this estimate (matching description, address, or line items), drop the estimate from the follow-up list. Service Fusion is read-only for estimates, so job creation is the only reliable signal that a customer has moved forward.
For each remaining estimate, draft a short, personalized follow-up email in the estimator's voice. Reference the specific work quoted (name the main line items, not just 'your estimate'), state the total price, and offer one soft next step: answer any lingering questions, get on the calendar, or extend the quote if pricing is the sticker. Keep it to a few sentences, no hard sell. Send it with Gmail Send a Message from the connected mailbox, using the customer's email as the To address and a subject line that references their project.
Once every eligible customer has been emailed, post a single digest to the sales Slack channel using Slack Send a Message. The digest should list each customer that was nudged (name plus estimate total), the count of estimates followed up on, and the total pipeline value covered. If nothing qualified, post a short 'no stale estimates today' note so the team knows the workflow ran.
Rules to bake in: never chase the same estimate twice in the same week (use estimate age plus the job-existence check to make that reliable); treat any estimate flagged as accepted, invoiced, or converted as booked; and if Get Customer returns no email, skip that estimate and mention the missing contact in the Slack digest so someone can fix it.
What does this prompt do?
- Every Tuesday and Thursday at 9am, pulls Service Fusion estimates issued 4 to 21 days ago that are still in an open or pending status.
- Skips any estimate whose customer has already been booked as a job, so nobody gets a follow-up they don't need.
- Drafts a personalized Gmail follow-up for each remaining customer that references the specific work quoted, the total price, and a soft next step.
- Posts a Slack digest to your sales channel listing which customers were nudged and the total pipeline value covered.
What do I need to use this?
- A Service Fusion account with API access
- A Gmail account for the estimator whose mailbox the follow-ups should send from
- A Slack workspace and the sales channel where the digest should land
How can I customize it?
- Change the estimate age window (default 4 to 21 days) to match your typical close cycle
- Swap the schedule (Tuesday and Thursday at 9am) for whatever cadence your team prefers
- Retarget the Slack digest to a different channel, or add specific teammates as mentions
FAQs
Does this update the estimate inside Service Fusion?
What if the customer already booked the work?
Will the emails come from my mailbox or a shared inbox?
Can I try it without emailing real customers first?
What time zone does the 9am schedule use?
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