Lead Follow-Up Automation That Chases Every Lead and Estimate for You

Lead follow-up automation sends scheduled texts and emails to every new lead and every open estimate until the customer books, says no or stops replying. It replaces the sticky-note callback list. For contractors, it means quotes sent on Monday still get a nudge on Thursday, even when you're buried in jobs all week.

Why do contractors lose jobs after the estimate?

Because nobody follows up. You drive out, measure, build a quote and send it. Then the week happens: emergency calls, a tech out sick, a supplier short on parts. The homeowner gets two other quotes, hears from one of those companies twice, and books them. Your quote wasn't too high. It was just quiet.

Owners know this. The callback list on the dash, the "I'll text them tonight" that turns into next week. It isn't laziness; it's that follow-up is the first thing to slip when the work is good. Automation fixes the part people are worst at: doing a boring task on time, every time, for every lead.

How does BRIX sales automation work?

Every lead and every open estimate sits on a record in the BRIX CRM, and BRIX sends the follow-up texts and emails on a schedule until the customer books, declines or goes quiet for good. You set the tone and the cadence once during setup; after that it runs on its own.

1. 1

   Every lead lands in one place.

   Calls answered by the AI receptionist, missed callers caught by text back and leads you add go into the BRIX CRM, each on its own record.

2. 2

   New leads get followed up automatically.

   If a lead doesn't book on the first contact, BRIX follows up by text and email so they hear from you before they hear from the next company.

3. 3

   Every open estimate gets chased.

   When you send a quote from quotes and estimates, BRIX follows up on it automatically until the customer says yes or no.

4. 4

   Follow-up stops when they decide.

   Once the customer books, the job moves to scheduling and dispatch. Nobody gets a "just checking in" text after they've already said yes.

5. 5

   After the job, ask for the review.

   When the work is done, BRIX asks the customer for a Google review automatically. See review requests.

What does a good estimate follow-up sequence look like?

A good sequence is short, polite and specific to the job. It reminds the customer what they asked for, makes it easy to say yes, and gives them a graceful way to say no. Below is a sample of what an estimate follow-up can look like. The timing and wording are illustrative; we set up the messages around how you sell.

Want to write your own? Grab the estimate follow-up templates and read how to follow up on an estimate.

What is speed to lead, and why does it matter?

Speed to lead is how fast you respond after a new lead reaches out. The faster you respond, the more likely you are to reach them while they're still deciding. Homeowners with a leak or a dead AC usually contact a few companies and go with the first one that gets back to them with a time. Read the full breakdown in speed to lead or measure yours with the speed to lead calculator.

Automation helps speed to lead in two ways. The AI receptionist answers inbound calls live and books them on the spot, and automatic follow-up means a caller who didn't book hears from you again on schedule instead of whenever you remember at 8 p.m.

Is an AI appointment setter the same as follow-up automation?

Not quite. "AI appointment setter" usually means voice or chat AI that talks with leads and books them into your calendar. Follow-up automation is the scheduled texts and emails that keep a lead warm until they're ready. You want both: something that books the leads who are ready now, and something that patiently follows up with the ones who aren't.

In BRIX, the AI receptionist is the appointment setter for inbound calls: it qualifies the caller and books the job. Sales automation handles the follow-up for every lead and open estimate after that.

What happens after the customer says yes?

This is where most follow-up tools hand you off. CRMs and marketing platforms are good at chasing a lead, then the job, the invoice and the books happen somewhere else. In BRIX, the yes is just the next step:

1. Booked and dispatched. The job goes on the schedule and dispatch assigns the right crew.
2. Invoiced. When the work is done, invoicing and payments sends the invoice and politely chases it until it's paid.
3. Reviewed. BRIX asks the customer for a Google review.
4. In the books. The lead you chased for two weeks shows up in QuickBooks as a customer with a paid invoice, through QuickBooks sync, without anyone creating them twice.

What does follow-up automation cost compared with other tools?

On published pricing, HubSpot's CRM is free with paid seats from $15/mo, Jobber's quote follow-ups start on its $99/mo Connect plan (billed annually), and HighLevel starts at $97/mo. BRIX pricing is quoted per business. The bigger difference is what happens after the lead says yes.

If your quotes come out of Jobber, Housecall Pro or ServiceTitan today, you don't have to move them to get the follow-up. BRIX integrates with all three, so the chasing can happen in BRIX while your crews stay on the app they know.

What should each trade follow up on?

What you chase changes by trade. HVAC and plumbing shops chase replacement estimates and maintenance agreements. Roofers chase inspections and insurance jobs. Landscapers chase season-long contracts that get decided in a few weeks each spring. See how sales works for yours.

Where do the follow-up texts and emails go out from?

Texts go through Twilio and emails can go through Gmail, so replies come back to a thread you can read. If your leads already live in Salesforce or HubSpot-style tools, or your estimates in Jobber, Housecall Pro or ServiceTitan, that's the first thing we map during setup. The full list of connections is on the integrations page.