Does the AI know which leads have already received quotes?

Yes, if the quote was created in the same system. The AI has visibility into the lead's history вЂ” when they enquired, whether a quote was sent, whether they opened it. Follow-up messages can reference the quote ('I wanted to follow up on the estimate we sent on Tuesday').

What channel does AI use for follow-up?

The channel the lead used to contact you first, or the channel you configure as primary for follow-up. Text is the default for most service businesses вЂ” it has higher open rates and faster response times than email. If a lead came in through a web form, text is the preferred follow-up channel if a phone number was collected.

AI Follow-Up Manager

How Does AI Follow Up with Leads?

AI follows up with leads by sending timed messages вЂ” by text or email вЂ” based on a configured sequence. When a lead responds, the AI continues the conversation: answering questions, offering to book, or routing to a human if the conversation requires judgment. Leads that don't respond receive the next message in the sequence on schedule.

The AI follow-up process: a lead enters the system when they first make contact (call, text, form fill). If they don't book, the follow-up sequence begins on a timer. The AI sends message 1 at day 3, personalised with the lead's name and a reference to their enquiry type. If they respond, the AI handles the conversation вЂ” answering questions, booking an appointment, or noting that they're not ready yet and scheduling a future follow-up. If they don't respond, message 2 goes at day 10.

Conversation handling: when a lead replies, the AI reads the response and adapts. 'Yes, we're interested вЂ” can we do Tuesday?' triggers the AI to check availability and book. 'Not ready yet, check back in a month' triggers the AI to pause the standard sequence and schedule a single message in 30 days. 'We went with someone else' closes the lead and stops the sequence. The AI makes these routing decisions based on the lead's response without requiring a human to intervene for each.

For the subset of responses that require human involvement вЂ” a lead who wants to discuss scope in detail, negotiate pricing, or who has a question the AI can't answer вЂ” the AI routes to you with context. You see the lead's history, what they've asked, and what the AI said. You take over from there.

Common questions

For standard services with defined pricing, yes вЂ” the AI can answer 'how much does a tune-up cost?' during a follow-up conversation. For complex or project-specific pricing questions that require a custom quote, the AI routes to you or offers to schedule a quote call.

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