Guide · Winning jobs
From first call to signed job: a contractor's sales process
Most jobs aren't lost on price. They're lost to the contractor who called back first and sent a clear number that night.
Answer or call back the same day. Qualify on the phone: what, where, when, budget and who decides. Visit and measure. Send a written, itemized estimate the same day. Follow up after two or three days and again after a week. Get approval in writing, then take the deposit before you order materials.
The seven steps
- Respond fast. Call back the same day, ideally within the hour. Many customers hire whoever answers first.
- Qualify on the phone. Ask what the job is, where, when they want it done, roughly what they expect to spend, and who else decides. Give a rough range if the job is common. See should you charge for estimates for when a visit fee makes sense.
- Visit and measure. Show up on time, look at everything, and ask what a good result looks like to them. Take photos for yourself.
- Send the estimate the same day. Itemized, with what's included and excluded, how long the price is good for, and an easy way to say yes. See how to write a contractor estimate.
- Follow up. A short text after two or three days, another after a week, then a close-out message. See how to follow up on an estimate for texts to copy.
- Get approval in writing. An approval button or a signed estimate, not "ok" in a text thread. In some states a home improvement job also needs a written contract with set terms; see the California checklist for an example.
- Take the deposit, then schedule. Within your state's limit. See how much deposit to ask for.
Track three numbers
| Number | What it tells you |
|---|---|
| Hours from call to estimate sent | Whether speed is costing you jobs. |
| Estimates sent vs approved | Your close rate. Very high can mean you're too cheap; very low, that you're quoting the wrong customers or following up too little. |
| Days from approval to deposit paid | Whether paying you is easy enough. |
In Settle
Step 4 is the one Settle is built for: describe the job out loud in the driveway and it writes the itemized estimate from your own prices, which you text from your own phone. You see when the customer opens it and when they tap Approve, so you know who to follow up with.
How fast should a contractor send an estimate?
The same day as the visit if you can. Customers comparing contractors often go with the first clear, written number.
How many times should I follow up on an estimate?
Two or three times: a few days after sending, about a week later, and a final close-out message.
What questions should I ask on the first call?
What the job is, where it is, when they want it done, roughly what they expect to spend, and who else is involved in deciding.
Send the estimate before you leave the driveway.
Free on iPhone. Unlimited estimates and invoices. 7 days of Pro to try the voice drafts, and you cancel in two taps.
Download on the App StoreiPhone, iOS 17 or later. Questions? Text Nina: (818) 945-9686