Stale quote chaser: AI agent prompt
Surface sent quotes that haven't been answered before they go stale and draft a nudge for each, like the Quote Follow-Up capability Prokeep launched for distributor counter teams.
SalesQuote follow-upbeginnerWho this is for
Contractors, suppliers and service businesses that send quotes and forget to chase them.
Not for
Quotes the customer has already declined.
What you need
A list of quotes: customer, quote number, items, amount, date sent, last contact, status.
The prompt
Here is my list of quotes I've sent: [paste: customer, quote #, items, amount, date sent, last contact, status]. Flag every quote with no reply after [X] days, plus any that expire within [Y] days. Rank the flagged ones by value and how likely they are to close. For each, draft a short, friendly follow-up in my voice that mentions the specific items and offers an easy next step (confirm stock, adjust quantities, or a quick call). Don't send anything; give me the list to review.
Worked example
A fictional business, so you can see what to paste in and what a good answer looks like. The example answer was written with AI help and its numbers and dates were checked; your AI's answer will be worded differently, so check it the same way.
Sample input (what you paste in)
Today Oct 24. Chase after 7 days; flag quotes expiring within 10 days. - Q-221, Hamid, kitchen backsplash tiling, $2,400, sent Oct 10, expires Oct 31 - Q-225, Lopez, deck stain, $850, sent Oct 20 - Q-219, Ortiz, bathroom floor, $3,900, sent Oct 3, expires Nov 30, customer asked about tile colours on Oct 6
Example output (illustrative)
Flagged (ranked): 1. Q-219 Ortiz, $3,900, 21 days since sent, asked about colours (warm lead). Draft: "Hi Ms. Ortiz, following up on the bathroom floor quote. I can bring tile samples in the two colours you asked about; would Tuesday or Wednesday suit?" 2. Q-221 Hamid, $2,400, 14 days, expires Oct 31. Draft: "Hi Mr. Hamid, a quick note that your backsplash quote is valid until October 31. Happy to confirm the tile is in stock or adjust the layout. Want me to hold a start date?" Not flagged: Q-225 Lopez (4 days since sent). Nothing has been sent.
Check before you use it: Check the day counts and that the follow-up mentions the right job; never send quotes' prices to the wrong customer.
How to use it
- Copy the prompt above.
- Replace every [bracket] with your own details (or fill in the blanks on AgentPlaybook Real Estate, which remembers your answers for the next prompt).
- Paste it into ChatGPT, Claude, Gemini and review the answer before you use it.
Works with: ChatGPT, Claude, Gemini, your CRM or ERP, Zapier, Make, n8n + an LLM, Prokeep
Real-world example: truckpartsandservice.com/technology/business-operations/article/158374
Featured in: Free AI agent prompts for small business (beginner-friendly) · ChatGPT prompts for business email, replies and follow-ups · AI agent prompts for Zapier, Make and n8n automations · AI prompts for contractors, construction and field service businesses
Before you use it: what to check
Already built into this prompt
- Don't send anything; give me the list to review.
- For each, draft a short, friendly follow-up in my voice that mentions the specific items and offers an easy next step (confirm stock, adjust quantities, or a quick call).
Check yourself
- Check every figure, price and total against your own records before anything is sent, posted or booked. A person approves refunds, discounts, payments and price changes.
- Remove names, contact details, account numbers and other personal data the task doesn't need before you paste, and check your AI tool's data and training settings.
- Read and edit the draft before it reaches a customer or goes public. If you later automate this prompt, start with "draft and notify me", not "send automatically".
- Check names, dates, numbers and any claim against your own source material before you use the answer. AI can misread or invent details.
Using an AI agent? Download this prompt as a SKILL.md agent skill with these checks built in, or get the .zip for Claude.ai. How to install skills.
Want to make this prompt even better? Grade it with the free prompt grader or build your own with the AI prompt generator.
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