AI Automation
9 min read

How to Follow Up on Quotes Not Accepted in 3 Days and Close More Deals

Published on
August 16, 2025
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Your team worked their tail off prepping that custom proposal. Sent it off. High fives all around. And then? Crickets.

Fast forward 3 days. Still no signature. Still no reply. You’re refreshing your inbox like you’re waiting on concert tickets.

Here’s the truth: Most quotes don’t get ghosted because people hate your offer. They get ghosted because your follow-up strategy is...well, either nonexistent or way too passive.

This post is your no-BS, refreshing beer-on-the-patio guide to fixing that—and closing more deals, faster.

Why Following Up in 3 Days Matters (and Why Most Teams Botch It)

Here’s what’s happening behind the scenes: your quotes are dropping into inboxes where they’re competing with 37 unread Slack threads, five other vendors, and someone’s sandwich order.

You’ve got a small window before 'interested' turns into 'forgotten'—and that window is tight. The first 72 hours post-quote is when interest is warm, questions are fresh, and decision-makers are still, well, deciding.

But guess what? 44% of salespeople give up after just one follow-up. That means if you’re not nudging within three days, you’re not just missing out—you’re handing deals to whoever shows up next.

Okay, But Won’t I Seem Pushy?

Nope—not if you do it right. Because 80% of sales require 5 to 12 follow-ups to close. This isn’t being annoying. This is being present, professional, and honestly...one of the few teams that actually follows through.

And trust me, decision-makers notice. Especially the good ones.

What a Rock Solid 3-Day Follow-Up Strategy Looks Like

Let’s map it out: someone asked for a quote. You sent it. Three weekdays pass, and the silence starts to get loud. What do you do?

1. Follow up on the same channel… then mix it up

If your quote went out via email, reply to that thread. Keep the context fresh. But then plan to vary the channels if you don’t hear back—LinkedIn, voicemail, even a personal Loom video.

Best time for calls? 11:00 AM–12:00 PM or 4:00 PM–5:00 PM. Science says so.

2. Keep it human—and useful

No one wants, “Just following up.” Add value. Try:

  • A short message that pinpoints an issue they raised
  • A relevant case study or result from a similar client
  • A limited-time bonus or slot available this month

We’re gently reminding them you exist, while reinforcing why you’re the right choice. That’s the sauce.

3. Personalize it (more than just Hi [First Name])

83% of B2B buyers prefer email—but ONLY if it’s relevant. So reference the exact service quoted. Grab a headline from their latest blog post. Mention something their CEO just said on LinkedIn. Make it clear this isn’t a spammy sequence.

The Secret Power Move: Track Your Follow-Up Cadence

If you’re still using sticky notes and vibes to track deals, we need to talk. Because if follow-ups aren’t getting tracked, they’re getting lost.

Use a CRM with automated reminders, or better yet—let AI tools do the lifting. Some teams use generic tools that automatically flag untouched quotes, route them to the right rep, and suggest the perfect time + content combo for the next step.

And if you want semi-custom systems that actually talk to your CRM? That’s what we build all day—more on that later.

For the Skeptics (You Know Who You Are)

Let’s clear something up.

  • Myth: Sales happen on the first try.
    Truth: Only 2% of deals close on the first contact. That ‘one and done’ strategy? It’s flushing pipeline down the drain.
  • Myth: More than two emails feels spammy.
    Truth: Not if you're switching up messaging, channels, and value. Think of it as persistence, not pestering.
  • Myth: Cold calling is dead.
    Truth: Conversion rate is low (2%), but it works when combined with a full multi-touch strategy. And it gets you access others miss.

That deal you thought was lost? It might just be buried under an executive’s inbox. So dig it up—with grace and strategy.

Let’s Add Some Jet Fuel: How AI Can Supercharge Your Follow-Up

Here’s where things get interesting. Because done right, AI doesn’t replace your sales team—it makes them look like time-bending superheroes.

Sales teams using AI tools now:

  • Automatically flag forgotten quotes after 3 days
  • Get suggestions for when and how to follow up based on past behavior
  • Free up 5+ hours a week by skipping admin junk and dialing into high-priority buyers

Combine that with data from your CRM, and you’re no longer spraying and praying. You’re sending the right message at the right moment…without lifting a finger.

Some teams do this with plug-and-play tools. We design semi-custom or full custom automations that actually fit your sales cycle, quoting system, and team resources.

Because what’s the point of automating if your systems don't even talk to each other?

Recap: What To Do After 3 Days of Silence

  • Touch base fast—3 days is your momentum window
  • Multi-channel your follow-ups (email first, then variety)
  • Get human + helpful—quote reminders don’t have to be stiff
  • Track every touchpoint (automated reminders = gold)
  • Layer in smart automation to scale this without breaking your reps

If you do this right, quote follow-up goes from “ugh, I hate this part” to actual conversations that move stalled deals forward.

You don’t need more leads. You need to stop leaking the ones you already have.

If You’re Done Chasing Quotes Manually...

Book a free Workflow Optimization Session, and let’s map out where follow-ups are falling through—and how to design a system that fixes it without bogging your team down.

No pitches, no hype—just clear answers and better systems that save serious time.

Sources

River Braun
Timebender-in-Chief

River Braun, founder of Timebender, is an AI consultant and systems strategist with over a decade of experience helping service-based businesses streamline operations, automate marketing, and scale sustainably. With a background in business law and digital marketing, River blends strategic insight with practical tools—empowering small teams and solopreneurs to reclaim their time and grow without burnout.

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