Sending Quotes and Estimates by Text

To send a quote by text, ask permission first, then send a short message with your business name, the job, the total price, what it includes, how long it is valid and how to accept, with a link to the full estimate for the details. Follow up a day or two later with a single question, not a sales push.

Texting quotes works because customers read texts quickly and can forward them to a spouse or business partner. It goes wrong when the message is a wall of line items, arrives from an unknown number, or is followed by a string of "just checking in" messages.

Ask before you text

At the end of the call or visit:

"Would it be okay if I text the quote to this number? It'll come from our business line, [number]."

Note the yes on the customer record. Replying with a quote they asked for is a service message; ongoing promotional texts need prior written consent under FCC rules, and CTIA's Messaging Principles expect businesses to have consent and to honor opt-outs. See how to get consent to text customers.

What to include

Element	Example
Who you are	"Hi Maria, it's Jake from Riverside Roofing."
The job	"Quote for replacing the back porch roof (approx. 220 sq ft)."
Total price	"$3,850 total, including materials, labor and haul-away."
Exclusions	"Does not include gutter replacement."
Validity	"Price good for 30 days."
Link to detail	"Full estimate: [link]"
How to accept	"Reply YES to book, or call me at [number] with questions."
Name	"- Jake"

Templates

Simple quote (no link)

"Hi Maria, it's Jake from Riverside Roofing. Your quote for the back porch roof is $3,850 total, including materials, labor and haul-away (gutters not included). Good for 30 days. Reply YES to book or call me with questions. - Jake"

Quote with a full estimate link

"Hi Maria, it's Jake from Riverside Roofing. Your estimate for the back porch roof is ready: $3,850 total. Full details and options here: [link]. Price good for 30 days. Any questions, just reply. - Jake"

Good / better / best

"Hi Maria, Jake at Riverside Roofing. Three options for the porch roof: A) Repair only: $1,200 B) Replace, standard shingles: $3,850 C) Replace, upgraded shingles + 2 new gutters: $5,400 Details: [link]. Reply A, B or C, or call me. - Jake"

Quote with a photo

"Here's the damage I mentioned [photo]. The quote to fix it is $650, parts and labor. I can do Thursday. Want me to hold it?"

Photos are sent as MMS, which handles images; keep the text part short.

Keep it readable

• Short. Long texts are split into multiple segments and can arrive out of order on some phones. Twilio's documentation puts a single standard SMS at 160 characters, or 70 if the message contains an emoji or other special characters. See SMS character limits explained.
• Total first. Customers look for the number. Put it in the first two lines.
• No line-item dump. Link to the full estimate for that.
• Use a link the customer recognizes. Your own domain or your invoicing tool's domain. Public link shorteners are often filtered by carriers.
• No sensitive data. Never ask for card numbers by text; send a secure payment link.

Follow up without nagging

Speed matters for the first contact. Research on web leads published in Harvard Business Review in 2011 found that firms contacting a lead within an hour were nearly seven times as likely to qualify it as those that waited longer. Send the quote while the conversation is fresh: same day, ideally within hours.

After that, space follow-ups out:

When	Message
1 to 2 days later	"Hi Maria, Jake here. Did you get a chance to look at the porch quote? Happy to answer any questions."
5 to 7 days later	"Hi Maria, just a heads up that we have openings the week of the 20th if you'd like to get the porch done before the rain. No pressure."
Before expiry	"Hi Maria, your porch quote is good through Friday. Want me to hold a spot or extend it?"
Close	"Hi Maria, I'll close out the porch quote for now. If you need us later, just text this number. Thanks!"

Mix in a call for larger jobs. See the sales follow-up call script and how many times to follow up with a lead.

If they reply STOP, stop. See handling STOP and opt-outs.

Handling replies

Reply	Response
"YES"	"Great! You're booked for [date/time]. I'll send a confirmation and [deposit link if any]."
"Too expensive"	"Thanks for being straight with me. Option A at $1,200 covers the repair only. Would that work, or is there a budget I should aim for?" See handling price objections.
"Need to talk to my husband"	"Of course. Feel free to forward this. I'm happy to call you both if that helps."
Question	Answer by text if it's short; offer a call if it needs explanation.
Silence	Follow the schedule above.

Quote-by-text checklist

• Permission to text confirmed and noted
• Sent from the business number, not a personal cell
• Business name and your name included
• Total price in the first two lines
• Inclusions, exclusions and validity stated
• Link to full estimate on a recognizable domain
• Clear way to accept
• Follow-up dates set
• Opt-out honored if requested

Keep a record of what was quoted

A text thread is a convenient record, but only if the business can see it. Quotes texted from a technician's personal phone vanish when that person leaves. Send quotes from the business number, and add a one-line note to the customer record with the amount, date and validity so anyone can answer "What did you quote me?"

Sending quotes with Callata

Callata's shared texting inbox lets you send quotes from your business number with saved templates, delivery receipts and AI reply suggestions, so the next teammate can see what was quoted and when. Each text is saved to the contact alongside calls and notes, and you can set a follow-up reminder with a date and time. Texting from a local number starts after carrier registration, a one-time $49 fee that usually takes 3 to 10 business days to approve.

The plan is $99 a month, which includes five users. Start with Callata.