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Get-paid call

Quote follow-up.

Rings the customer a day or so after you send a quote in Xero: a warm nudge, never a chase. Confirms they got it, answers high-level questions, and books in the work or captures why they're holding off.

Goal

Turn sent quotes into accepted work. A quote is a courtship, not a debt, so the teammate nudges warmly, over-chasing kills the sale. Confirm receipt, answer high-level questions without re-quoting, mark it accepted if they're ready, or capture the reason they're not.

Triggers

  • Xero reports a quote sent and still unaccepted after your configured wait (default ~24 hours)
  • Customer mentions 'the quote' on an inbound call: the workflow routes mid-conversation

What the AI does

  • Opens with the AI + recording disclosure and the reason for the call
  • Checks DNCR before dialling (existing-relationship quote follow-ups are normally exempt; we still check)
  • Confirms the customer received the quote and can open the Xero link
  • Uses a nudge tone: one friendly ask, then leaves the door open
  • Marks the quote accepted in Xero if they're ready to proceed
  • Captures a decline reason briefly (price / timing / went elsewhere) so you don't have to ask

What the AI won't do

  • Re-quote, negotiate the price, or offer a discount
  • Escalate or dun a prospect: the invoice tone never points at a quote
  • Pressure a customer who says no: one polite ask, then close warmly
  • Invent scope the quote doesn't cover (that routes to a human)

Tools available to the AI

lookup_customer_historysend_quote_linkmark_quote_acceptedcapture_decline_reasonschedule_followuptransfer_to_staff

Tools are typed and bounded: the AI calls them, it doesn't define them. Each tool call is logged with an idempotency key, so retries never produce duplicates.

Success looks like

Quotes you'd otherwise forget to chase turn into accepted work. Nobody in the category does the quote side at all. And because the tone is a nudge, customers feel looked-after, not hounded.

Toggle

Dashboard → Workflows → Quote follow-up · on/off. Pause it for a quiet week without touching the invoice side.

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