The 20-minute weekly customer message routine
Pick one time each week. Friday after lunch works for a lot of owners. Set a timer for 20 minutes and work down the list from your phone. No big CRM cleanup needed.
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The routine
| Minutes | Do this | Templates |
|---|---|---|
| 0-5 | Open quotes: follow up on anything older than 2 days | Quote follow-ups |
| 5-10 | Unpaid invoices: send the right-stage reminder | Payment reminders |
| 10-15 | Finished jobs this week: send review asks to anyone you haven't asked | Review requests |
| 15-18 | Reply to any new reviews | Review replies |
| 18-20 | One repeat-work message: a past customer or a referral thank-you | Repeat work |
Fast version with AI
Paste your list of open quotes, unpaid invoices, and finished jobs into your AI tool with one of these prompts. Leave out phone numbers and anything private.
AI prompt: weekly "what did I miss" reviewAI prompt
Here's a list of open quotes, unpaid invoices, and callbacks from this week. Sort them into three groups: "do today," "this week," and "can wait." For each "do today" item, write the one-line message I should send. Keep it short.
[Paste your list, e.g. "Henderson quote 6/2 $3,400 no reply; Patel invoice $280 15 days late; Garcia wants callback about noise in duct"]AI prompt: who do I follow up with today?AI prompt
Below is a list of my open quotes copied from my tracker. Today's date is [date]. Sort them into three groups: follow up today, this week, and can wait, based on the date sent, the next follow-up date, and the follow-up number. For each follow up today item, write one text under 40 words using the customer's first name and the job. Friendly, no pressure, no made-up deadlines. My quotes: [paste rows: customer, job, amount, date sent, next follow-up date, follow-up #, notes]
Tip: Copy rows from your tracker or list and paste them in. Remove phone numbers first.
A simple tracker
| Customer | Type (quote/invoice/review) | Date sent | Last message | Next message due | Done? |
|---|---|---|---|---|---|
Copy it into a sheet or a notebook. Or use the free Quote & Follow-Up Tracker for Notion, which shows who's due for a follow-up today.
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25 copy-paste AI prompts for home-service owners: quotes, follow-ups, review asks, payment reminders, scheduling texts, and job write-ups. Works with ChatGPT, Grok, Claude, Gemini, or Copilot, free versions included. Enter your email and the PDF is sent to you.
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