Follow up the unresolved decision
A useful solar quote follow-up asks what the customer still needs to decide and offers the appropriate next step. Build the workflow around proposal delivery, questions, assessment and an agreed decision date. A repeated “just checking in” message tells you little about what is blocking the sale.
First distinguish an indicative estimate from a proposal based on an assessment. If the customer still needs a survey, say so. Sending an automated “ready to install?” message before technical assumptions are confirmed can create confusion and extra work for the team.
This is a proposed operating workflow, with example messages you can adapt. The intervals below are starting rules to test—not a proven highest-converting sequence or a promise of more installations.
Put every quote in one visible queue
Record one opportunity per project, with a named owner. Email, WhatsApp and calendar records can all refer to that opportunity; none should become an independent sales queue. A reply in one channel should stop an irrelevant reminder in another.
| State | Useful action | Stop or change condition |
|---|---|---|
| Quote sent; receipt unknown | Confirm delivery and intended recipient | Delivery failed or wrong contact |
| Quote received; questions open | Answer the specific question or involve a specialist | A reply requires human judgment |
| Assessment needed | Offer appropriate survey or review times | Customer not ready or outside scope |
| Decision date agreed | Follow up on that date | Customer asks for a different date |
| Accepted, declined or no further contact requested | Update the project record | Stop the sales sequence |
Use a short sequence that can branch
On the day you send the quote, confirm what the document covers and whether a further assessment is required. For example: “Hi [name], I’ve sent the proposal for [stated goal]. It includes [scope]. [Item] still needs checking before we confirm the final design. Would you prefer to review the questions together or send them here?”
If there is no reply after two business days, ask one decision question: “Was there anything unclear in the scope, expected performance or payment options? I can arrange a review with the person responsible for the proposal.” Name the next step rather than inventing a limited-time discount.
Around a week later, if no other date has been agreed, offer a choice: “Would it help to arrange the assessment, revisit the scope or pause this for now?” If the customer says “next month,” use that date. If they decline or ask you to stop, close the sequence.
An automatic acknowledgement can confirm receipt of a reply. Technical performance, savings, funding questions and complaints should go to the appropriate person. The system should record that handoff and its owner.
Make a booked site visit easy to attend
A survey booking should include the address or location confirmation, contact person, time, access arrangements and any information the surveyor needs. Tell the customer what the visit is for and what will happen afterward. Do not describe a sales conversation as a technical survey if no surveyor will attend.
Offer a way to reschedule or cancel. When someone changes the appointment, update the original booking instead of counting the replacement as a second new lead. After the survey, make the next promised action visible: revised proposal, missing information or a scheduled review.
Illustrative failure: the assistant books a visit, but the survey team sees no address and nobody knows who should unlock the property. More reminder messages will not fix that. The booking must fail the handoff check until those details are resolved.
Keep Kenyan and US routes explicit
For a Kenyan team using WhatsApp, keep messages short, identify the installer and refer to the specific project. Confirm how a bill or location will be shared securely. For another customer, email or a phone call may be the better route; follow their preference.
For a US team, coordinate the proposal channel with the sales and assessment process already used by the installer. Send SMS only through a process that supports the customer’s permission and contact preferences. Avoid duplicate outreach from an installer and its lead supplier.
Aurora’s 2026 US survey reports uncertainty around cost and return on investment. A follow-up should surface those questions and bring in the right person. It should not substitute an automated savings claim for a documented proposal.
Check the sequence before switching it on
Run five scenarios: delivered quote with no reply; customer asks a technical question; customer changes the date; appointment is rescheduled; customer declines. In each case, confirm that the correct person receives the task and the next automated message is appropriate.
Review quotes that became held reviews, completed surveys and installations. Measure time to the next useful action, not only reply rate. A customer saying “stop” is a reply; it should not be reported as progress toward a sale.
The free queue worksheet below gives you the states and handoff checks. Rainlight can help review where your current quote-to-appointment process loses information before you add more follow-up volume.