Follow-up texts for contractors, ready to copy
After you send an estimate, text the same day, again on day 2 and day 5, and a last time on day 10, then stop. Below are short texts and emails for every step of a job, from that first follow-up to the deposit request, the day-before reminder, a change order and four levels of payment reminder. Tap Copy, fill in the brackets and send it from your phone.
Words in [brackets] are yours to fill in. Keep your business name in every text, and end the first text to a new number with Reply STOP to opt out.
After you send an estimate
Four touches over ten days, each shorter than the last. The last one closes the loop instead of chasing forever.
Same day: it is in your inbox
Text. Within an hour of sending the estimate.
Hi [Name], it's [Your name] with [Business]. I just sent the estimate for [job] to your email. Any questions, reply here and I'll answer them. Reply STOP to opt out.
In Staxen: When you send an estimate by text, Staxen's text already says your estimate from [Business] is ready to view and sign, with the link and the opt-out line. Use this one when you sent it by email.
Day 2: did it come through
Text. Two days after sending, if they have not replied.
Hi [Name], [Your name] from [Business]. Did the estimate for [job] come through OK? Happy to walk through any line or change the scope.
Day 5: offer a next step
Text. Five days after sending.
Hi [Name], [Your name] at [Business] checking in on the [job] estimate. I have an opening [day or week] if the timing works. Want me to hold it for you?
In Staxen: If you emailed the estimate, Eddie drafts follow-up emails on day 3, 7 and 14 and stops when the client signs. Each one waits for your OK unless you set them to send on their own.
Day 10: the last one
Text. Ten days after sending. Then stop.
Hi [Name], [Your name] at [Business]. I'll close out the [job] estimate for now so I'm not filling up your phone. If you want to go ahead later, reply here and I'll update the dates for you.
Follow-up email
Email. Any time in the first week, if they prefer email.
Subject: Your [job] estimate from [Business]
Hi [Name],
Checking in on the estimate for [job] I sent on [date]. If anything needs to change before you sign, reply and tell me and I'll update it. If it looks right, you can review and sign it here: [link]
Thanks,
[Your name]
[Business]
[Phone]
Deposits
Ask for the deposit while the decision is fresh, and confirm it the day it lands.
Deposit request
Text. Right after the client signs.
Hi [Name], thanks for signing the [job] estimate. To get you on the schedule, the deposit is [amount]. You can pay it here: [link]. Once it's in, I'll confirm your start date. [Your name], [Business]
In Staxen: When your payment schedule has a deposit and Stripe is connected, the signed estimate shows the client a Pay deposit button. Staxen does not send a separate deposit text, so this one is yours to send.
Deposit received
Text. The day the deposit clears.
Hi [Name], got your deposit of [amount] for [job], thank you. You're on the schedule for [date]. I'll text the day before to confirm. [Your name], [Business]
In Staxen: Staxen tells you when a deposit is paid. It does not send the client a receipt text.
Scheduling and on the job
Short texts that keep the customer from wondering where you are.
Schedule confirmation
Text. When you book the start date.
Hi [Name], [Business] here. You're booked for [job] on [day, date], arriving between [time] and [time]. Reply YES to confirm, or tell me if you need a different day.
Day-before reminder
Text. The afternoon before the job.
Hi [Name], [Business] reminder: we're at [address] tomorrow, [day], between [time] and [time]. Please [clear the driveway, put the dog up, leave the gate unlocked]. Reply YES to confirm.
In Staxen: Josie can text a reminder 24 hours before an appointment to clients who agreed to get texts. It ends with Reply YES to confirm, and a YES reply marks the visit confirmed.
Running late
Text. As soon as you know you will miss the window.
Hi [Name], it's [Your name] with [Business]. I'm running about [minutes] minutes behind on the job before yours. New arrival is around [time]. Sorry for the wait.
In Staxen: Staxen has no running-late text. When you mark a visit on the way, Josie texts the client that you are on the way and should arrive shortly.
Change order approval
Text. Before you start any work that was not on the estimate.
Hi [Name], [Your name] at [Business]. While [doing the work] we found [problem]. Fixing it adds [amount] and about [time]. I'll hold off on that part until you approve it here: [link]
In Staxen: When you send a change order from Staxen, Josie texts or emails the client a link to approve or reject it. If it sits unanswered, follow-up emails are drafted for day 2 and day 5, and each waits for your OK by default.
Job done and getting paid
Send the invoice before you leave the driveway, then remind on a schedule: friendly on the due date, firm by day 14, and a final notice by email.
Job done, here is the invoice
Text. The day the work is finished.
Hi [Name], [Business] here. [Job] is done, thanks for having us. Your invoice for [amount] is here: [link]. You can pay online from that page.
In Staxen: When you send an invoice by text, Staxen's text says here's your invoice for the work done by [Business], with the payment link and the opt-out line.
Payment reminder: due today
Text. On the due date, if it is unpaid.
Hi [Name], friendly reminder from [Business]: the invoice for [job], [amount], is due today. Here's the link if it's handy: [link]. Thank you.
In Staxen: Ivy emails payment reminders 3, 7 and 14 days after an invoice is sent, and the wording gets firmer as the invoice gets older. Each one waits for your OK unless you set them to send on their own. Staxen's reminders are emails, so the texts here are yours to send.
Payment reminder: 3 days late
Text. Three days after the due date.
Hi [Name], [Your name] at [Business]. Checking that the [job] invoice for [amount] didn't get buried. It was due [date]. Pay here: [link]. If something's off with it, tell me and I'll sort it out.
Payment reminder: 14 days late
Text. Two weeks after the due date.
Hi [Name], the [job] invoice for [amount] is now 14 days past due. Please pay by [date] using this link: [link], or call me at [phone] to set up a plan. Thanks, [Your name], [Business]
Final notice
Email. After 30 days past due, or whenever your terms say the next step starts.
Subject: Final notice: invoice [number] for [job]
Hi [Name],
The invoice for [job], [amount], was due on [date] and is now [days] days past due. Please pay by [date] using the link below.
[link]
If you have a question about the work or the amount, reply to this email or call me at [phone] and we will work it out. If it is not paid or arranged by [date], [the next step your contract allows, such as a late fee].
[Your name]
[Business]
After the job
The two asks that bring in the next job. Send them once the invoice is paid, not before.
Review request
Text. A day or two after the final payment clears.
Hi [Name], [Your name] with [Business]. Thanks again for having us out for [job]. If you were happy with the work, a quick Google review helps a small shop like mine a lot: [review link]
Referral ask
Text. A week or two after the job, or right after they compliment the work.
Hi [Name], [Your name] at [Business]. Glad the [job] turned out the way you wanted. If you know anyone who needs [your trade] work, I'd be grateful if you passed my number along: [phone]
Texting rules that matter
Say who you are
Put your name and your business name in every text. A text from a number they do not have saved, with no name on it, reads like spam and gets deleted.
Opt-out on the first text
End the first text to a new number with Reply STOP to opt out, and when someone replies STOP, stop texting them. Carriers expect business texts to honor STOP, and Staxen adds that line to every text it sends for you.
Text when people are awake
Stay between 8 a.m. and 9 p.m. in the customer's time zone. Federal rules set those hours for marketing texts and some states set tighter ones. A text about their own job is not marketing, but the same hours are a safe habit.
Promotions need a yes
Texting a customer about their own job is different from texting a coupon. Send seasonal offers and promotions only to people who said yes to them.
Short, with one link
Two sentences and one link, with the link last. Long texts arrive split in pieces, and a wall of text gets skimmed.
Stop after the last one
Four estimate follow-ups over ten days is plenty. After the last one, wait for them to come back to you.
What Staxen sends for you
Staxen sends the estimate or invoice link by text or email when you tap send, and every text it sends ends with Reply STOP to opt out. A STOP reply is recorded and that number gets no more texts.
Eddie drafts estimate follow-up emails 3, 7 and 14 days after an emailed estimate and stops when the client signs. Ivy does the same for invoices, with wording that gets firmer as the invoice ages. By default each one waits for your OK, and you can set them to send on their own once Gmail is connected.
Josie texts a reminder 24 hours before an appointment to clients who agreed to texts, and texts the client when you mark a visit on the way. Change orders go to the client by text or email with an approve link.
Running-late texts, deposit receipts and referral asks are not things Staxen sends, so copy those from this page.
Frequently asked questions
What should I text after sending an estimate?
A short text the same day that says who you are and that the estimate is waiting, then a check-in on day 2, a next step on day 5 and a polite close-out on day 10. Keep each one to a couple of sentences with your business name in it.
How do I ask a customer for a deposit by text?
Send it right after they sign, while the decision is fresh. Thank them, give the deposit amount and the payment link, and say what happens once it is paid, which is usually locking in the start date.
How do I write a payment reminder text to a customer?
Friendly on the due date, plain at 3 days late, firm at 14 days with a date to pay by, and a final notice by email that says what happens next. Always include the job, the amount and the payment link.
How many times should I follow up on an estimate?
Three or four times over about ten days covers most jobs. After that, send one last message that closes the estimate out and leaves the door open, then wait for them.
Do I need to put Reply STOP in my texts?
Put it on the first text to a new number and honor any STOP reply right away. Carriers expect business texts to say how to opt out, and following that keeps your number from being filtered as spam.
Can Staxen send these follow-ups for me?
Some of them. Staxen texts or emails the estimate and invoice links when you send them, Eddie and Ivy draft follow-up emails on day 3, 7 and 14, and Josie texts appointment reminders to clients who agreed to texts. It costs $59 a month per AI employee or $149 a month for all three, and the first 7 days are free in the app.