Free roofing sales resource

Free roofing estimate follow-up tracker.

Download a blank CSV that separates sent emails, replies, decisions, accepted work, and verified payments—so your team always knows the next action. It is deliberately built around internal estimate IDs, not homeowner names or contact details.

Download the CSV tracker Use the 7 email templates

One header row. No signup. No customer records included. Use it only for estimates your business has already delivered.

The file is a blank template, not a customer database. Downloading it does not upload the rows you later add to Arbor. Keep completed files only in an access-controlled system approved by your business. Use an internal estimate ID. Do not add homeowner names, email addresses, phone numbers, property addresses, insurance details, credentials, card data, or sensitive notes.

What the tracker should answer

Control follow-upRecord the stage, last email, next action, due date, and approved email basis.

Assign a human ownerUse one accountable team role—not “sales” or “the office.”

Know when to stopReply, opt-out, complaint, wrong recipient, explicit decline, or another suppression event.

Count outcomes honestlyKeep quoted value, accepted work, and verified payment separate.

The fields and why they exist

Field	Use	Evidence rule
`estimate_id`	Your internal estimate ID.	Do not substitute personal customer data.
`estimate_delivered_date`	Start date for the approved follow-up window.	Use the actual delivery record in `YYYY-MM-DD` format.
`email_basis_recorded`	Whether the business documented its basis to email about the delivered estimate.	Use `yes` only when the source system supports it.
`current_status`	Current decision state.	Update only from a reply, staff note, or verified business event.
`last_email_date`	Most recent completed email.	A scheduled message is not a sent message.
`reply_received` and `stop_follow_up`	Verified reply and suppression controls.	Use `yes` only from a real event; never silently reset a stop flag.
`next_action_type`	Clarify, revise scope, discuss schedule, wait, close, or none.	Choose the next useful human action, not another generic reminder.
`next_action_due_date`	Next permitted action date.	Clear it when follow-up must stop.
`next_action_owner_role`	Role responsible for the next human action.	Use someone who can actually respond.
`quoted_value_usd`	Amount offered in the estimate.	This is not accepted work or revenue.
`accepted_value_usd`	Work the customer accepted.	This is not a verified payment.
`payment_verified_usd`	Funds verified in the business system of record.	Do not attribute payment to follow-up merely because it happened later.
`outcome_verified_date`	Date the decision or payment evidence was recorded.	Use the source event, not an inferred date.

A five-minute operating rhythm

Copy the blank file into an approved, access-controlled workspace.
Add one row per open estimate using only the internal reference.
Assign one next owner and one next permitted date.
After each reply or business event, update the status and clear any invalid scheduled action.
Once a week, count verified replies, decisions, accepted work, and unresolved estimates—not just messages sent.

The tracker does not send email, connect to a CRM, or create a lawful basis for contact. Your business remains responsible for its customer data, tools, authorization, and communication rules.

Use verified aggregate values in the roofing quote follow-up break-even calculator.

A sent email is not revenue.

Stop scheduled follow-up when a person replies.
Honor opt-outs, complaints, wrong-recipient reports, explicit declines, and channel preferences.
quoted_value_usd is the amount offered—not accepted work.
accepted_value_usd is work the customer accepted—not money received.
payment_verified_usd is funds verified in the source system—not a follow-up attribution claim.
Never turn a blank outcome into a claimed job or revenue event.
Keep sensitive homeowner data in approved systems with appropriate access and retention controls.
Have a human own questions about scope, timing, pricing, warranty, insurance, and payment terms.

Read the full 14-day operating checklist.

Turn the sheet into a controlled process

Request a Quote Recovery Audit.

Arbor maps the current estimate handoff, adapts an email-only sequence, defines stop and ownership rules, and configures a simple outcome tracker around one supported workflow. The founding pilot is a fixed $350 scope and does not guarantee replies, jobs, or revenue.

Audit requests are reviewed during U.S. Eastern business hours.

Request the audit