How an AI agent handles a quote from A to Z
In landscaping and snow removal, a slow quote is a lost quote, and a forgotten contract is a lost client. Here is the complete path of a client, from request to renewal, with what Marco does, what your team does and what the agent never does.
Why follow-up is decided within a few days
The client compares several contractors. If your quote is late, they sign elsewhere. In snow removal you also have to track the start, end and renewal dates of every contract, so you do not lose one or end up bound to one by oversight.
Marco is Orvel's agent for landscaping and snow removal. He answers quote requests (lawn, landscaping, snow removal), qualifies the address, the area and the service wanted, schedules the visit and renews seasonal contracts before the snow arrives. He prepares and follows up; your team decides and approves.
From the request to the estimate visit
The client file moves through seven stages: Quote request, Visit scheduled, Quote sent, Contract signed, Season under way, To renew, Client renewed.
As soon as the request comes in, Marco sends an acknowledgment announcing a call to confirm the address and the service wanted and to set a visit to measure the property. A call task is created for the next day. He gathers the fields useful for the quote:
- Property address, sometimes different from the billing address.
- Area in square feet or number of parking spaces.
- Client type: residential, condominium, commercial or institutional.
- Main service: lawn care, landscaping, snow removal, or both.
- For snow removal: billing mode, snow threshold, deadline time and where the snow can be placed.
The quote and its follow-ups
After the visit, the quote goes out by email. The message states the services included, the period covered and the terms, and invites the client to ask for an adjustment. Marco invents no prices: he uses your price grid, and an area estimate made from the address must be validated on site.
Three days after sending, a task asks: has the client had time to look at the quote? A follow-up email is ready to go. If silence lasts ten days, a final follow-up offers to adjust the service or come back later, before the quote is closed.
The signed contract and the season sheet
When the contract is signed, Marco sends a welcome email asking for three confirmations: where the snow can be placed, the hedges, borders or objects to protect, and the time by which the client wants the entrance cleared. Two days later, a task asks you to validate the snow threshold, the deadline time, the snow placement and the features to protect, then add the property to the route.
A snow removal contract specifies the period, the snow threshold, the deadline time and the extras. The file also keeps the contract's end or renewal date.
The season under way
During the season, the route is planned by sector and by priority, with businesses and condominiums before residential. If a visit is late, Marco sends a text to warn the client, without promising a time you have not confirmed.
After 45 days without contact, a courtesy-call task asks the client whether everything is going well. Adjustments are noted. A complaint or a damage report is always passed to your team.
Renewal before the property is booked by someone else
As the contract nears its end, the file moves to "To renew". Marco sends the renewal offer and your task is to check changes (area, services, access) for the next season. If the client does not answer after 14 days, a reminder suggests calling before the property is booked by another client.
When the client renews, a thank-you email confirms the file is up to date. Marco never announces a new price you have not approved.
What the agent never does
These are the safeguards around Marco:
- He never commits to a price outside your grid.
- He does not promise a visit time you have not confirmed.
- He hands over to your team for a complaint or damage.
- He gives no legal advice and promises no release from liability.
- He stops sending as soon as a client unsubscribes.
A seven-stage path, planned follow-ups and clear limits prevent lost quotes and contracts renewed by oversight. Your team always has the last word.
General information, not legal advice. Check with your professional order or the official source.
Questions
Can Marco quote a price over the phone?
Only according to your grid. He never commits to a price outside your grid, and an area estimate made from the address must be validated on site.
What happens when a client complains about damage?
Marco hands over to your team. The file can hold before-and-after photos and the condition of the property, which help document the situation.
How do I know which contracts are about to expire?
The file keeps the end or renewal date. An indicator counts the contracts to renew within the next 60 days.
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