Increase Sales With Better Lead SMS and Quote Process

Estimated Read Time: 7 minutes

When responding to incoming leads, timing and personalization are crucial. A prompt, well-structured process can make all the difference in turning a lead into a sale. Here, we outline a step-by-step approach to improve your conversion rate and provide three versions of example texts for you to choose from, making it easy to personalize communication at each stage.

Collecting Relevant Information through the Quote Form

A well-designed quote form helps you gather essential details upfront, reducing the need for additional follow-ups and enabling you to prepare a tailored quote. Here’s why each field is important and how to use this information effectively:

• First Name and Last Name: Allows you to address the client personally, which builds rapport.
• Email and Mobile Phone: Multiple ways to contact the client quickly.
• Event Name: Let’s you call the event by what it is, understand the theme and prepare for annual follow up to get this event next year
• Budget: Helps you match services to what the client can afford, avoiding wasted time on options that aren’t feasible.
• Event Date: Ensures availability, reducing potential scheduling conflicts.
• Event Location: Helps confirm that the event is within your service area and allows for logistics planning.
• Theme / Desired Decor or General Event Information: Provides insight into the client’s vision, enabling you to offer customized suggestions.
• Approval: Legally compliant approval by the lead that you can send them SMS messages

Collecting this information right from the start allows you to prepare a detailed, relevant quote, improving the chances of conversion.

Initial Communication and Quote Preparation

Step 1: Automated SMS Response

Immediately acknowledging the client’s request confirms that their needs are a priority. Use a CRM like Serenity to automate this initial contact. Here are three example texts to choose from:

1. “Hi [Client's First Name], This is [My name] at [Business]. Thanks for your request! We’re working on your quote now. Do you have any inspiration images or a photo of the event location? It will help us understand your ideas for the quote.”
2. “Hi [Client's First Name], [My name] from [Business] here. We received your quote request and are already on it! If you have a photo of the venue or some additional ideas for the decor, please reply with them.”
3. “Hello [Client's First Name], This is [My name] at [Business]. We’ve got your quote request, thank you! Could you share any theme ideas or location pictures to help us get a better sense of your vision?”

If you don’t receive a response within 15 minutes, send a follow-up email. This ensures you have the necessary details to prepare an accurate quote. The email can echo the SMS content and reiterate your request for additional information.

Notifying the Client When the Quote is Ready

Once the quote is ready, notify the client via SMS and let them know you’ll be following up with a call. This sets an expectation for personalized service and gives them time to prepare any questions. Consider one of the following texts:

1. “Hi [Client's First Name], This is [My name] at [Business]. Your quote is ready! I’ll be calling in a few minutes to discuss the details and answer any questions you might have.”
2. “Hello [Client's First Name], [My name] from [Business] here. We’ve prepared your quote, and I’d love to go over it with you. I’ll be calling shortly—let me know if there’s a good time!”
3. “Hi [Client's First Name], This is [My name] at [Business]. Your quote is all set! I’ll give you a quick call soon to review it together. Please feel free to share any thoughts you have beforehand.”

A personal phone call provides an opportunity to engage with the client, address any updated ideas, thoughts, or budget options, and address any concerns. 

Here’s how to approach the call:

• Preparing for the Call: Before calling, review the quote and note any areas where adjustments might be needed based on common client concerns, or customer type, such as budget or specific decor preferences.
• Open Your CRM: So you’re ready to take notes and make sure you update everything you need to about the event and the quote and the client

• Make the Call
• Talking Through the Quote: Start the conversation warmly and professionally. Here are three call introductions to help you get started:

1. “Hi [Client's First Name], This is [My name] from [Business]. I’d love to walk you through your quote and answer any questions you might have.”
2. “Hello [Client's First Name], [My name] here from [Business]. I’m calling to review your quote and make sure it aligns with your vision. Let’s go over it together!”
3. “Hi [Client's First Name], This is [My name] at [Business]. I wanted to talk through your quote and see if there are any adjustments needed to get exactly what you’re looking for.”

• Confirm the Budget: Make sure you understand the budget first
• Ask for preferences: For example, we have a couple options for this Garland, it can be this or this, what is your preference
• Confirm the items
• Explain the Price and Options
• Upsell if you now know something that is a natural fit. For example a selfie station upsell.

During the call, actively listen to their feedback, address any concerns, and be prepared to adjust the quote to better suit their needs.

Wrapping Up the Call and Next Steps

End the call by summarizing any adjustments made and outlining the next steps. Confirm the client’s understanding of the process and offer your availability for further questions. A clear action plan helps reinforce the professional image of your business and keeps the client engaged.

Here are some tips for wrapping up:

• Summarize Key Points: Recap any changes to the quote and confirm them with the client.
• Provide Next Steps: Explain what they need to do next, such as finalizing the booking, making a payment, or confirming details.
• SEND THE QUOTE WITH PAYMENT LINK NOW
• Ask the client to verify they received the quote (SMS via link if possible)
• Offer to stay on the line while they pay!!!!

Now do exactly what you said you would do on any action items you took during the call.

The Importance of Using a CRM with Deep SMS and Email Automation

Timing is everything. When a client submits a quote request, they’re often comparing multiple businesses and waiting to see who responds first. Manually checking for new inquiries and responding can be time-consuming and easily fall behind, especially when you’re busy with other tasks. That’s where a CRM with SMS and email automation can make all the difference.

1. Immediate Client Engagement:

• With automated responses, your CRM can send an SMS or email confirmation the moment a quote form is received. This immediate acknowledgment shows the client that their request is important to you and that you’re already on it. Automated responses keep clients engaged from the start and let them know their needs are being taken care of promptly.

2. Improved Efficiency:

• A CRM like Serenity removes the need to constantly monitor your inbox for new leads. Instead, you can rely on the CRM to notify you of new inquiries and initiate contact with clients on your behalf. This automation saves time, allowing you to focus on preparing quotes, managing projects, and handling in-person client interactions rather than being tethered to your email.

3. Increased Conversion Rates:

• Automation helps you reach clients before they’ve had the chance to explore other options. Research shows that businesses that respond quickly to inquiries have a higher chance of converting leads into clients. By automatically sending out an SMS and email as soon as a quote form is submitted, you position yourself as responsive and professional, which can influence the client’s decision in your favor.

4. Consistent and Professional Communication:

• With SMS and email templates ready to go, your responses are consistent, professional, and always on-brand. This ensures that every client receives the same high-quality experience, no matter when they submit their inquiry. You can customize your templates to include the client’s name, requested service, or event date, making the automated response feel personal and attentive.

5. Streamlined Follow-Up Process:

• Automation also helps maintain a seamless follow-up process. If a client doesn’t respond to the initial SMS, your CRM can send a follow-up email without you needing to lift a finger. This ensures that no lead is forgotten and that every potential client receives the attention they need to move forward in the booking process.

Overall, using a CRM with SMS and email automation enhances your responsiveness, increases efficiency, and helps capture leads before they move on to other providers. By leveraging automation, you ensure that your business maintains a competitive edge while allowing you to focus on delivering outstanding service and memorable experiences for your clients.

Recommended Next Steps

1. STOP reading this and START sending SMS messages to all recent leads that haven’t engaged with you yet
2. START sending SMS messages as soon as a lead comes in
3. START presenting your quotes using a SMS, then a phone call
4. STOP wasting your time and attention on watching for leads and get a CRM that can automatically respond to leads SMS