— Guide · Automation
Automating quotes and follow-ups: where to start?
Copying a request, preparing a quote, following up with a client who did not answer: these tasks take hours every week without creating value. Automating them requires neither changing all your tools nor letting an AI decide for you. Here is the method we apply with our clients
By Idriss Bhugeloo, co-fondateur, responsable technique ·
Start by measuring, not by the tool
For one week, note every repetitive task and the time it takes. No need to be precise to the minute: the goal is to see where your hours go
Most companies discover that one or two tasks concentrate most of the lost time. That is where to start, not with the trendy tool
Choose a single process
The right first candidate ticks three boxes
- It comes back often: several times a week, not once a quarter
- It follows a clear rule: you can write down what is done at each step
- A mistake or a forgotten follow-up costs money: a quote sent late, a client never called back
A concrete example: from request to followed-up quote
Here is what an automated quote process looks like, step by step
- A request arrives through the website form, by email or WhatsApp
- A lead record is created automatically, without re-typing
- The quote is pre-filled from your price list
- You review it, adjust it if needed and approve it in one click
- The quote reaches the client with your usual signature
- Without an answer, a follow-up goes out automatically (for example at D+2 then D+7), and you are notified
What must stay human
A good automation has a written scope: what it does, and what it never does. At our studio, any action that commits the company goes through human approval
- A price outside the list or a discount
- A first message to an important new client
- Any data deletion
- A reply to a complaint
Off-the-shelf tools or custom?
If your invoicing software or CRM can already send automatic follow-ups, start by switching that on: it is free and immediate
Custom becomes relevant when your tools do not talk to each other (a form, a mailbox, a spreadsheet, a calendar) or when requests are too varied for a simple rule. An AI agent can then read the request, sort it and pre-draft the reply with your context, always under your approval
What it costs
The Automation Diagnostic is free: mapping of your repetitive tasks, estimate of time lost and a costed mini-roadmap. It is fully credited on your first project signed within 60 days
A custom AI agent is also quoted after the diagnostic, with an annual care plan for monitoring and adjustments. The AI model subscription is taken in your name: fixed cost, no variable bill
Frequently asked questions
Can the AI send my quotes on its own?
Technically yes, but we do not recommend it for a binding quote. The right setting: the AI prepares, you approve, sending and follow-ups go out automatically
Do I need to change software to automate?
Rarely. Automation usually plugs into your existing tools: form, email, spreadsheet, calendar, invoicing software. The diagnostic checks what can be connected before any commitment
Where do I start if I have never automated anything?
With one frequent, well-defined task, often following up on unanswered quotes. The gain is visible within a few weeks, and it helps you decide what comes next
— Take action
Automation & AI
Automate your company's repetitive tasks in Réunion with private, supervised AI agents. Hermes agents, diagnostic 100% credited on the first project.