Quote to Payment in 48 Hours: The Complete Workflow
The complete customer journey from first call to money in the bank. Optimized for speed and same-day payment collection.
The Reality:
The average trade business takes 14 days from quote to payment. The best take 48 hours. The difference isn't skill—it's process. Here's the exact workflow that gets you paid in 2 days instead of 2 weeks.
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Customer calls Monday morning. You quote Monday afternoon. They approve Tuesday. Job done Wednesday. Payment clears Thursday. Quote to cash in 4 days—most of it waiting for the customer.
This isn't theory. It's the workflow used by trade businesses doing £300K-£500K annually with 1-3 vans. Here's every step.
The 48-Hour Timeline
Here's what 48 hours from first call to payment actually looks like:
Customer calls
Initial contact, problem description, availability discussed
Quote sent
Detailed quote with breakdown, sent via email/SMS
Quote approved
Customer approves quote, deposit collected (optional)
Job scheduled
Slot booked, materials ordered, customer notified
Job completed
Work finished, photos taken, customer signs off
Payment received
Invoice sent, payment collected on-site or same-day via link
Step 1: The Initial Call (Hour 0)
The first call sets the pace for everything. Your goal: understand the job, qualify the customer, and set expectations for speed.
What to Ask on the Initial Call
The 5-Minute Call Script:
- 1. Describe the problem: "What needs doing?" (30 seconds)
- 2. Urgency check: "How soon do you need this done?" (15 seconds)
- 3. Access details: "Will someone be home during the work?" (15 seconds)
- 4. Budget ballpark: "Have you had quotes before, or is this your first?" (30 seconds)
- 5. Next step: "I can get you a quote by [time today]. Does email or text work better?" (30 seconds)
Red Flags to Watch For
- "I need this done tomorrow but haven't decided who to use yet" - Unrealistic expectations
- "Can you just give me a rough price over the phone?" - Quote shoppers, low conversion
- "I've had 5 quotes already but..." - Endless comparer, will waste your time
What Happens After the Call
Add customer to CRM/scheduling software immediately
Create quote draft while details are fresh (2-3 hours max)
Block tentative slot in calendar before quote is sent
Step 2: Quote Creation & Delivery (Hours 2-4)
Speed matters. Send the quote same-day, ideally within 4 hours. The longer you wait, the more likely they get quotes from competitors.
What a Fast-Converting Quote Includes
| Element | Why It Matters |
|---|---|
| Itemized breakdown | Shows transparency, justifies price |
| Materials listed separately | Clarifies what's labour vs parts |
| Timeline (start + completion date) | Removes uncertainty, shows you're organized |
| Warranty terms | Builds trust, differentiates from cheap quotes |
| Payment terms (when due) | Sets expectation for same-day payment |
| One-click approve button | Removes friction, speeds approval |
Quote Delivery Method
Email + SMS combo works best:
- Email: Full detailed quote with breakdown (customers forward to partners for approval)
- SMS: "Quote sent to your email. Takes 30 seconds to approve. Link: [quote URL]"
SMS reminder increases quote view rate from 60% to 90%. People check texts immediately.
Step 3: Quote Approval (Hours 6-12)
Most quotes sit in inboxes for days because there's no urgency. Create urgency without being pushy.
The Follow-Up Sequence
Hour 0: Quote Sent
Email + SMS with link
Hour 6: First Follow-Up
SMS: "Just checking—did you have a chance to review the quote?"
Hour 24: Urgency Nudge
Call or SMS: "I've held a slot for [date]. If you'd like to lock it in, approve by end of day."
Hour 48: Final Notice
"Haven't heard back—releasing the slot. Let me know if you'd like to reschedule."
This sequence converts 70-80% of qualified quotes within 48 hours. The key is the held slot—it creates real urgency because they know you'll give it to someone else.
Deposit Strategy
For jobs over £500, collect 50% deposit on approval. This:
- Filters out time-wasters (serious customers pay deposits)
- Covers material costs upfront (no cash flow strain)
- Locks in the customer (paid deposits = high commitment)
Step 4: Job Scheduling (Hour 24)
As soon as quote is approved, confirm the slot and send a calendar invite.
The Confirmation Process
Immediate Actions After Approval:
- ☐ Send calendar invite (Google Calendar, iCal) with job address and time
- ☐ SMS confirmation: "You're booked for [date] at [time]. See you then."
- ☐ Order materials (if not already in stock)
- ☐ Add job to daily schedule (assign tech if multi-person team)
Day-Before Reminder
Send an SMS reminder 24 hours before the job:
"Reminder: We're scheduled for tomorrow at [time]. I'll text when I'm 30 minutes away. Let me know if anything's changed."
This reduces no-shows from 8% to under 2%. Customers appreciate the reminder and it gives them a chance to reschedule before you waste a trip.
Step 5: Job Completion (Hours 36-40)
The job itself is the easiest part. The key is what happens immediately after finishing.
The On-Site Checklist
Before You Leave the Site:
- ☐ Walk the customer through the work: Show what was done, point out key details
- ☐ Take before/after photos: Attach to invoice, builds trust
- ☐ Get verbal sign-off: "Are you happy with this?" (prevents disputes later)
- ☐ Clean up completely: No debris, no tools left behind
- ☐ Send invoice before leaving: Email/SMS invoice while still in driveway
Why Send Invoice On-Site
Sending the invoice while you're physically present increases same-day payment rate from 30% to 85%. Psychological reasons:
- You're standing there—social pressure to pay now
- Work is fresh in their mind—they see the value immediately
- Reduces "I'll pay you later" excuses
Step 6: Payment Collection (Hour 48)
This is where most businesses fail. They finish the job then wait days (or weeks) for payment. Here's how to get paid same-day.
The Same-Day Payment Script
"All done. I've just sent the invoice to your email. You can pay by card using the link in the email, or I can take card payment now if that's easier?"
Why it works: Assumes payment happens now, offers two methods (removes "I don't have cash" excuse).
Payment Methods to Offer On-Site
| Method | Conversion Rate | Notes |
|---|---|---|
| Card reader (SumUp, Square) | 90% | Instant payment, no excuses |
| Payment link (Stripe checkout) | 85% | Customer pays via phone while you're there |
| Bank transfer (on-site) | 70% | Customer does transfer on their phone |
| Cash | 60% | Declining method, many don't carry cash |
| Cheque | 40% | Slow to clear, high bounce risk |
| "I'll pay later" | 30% | Requires chasing, often delayed 2+ weeks |
If They Can't Pay On-Site
Sometimes customers genuinely can't pay immediately. Set a firm deadline:
"No problem. Payment is due by end of today. I'll send a reminder at 5pm if I haven't received it. Does that work?"
Why it works: Sets specific deadline (not "whenever"), includes reminder (holds them accountable).
Automating the Workflow
You can't manually chase every quote and invoice. Here's what to automate:
Automate These Tasks:
- • Quote delivery (email + SMS sent automatically after you create quote)
- • Quote follow-ups (automatic reminders at 6, 24, 48 hours)
- • Job reminders (SMS sent 24 hours before appointment)
- • Invoice delivery (email + SMS sent when job marked complete)
- • Payment reminders (automatic at 3, 7, 14 days if unpaid)
This removes the manual work and ensures nothing falls through the cracks. Customers get consistent follow-up even when you're busy on-site.
Common Bottlenecks That Slow You Down
Why Most Businesses Take 14 Days Instead of 48 Hours:
- Slow quote turnaround: Waiting 2-3 days to send quote = customer books competitor
- No follow-up system: Quote sent, then radio silence = customer forgets about you
- Vague scheduling: "I'll fit you in next week" = no urgency, no commitment
- Delayed invoicing: Sending invoice 2 days after job = customer already spent the money
- No on-site payment option: "I'll send you bank details" = 7-day payment delay
The Bottom Line
48 hours from quote to payment isn't about rushing customers. It's about removing delays that slow down the natural buying process.
The 48-Hour Workflow in Practice:
Monday 9am: Customer calls
Take details, promise quote by 2pm
Monday 2pm: Quote sent
Email + SMS, one-click approve, held slot for Wednesday
Monday 6pm: Quote approved
Calendar invite sent, 50% deposit collected, materials ordered
Tuesday 9am: Materials arrive
Job prep complete, SMS reminder sent
Wednesday 10am: Job starts
4-hour job completed by 2pm
Wednesday 2pm: Invoice sent on-site
Customer pays via card reader before you leave
Wednesday 2:15pm: Money in account
Total elapsed time: 53 hours
Key principles: Quote same-day. Follow up within 24 hours. Schedule tight. Invoice on-site. Collect payment before leaving. Everything else is just execution.
Want to automate the 48-hour workflow?
Toolfy handles quote delivery, follow-up reminders, scheduling, invoicing, and payment collection automatically. Send quotes in 60 seconds. Get paid on-site with one-click payment links. £29/month.
See Toolfy's workflow automation →Go from quote to cash in 48 hours
- •Instant quote approvals and deposits in a single message thread
- •Auto-create jobs, tasks, and payment reminders the moment a quote is signed
- •Sync payouts to reporting so you know cash position every morning
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