BARRY
FIG. 03Quotes + invoices3 prompts · Updated September 1, 2026

Stop letting quotes go cold and invoices go stale.

Quotes go cold because follow-up competes with the day's fires, and invoices go stale for the same reason. These prompts put the chase on a schedule: Barry reviews open quotes and invoices, ranks what needs attention by how long it has waited, and drafts the reminder messages for your review before anything is sent.

Where the hours (and the money) go today

  • A quote sent Tuesday is forgotten by Friday. The customer went with whoever called back.
  • Overdue invoices get chased in a batch when cash gets tight, with a tone that reflects it.
  • The walkthrough notes and photos sit on a phone for a week before they become a scope, and the scope becomes a quote a week after that.

The prompts

Replace [brackets], choose a time, then text it to Barry.

06Catch cold quotes

“On [schedule], review open quotes and invoices. Highlight the ones that need follow-up, show how long each has been waiting, and recommend the next message or action.”

Get:A prioritized chase list before revenue slips through the cracks.

07Draft payment reminders

“For each overdue invoice, draft a friendly payment reminder that includes the customer, invoice number, amount and due date. Save the messages for my review before sending.”

Get:Send-ready collection emails, separated correctly by client.

08Turn a walkthrough into scope

“Review the attached walkthrough and jobsite photos. Create a clear scope of work organized by area or task. Use the measurements and details provided, and list anything that needs to be confirmed before pricing.”

Get:A clean scope draft ready for pricing and proposal creation.

How much money you get back

Every hour you stop spending on this is money back in your pocket. Put in your own time and dollar figures and the worksheet shows what you make back per year — your numbers, not ours.

Money-back worksheet
Example numbers — change them to yours.

Revenue sitting in open quotes

Money you get back
$24,000
per year, on your numbers
$40000 × 5% × 12 months

Your quotes, your assumption. The point of the prompt is that the follow-up happens every week whether or not you remember.

Your inputs, your math — for quotes + invoices. Not a Barry result claim.

Setting it up with Barry

  1. Pick a real [schedule]

    Tue + Thu mornings beat a daily you ignore.

  2. Keep reminders in review

    Approve a few, then decide if you still need to.

  3. Send photos from the truck

    The scope draft is waiting when you're back.

Ready to try it?
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Questions owners ask

Will Barry send reminders to my customers automatically?

Only if you set it up that way. The prompt as written saves each draft for your review first, which is where most owners start.

How does Barry know which quotes are cold?

It reads the quote dates and status in your job software, shows how long each has been waiting, and ranks them. You decide the threshold that counts as cold.

BARRY / hirebarry.com/cheatsheet — Field Guide 001, FIG. 03 Quotes + invoices — latest version always at the link.

— Issued for construction —

Text these to Barry.

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