How to handle quotation requests on WhatsApp: the questions to ask first, the quote message that gets a yes, and the follow-up that does not annoy
"How much for a website?" "How much to renovate a kitchen?" "How much for 200 pax catering?" Answer with a number and you are either wrong or anchoring low. Answer with "depends" and the customer moves on. The right answer is three or four questions, then a range or a firm quote in a format that reads well on a phone, then one follow-up.
Quick answer
Treat "how much?" as the start of intake. Ask the three to five questions that determine price for your business, give a range immediately if you can ("kitchens like that usually run RM 25,000 to 40,000"), and send a firm quote after any site visit or detail you need. Format the quote as a short message with the scope in bullets, the price, what is excluded, validity and the next step, with a PDF attached if it is complex. Follow up once after three days. An AI agent runs the intake and the follow-up; a person writes the quote.
Intake questions by business
| Business | Ask |
|---|---|
| Renovation and trades | Location, size, scope, photos, timeline, budget range |
| Catering and events | Date, pax, venue, menu type, service style, budget per head |
| Printing and signage | Item, size, quantity, material, artwork ready, deadline |
| Agencies and freelancers | Deliverable, scope, examples they like, deadline, budget range |
| Movers and logistics | From, to, floor and lift, volume or rooms, date |
| Cleaning and pest control | Property type, size, frequency, problem, area |
Ask one at a time. Customers answer short questions and abandon long forms. The general pattern is in lead qualification questions.
Range now, quote later
A range answers the real question ("can I afford this?") without committing you. Give it as soon as the key driver is known: "For a 3-bedroom condo, deep cleaning is usually RM 400 to 600 depending on condition." Then say what the firm quote needs (a site visit, the artwork, the final headcount). Customers who get a range stay in the conversation; customers who get "we will get back to you" often do not.
The quote message
Quotation for [job], [date] Scope: - [item 1] - [item 2] - [item 3] Price: RM [amount] (includes [x]; excludes [y]) Timeline: [duration or date] Valid until: [date] To confirm: reply YES and pay the deposit of RM [amount] via [link]. Questions welcome.
Short enough to read on a phone, complete enough to accept. Attach a PDF for anything with many lines or terms. Payment options are in taking payments on WhatsApp.
The follow-up
One message after three days, with an opening for scope changes, then stop. Templates are in quotation message templates. Record Won or Lost with a reason; over a few months the reasons tell you whether to change price, scope or speed.
With an AI agent
The agent answers in seconds, asks the intake questions in order, gives the range from your price list, records everything in the lead card, and hands over for the firm quote. A person spends their time writing quotes, not extracting details. It also sends the single follow-up on schedule. Haggling after the quote is its own topic: handling price haggling.
Frequently asked questions
How should I respond to 'how much?' on WhatsApp?
With the first intake question, in minutes, then a range as soon as the key driver is known, then a firm quote.
Should I give a price range before a site visit?
Yes, a realistic one. It keeps the customer engaged and filters out mismatched budgets.
How should a quote look on WhatsApp?
Scope in bullets, price, exclusions, validity, next step. Attach a PDF for complex jobs.
How many times should I follow up a quote?
Once, after about three days, with an opening to adjust scope.
Can an AI agent handle quotes?
It handles intake, ranges from your price list and the follow-up. A person writes the firm quote.
Intake done before you pick up the phone
Questions asked, range given, lead recorded. You write the quote. 7-day free trial.
Sources and further reading
- WhatsApp Business Messaging Policy · opt-in, opt-out and prohibited-use rules every business must follow
- Harvard Business Review, The Short Life of Online Sales Leads (Oldroyd, McElheran, Elkington, 2011) · firms that responded within an hour were about seven times more likely to qualify the lead
ReplyKit is an independent product and is not affiliated with or endorsed by Meta or WhatsApp. This article is general guidance for running a small business, not legal, financial or regulatory advice.