Mastering Virtual Estimates: A Contractor’s Guide to Scheduling Tools, Video Calls, and Follow-Up

How to give better virtual estimates

Read time – 5 minutes

What is a virtual estimate?

• A project assessment or consultation done without physically visiting the location.
• You have a quick video call with the potential client.
• The potential client sends a few photos and rough measurements. You do the rest.
• No in-person visit. No wasted drive time if the lead is not qualified.

Read last week’s blog about the pros and cons of virtual estimates and whether your company should offer them here.

Scheduling – You set the times, and customers choose

Giving people the option to book a virtual estimate on your website 24/7 without having to call or email is a great way to fill your calendar and stand apart from competitors.

If your CRM doesn’t offer a built-in online scheduling feature, here are three standalone tools to consider:

1. Calendly
   • Why It’s Great: Straightforward setup, easy sharing of your availability link, automated email reminders.
   • Key Features: Customizable meeting types, buffers between appointments, and integration with popular calendars.
2. Acuity Scheduling
   • Why It’s Great: Highly customizable booking pages, payment processing, and detailed intake forms.
   • Key Features: Automated reminders, multiple staff calendars, and robust time zone handling.
3. Setmore
   • Why It’s Great: Free plan with many features, user-friendly interface, and social media booking integration.
   • Key Features: Text reminders, appointment tracking, and team scheduling options. 1-click to add Zoom or Google Meet video meeting links to your appointments.

Good example:

Branded with company logo. Times/date controlled by the company.

After the lead chooses a date they then choose a time:

After the lead chooses a date and time, they must fill out the contact form and choose a video call method: Google Meet, FaceTime, or WhatsApp.

You can give one video call option. It is your call. I do not suggest giving people more than 3 options.

Best Video Call Software Options

Consider the following platforms when choosing your go-to video tool. Each has its strengths for different situations:

WhatsApp Video Call

• Great for mobile.
• The app is available on any device.
• Encryption ensures privacy.
• Screenshots from video calls have poor quality.

FaceTime

• Ideal if both parties use Apple devices.
• Very easy to use but limited to the Apple ecosystem.
• Screenshots from FaceTime have poor quality.

Zoom

• Reliable connection and user-friendly interface.
• Supports screen sharing and video call recordings.
• The free plan is time-limited for group calls but usually fine for quick estimates.

Google Meet

• Accessible via browser or download on a mobile device.
• Integrates seamlessly with Google Calendar.
• It is free for anyone with a Google account and is good for quick invites.

Liveswitch

• This is good for more expensive/detailed appointments or if you do a high volume of virtual estimates and need them organized.
• High-quality video that is recorded and stored in the cloud for easy access and sharing.
• Screenshots taken during LiveSwitch video calls are very high quality.
• Last time I checked starts around $160/mo

Best questions to ask on a virtual estimate

Depending on your industry, you likely have more questions or need to ask more, but the 5 below should help you conduct a useful virtual estimate.

1. What is the goal/scope/priority of this project?

• Helps you understand the client’s motivation (e.g., aesthetics, functionality, resale value) and tailor your approach.

2. What is your budget or price range?

• Gives you a sense of financial parameters and whether the client’s vision aligns with funds.

3. What is your timeline or deadline?

• Reveals any urgent requirements, potential scheduling conflicts, and how quickly the client expects completion.

4. Are there any specific materials, styles, or finishes you prefer?

• Ensures you can make accurate recommendations and account for any specialty items that could affect cost or lead times.

5. Can you share photos, measurements, or floor plan/inspiration images?

• This allows you to gather visual details or dimensions upfront and avoid guessing about the project scope.

Next Steps at the End of Your Virtual Estimate

1. Recap the Discussion:
   • Summarize the scope of work, any special requirements, and the key points covered during the call.
2. Provide an Initial Range or Quote:
   • Share a ballpark figure or an official estimate, clarifying that it may adjust if hidden issues arise.
3. Confirm How You’ll Follow Up:
   • Let the client know when to expect a written proposal or email recap and offer a clear timeline for any further communication.
4. Invite Questions or Revisions:
   • Encourage the client to ask for more details or point out any changes they’d like before finalizing the quote.
5. Discuss Scheduling (If Applicable):
   • If the client seems ready to move forward, suggest potential dates for the work or another appointment.
6. Close with Next Steps:
   • Clearly outline what happens next—whether you’re sending a formal contract, scheduling an on-site inspection, or simply waiting for the client’s decision.

Bottom Line

Most, if not all, home service contractors can get details and give rough pricing through virtual estimates.

With improvements in technology, virtual estimates are becoming a norm across all industries. Doing virtual estimates well and fitting them into your business flow takes time. Mistakes will be made. Write them down, learn from them, and improve the process.

Being available in more ways can bring in more clients.

You can start with a simple free scheduling tool and free video calls on your phone via WhatsApp or FaceTime and build out a better process once you have some experience.