Writing a quote is rarely the frustrating part. The silence afterwards is. The quote went out on Monday, and now you don’t know whether the client has read it, forgotten it, or already chosen someone else. Do you call? Send another email? Wait a little longer?
A cleaning company is rarely waiting on just one quote, either. A contract clean here, a move-out clean there, a deep clean before a viewing. Every quote left waiting is a question someone in the office keeps carrying around.
Here are four things that make follow-up easier, and how Rytmia handles each of them.
1. Know whether the client has opened it
The first thing you want to know isn’t whether the client has decided. It’s whether they have seen the quote at all.
In Rytmia, the client reads the quote in the client portal, logged in with BankID. When they open it, your copy of the quote says so, for example The client opened it 25 Sep 2026, 13:31. If they haven’t, it says The client hasn’t opened it yet.
That is not a tracking pixel in an email. It means the right person logged in and opened that quote, which is why you can rely on it.
It tells you how to follow up. If the client hasn’t opened it, a reminder is often enough. If they have opened it but not answered, they may have questions—and then a phone call is worth more than another email.
2. Let the reminder go out on its own
A quote in Rytmia is valid for two weeks. If the client has neither accepted nor declined with three days left, they get a reminder by text or email saying the quote is waiting and when it expires.
There is nothing to remember and nothing to switch on:
- The reminder goes out once per quote sent.
- It is only sent during the day, between 08:00 and 20:00.
- The quote shows when it went out, so whoever calls the client knows they have already had a nudge.
The reminder carries no link, only the address of the client portal. The client logs in as usual.
3. Ask why when the answer is no
A no is information too, but only if you learn the reason. When a client declines in the portal, they can write why, and it lands right on the quote: “Too expensive for us this year”, “We need to start sooner”.
The reason is optional for the client. When there is one, it is the difference between writing off a deal and sending a revised quote with a different setup. If you revise the quote, its history stays on the same order. You can see that it was sent, changed and sent again.
4. A yes you can stand behind—scheduled straight away
When the client accepts, they sign with BankID. Before that, the portal shows exactly what they are signing, and the same text appears in the BankID app:
- which quote it is, from whom and to whom
- the version and when it was sent
- the price, and for a private client with RUT, what they pay after the deduction
- attachments and terms
The signature applies to that version only. If you change the quote while the client has the BankID app open, the signature is not used, and the client is told the quote has changed. When someone asks four months later what the client actually agreed to, the answer is on the order, not in somebody’s inbox.
Then comes the step that is usually manual. The order activates on its own and its work shifts are created. They appear in the schedule ready to be staffed, and whoever created the order gets a notification.
When the client doesn’t want to log in
Not every client wants to use a portal, and not everyone has BankID. In that case, download the quote as a PDF and send it the way you normally would. When the client says yes on the phone or on paper, choose Record acceptance on the order and note how it came in.
The order activates the same way. The acceptance is shown as Accepted outside Rytmia, with who recorded it, and never as signed with BankID. You should always be able to tell the two apart.
What actually changes
None of this replaces talking to the client. It makes the conversation the right one: you know whether they have read the quote, whether they have already had a reminder, and why it became a no. And when the answer is yes, nobody has to enter the job a second time.
The help article on sending a quote walks through every step. See how the quote connects to the rest of the flow.
