Quotation Follow-Up — AI workflow for Malaysian SMEs
Quotation Follow-Up turns quote details and age into follow-up message. AI writes the first draft. You check it before it goes out.
Ready-to-use prompts for Quotation Follow-Up
Create prompt
Create prompt
Create a first-pass deliverable
Setup · same in all four
You are helping a small or medium Malaysian business in [industry]. Write in plain English. Use short sentences. If customers will read it in Bahasa Malaysia, add a natural BM version. Do not invent numbers, prices, laws or customer details. If something needs a human to check, say so.
Replace [industry] with yours — “F&B”, “construction”, “retail”.
The task
I am handing you quote details and age. Produce follow-up message from it. This is a quotation follow-up job for malaysian SMEs that sell, support or follow up heavily through messaging. No padding. Tight sections, a single next action at the end, and a final version I can drop into the workflow as-is.
Replace “quote details and age” with your real data.
Analyse prompt
Analyse prompt
Analyse the input and identify the highest-impact insights
Setup · same in all four
You are helping a small or medium Malaysian business in [industry]. Write in plain English. Use short sentences. If customers will read it in Bahasa Malaysia, add a natural BM version. Do not invent numbers, prices, laws or customer details. If something needs a human to check, say so.
Replace [industry] with yours — “F&B”, “construction”, “retail”.
The task
I need analysis on quotation follow-up. You get quote details and age. Find the five findings worth acting on, rank them, and attach the likely business impact to each. Turn the result into follow-up message. The last section: three concrete steps to move quote conversion.
Replace “quote details and age” with your real data.
Optimise prompt
Optimise prompt
Improve an existing version for better business results
Setup · same in all four
You are helping a small or medium Malaysian business in [industry]. Write in plain English. Use short sentences. If customers will read it in Bahasa Malaysia, add a natural BM version. Do not invent numbers, prices, laws or customer details. If something needs a human to check, say so.
Replace [industry] with yours — “F&B”, “construction”, “retail”.
The task
Task: optimise quotation follow-up. You will see quote details and age together with the current version. Be blunt about what is not working. Return a stronger follow-up message. Structure the changes as: issue found, recommended change, expected effect on quote conversion.
Replace “quote details and age” with your real data.
Automate prompt
Automate prompt
Turn the task into a repeatable AI-assisted workflow
Setup · same in all four
You are helping a small or medium Malaysian business in [industry]. Write in plain English. Use short sentences. If customers will read it in Bahasa Malaysia, add a natural BM version. Do not invent numbers, prices, laws or customer details. If something needs a human to check, say so.
Replace [industry] with yours — “F&B”, “construction”, “retail”.
The task
Design an AI-assisted automation around quotation follow-up. Starting point: quote details and age. End result: follow-up message. Connected systems: WhatsApp Business, CRM, commerce platform, help desk. I need the trigger, field list, AI instruction, decision rules, human approval points, failure handling, stored records and a quote conversion tracking method. Keep maintenance light.
Replace “quote details and age” and the listed systems with what you actually run.
New here? How the four prompts work together
They are one sequence, not four options. Run them in order on the same piece of work, feeding each answer into the next.
Create
Paste your real data. You get a first draft. Most people never need to go further than this.
Analyse
Paste that draft back in. It tells you what is weak, missing or wrong before a customer sees it.
Optimise
Paste the draft again with what Analyse found. You get a stronger version.
Automate
Only once the output has been good five times running. This is the one people reach for too early.
Nothing forces you through all four. A good Create draft that you edit yourself is a finished job. The longer version.
Specification
- You give it
- Quote details and age
- You get back
- Follow-up message
- Moves
- Quote conversion
- Run it
- Daily
- Priority
- P0
- Works with
- WhatsApp Business, CRM, commerce platform, help desk
- Tool guides
- WhatsApp Business
Is this for you?
- Pick it for
- Malaysian SMEs that sell, support or follow up heavily through messaging. No setup needed. If you can copy and paste, you can run it.
- What you get
- Drafted in minutes, not built from scratch. It aims at growth. Watch one number: quote conversion.
- Reach for it when
- Most SMEs run it daily. If you are doing it by hand more often, automate it first.
How to run it
- 01Collect the input: quote details and age.
- 02Copy the Create prompt and paste it into ChatGPT, Claude or Gemini.
- 03Replace “quote details and age” in the prompt with your real data, then run it.
- 04Read the output against what you already know and correct anything the model guessed at.
- 05Track quote conversion. Only wire up the Automate prompt after five useful runs in a row.
The tools you will need
The prompts run in any chat assistant — ChatGPT, Claude or Gemini. These are what you need around them to get the input in and the output somewhere useful.
Check the rules yourself
This workflow touches rules set by someone else. Check the current requirements yourself before you act on the output.
- MCMC
- Bulk and unsolicited commercial messaging is regulated. WhatsApp's own business policy applies on top, and it is the one that gets your number blocked.
- JPDP
- Pasting customer or staff records into an AI tool is a transfer of personal data. Consent, notice, retention and cross-border rules still apply when the tool is not yours.
Links go to each authority’s own site. See all Malaysian authorities.
Data & privacy
This workflow involves customer phone numbers and message threads. Under the PDPA your business stays responsible for it, and pasting it into an AI tool may be a disclosure to a third party. Replace names and numbers with initials or references first — the prompt works just as well on “Customer A”.
Using customer data with AI tools in Malaysia covers what to check with any provider before you paste.
For this website, it works differently.
Nothing you type here is sent to us or to an AI model. The prompts are static content, and the copy button works directly inside your browser.
Related workflows
- Abandoned Conversation RecoveryTurns inactive conversation into recovery message.
- Lead Qualification ChatTurns customer interest and context into qualification conversation.
- New Enquiry ReplyTurns customer message into fast helpful reply.
- Appointment ConfirmationTurns booking details into confirmation message.
All whatsapp & conversational commerce workflows: WhatsApp & Conversational Commerce
Maintained by Naven Pillai