One of the keys to staying on top of your business is responding to clients and quote requests quickly. Those few minutes between receiving a quote and offering a bid can mean all the difference in landing the gig.
Cut down on your response time by utilizing the Saved Messages and Saved Quotes options on the GigSalad platform.
Create new saved messages and quotes
Located under the Tools section of your dashboard, you can create and store ready-made responses to potential clients that you send quickly to get the jump on quotes!
- Go to your GigSalad profile dashboard.
- Click on the “Tools” tab.
- Go to Saved Messages or Saved Quotes.
- Click “Create a new message” or “Create a new quote.”
- Create a Title to identify your template by later, and then add your content.
- Attach any files or media you may want to go with the quote or message.
- Click “Save Message” or “Save Quote.”
Pro tip: Use the shortcodes tool to add personalization to your saved templates with one click. These will automatically populate once the message or quote is sent!
Save multiple templates
You can create as many saved quotes or messages as you need. You may want to consider saving templates for each type of service you provide. For example, if you are a magician, you’d save a message and/or quote that responds to a kid’s party, another for corporate entertainment, and another for strolling or close-up gigs.
Once you have one or more templates saved, you’ll choose them from a drop-down menu when responding to a lead. You can edit and customize the message or quote further if needed, the template just gives you a place to start.
Examples of saved messages
You may often find yourself writing the same messages over and over again. Always sending the same polite introduction, asking for details, or giving pricing info. Save yourself some time by creating different saved messages for the scenarios you are regularly encountering.
Here are a few template examples to get you started. Pick and choose whatever elements you like most to create your own custom saved messages. Then, if you provide multiple services, you can duplicate them as needed for each service (i.e. Face Painter – Intro, Balloon Twister – Intro, etc.).
Brief introduction
A quick response is key, so even if you aren’t ready to ask questions or give pricing, it can be very helpful to send a brief introductory message so they know you got their request.
Hello [first_name], thanks for reaching to us/me! I’d/We’d love to provide music/services/entertainment for your [event_type] on [date]. I will review your details and follow up soon with a phone call/message.
Pro tip: Clients may not have viewed your profile yet, so encourage them to look it over, or attach some media to your introductory message.
Need more information
If the original request didn’t have pertinent details you’ll need in order to send an accurate quote, you’ll want to gather that information as soon as you can.
Hi [first_name], thanks for considering me/us for your [event_type]! In order to get you the most accurate quote possible, I need a few more details about your event.
Then add whatever questions you need answers for.
Pro tip: A long list of questions can be overwhelming to a client. Start with just the one or two most important ones so you can get a dialogue going before digging into the finer details.
Pricing options
If you offer several packages or band sizes, it can be good to give your client all those options upfront so they can choose the one that best fits their event.
Hey [first_name]! We are ready to help make your [event_type] a success. We have several options that could work for your event with different price points. Please review the info below and let me know what would work best for you. Then I’ll send you an official quote to confirm the booking.
Then list the options, using dashes or line breaks to clearly show the different prices and service descriptions.
Pro tip: Giving clients options will increase your chances of them selecting one and moving forward with the booking. Whereas if they think it’s only one firm price, they might decline and move on if it doesn’t work for them.
Follow up
Your clients are busy and likely getting messages and quotes from multiple vendors, so if you don’t hear back, a follow-up message might be good. No more than one or two, though.
Hi [first_name], I recently sent you a message/quote and haven’t heard back. Have you had a chance to review my information? Do you have any questions? Let me know!
Pro tip: Include your phone number with an invitation to call or text you, in case they prefer a different form of communication. Just make sure to come back to GigSalad when you’re ready to book!
You don’t have to be Hemingway in your messages. Just keep them simple, friendly, and professional! If you want more tips on communicating with clients, check out our 4 Keys to Effective Communication.
Using saved quotes
Saved quotes are going to operate differently than the saved messages. Messages are a conversation that needs to go back and forth, a quote is an outline of the services you provide and the cost associated with them.
Let’s look at each section of the saved quote template and how to use it.
Title: This is the name associated with your quote for private use only. You may want to save a different quote template for each service or scale of service you provide. For example, a string ensemble may want a saved quote for the full group, a trio or quartet, or a soloist. The title will help you distinguish between each template, so be descriptive.
Your fee: Do not give an hourly rate here, as that could lead to confusion. Instead, put the total cost of the event for the client.
Deposit you require: This is the amount you will receive in advance of the gig, which you may choose to make non-refundable.
Sales tax: This is optional based on the service and local taxes.
Services to be provided: Here you will detail the services associated with the gig and the price. These are general quotes, so keep this language standard and related to the pricing. This is not the place to put direct messages to the client. Use it to let them know what services you will offer for the price they agree to. You can even use our fill-in-the-blank template to create this section:
Our _____ (band, troupe, character) will provide ____ minutes of _______ (dance music, Samba dancing, face painting) including two _____ minute breaks. We will provide _______ (sound system, party favors) and arrive _____ minutes early to set up.
Cancellation policy: Pay close attention here. This will be important if a client needs to cancel, so be sure to decide if you want the deposit to be non-refundable and how far out you’ll allow the balance to be refunded (if at all). Many GigSalad vendors choose a non-refundable deposit with a refundable balance up until the date of the event, but you’re welcome to choose what works best for your business. Keep in mind that incorporating a very strict non-refundable deposit and balance may result in clients not booking with you.
Expiration date: How long do you want these terms to be active? This may end up being unique to each quote or event. So, for your saved quotes, just choose the expiration you use most often for that service and you can change it before sending it if needed. 72 hours is a common choice among GigSalad vendors.
The Saved Messages and Saved Quotes feature in the GigSalad platform are valuable tools to streamline your workflow and increase your response time. Maximizing all the options of the PromoKit will maximize your work and get you closer to landing the gig!
Loves music, reading, and binge-watching TV and eating pizza with his wife. Has three amazing kids. Believes that life is about questions, not answers.