You drive 40 minutes to a house. The owner walks you around the yard for 20 minutes. You write up a fair quote. Then you never hear from them again. Later you learn they were “just curious” what a tree costs.
Free estimates are good for business. But a free estimate is not free for you. This post shows how to ask three simple questions before the truck rolls, so you spend your time on people who are ready to hire.
What a free estimate really costs
Think through one visit:
| Part of the visit | Time or cost |
|---|---|
| Drive out and back | Fuel, truck wear, and an hour or more of your day |
| Walk the property and talk | 20 to 40 minutes |
| Write the quote | 10 to 20 minutes |
| Follow-up | Calls and texts after |
Your own numbers will differ. The travel cost calculator will show what one drive costs you. Do the math on five visits a week and the cost adds up fast.
If half of those visits never turn into jobs, you are paying for a lot of conversations. That is the problem to fix.
Who is a tire kicker, honestly?
Be careful with the label. Most people who ask for a quote are not trying to waste your time. Some are:
- Price shoppers. They call five companies and take the lowest.
- Curious owners. They want to know a ballpark before they decide.
- Insurance or sale prep. They need a number for a form or a buyer.
- Planners. They want the work done “someday.”
None of these are bad people. They are just not ready to book. Your job is to find out early who is ready, and treat each kind fairly.
The three questions
Ask these on the first call or in the first text. Keep your tone friendly. You are helping them, not grilling them.
1. What do you need done, and where is the tree? This tells you the size and type of the job. Ask for photos if you are texting. A photo of the tree and the area around it saves you a trip.
2. When do you want it done? “This week” is a hot lead. “Sometime next year” is a planner. Both are fine, but they get different treatment.
3. Are you the owner, and are you getting other quotes? Ask kindly. “Are you the person who decides on the work?” matters for rentals and shared yards. “Are you comparing a few companies?” is honest and normal. It tells you how to explain your value.
You do not need more than that. Three questions feel like a conversation, not a form.
Example scripts (examples only)
Change the words to match your voice.
On the phone (example):
“Thanks for calling Oak & Pine Tree Service. I would love to help. Can you tell me what tree it is and what you want done? And how soon are you hoping to get it done?”
By text (example):
“Hi, this is Oak & Pine Tree Service, sorry we missed your call! To give you a good price, can you send two photos of the tree and tell me when you would like the work done?”
Our call script builder can help you write a version with your name and your services.
Use photos to skip the visit
Many jobs can be priced, or at least roughly sized, from photos. Ask for:
- One wide photo showing the tree and what is under or near it (house, wires, fence)
- One closer photo of the trunk or the part to cut
- Any note about access, such as a gate or narrow side yard
If the photos are enough, you can give a firm price or a range. If not, you can say, “Thanks. I need to see it in person. The visit is free for jobs over a certain size.” You can read more in our post on photo estimates by text.
Decide what gets a free visit
You do not have to say no. You can say yes with rules. Here are some options:
| Option | How it works |
|---|---|
| Free visit for larger jobs | Anything that clearly needs a look gets a free estimate |
| Small fee, credited to the job | The customer pays a small visit fee, which comes off the final bill |
| Photo quote first | A visit only if the photo quote is not enough |
| Distance limit | Free inside your normal area, a fee outside it |
A credited fee is a gentle filter. A serious customer does not mind. A tire kicker often drops out. Think about whether it fits your brand before you try it. Keep it simple and say it up front.
What to say when someone just wants a number
Some callers say, “Just give me a ballpark.” You can help without wasting your time:
“Every tree is different, so I do not want to guess and be wrong. If you send me a few photos, I can usually tell you if it is a small, medium or big job. What is your timing?”
If they refuse photos and refuse a visit, that is a signal. You can still be polite: “No problem. If you change your mind, we are here.”
Follow up on the good ones
Qualifying only works if you act on the answers. The people who say “this week” should hear from you fast. A good lead that waits a long time may go elsewhere. Our post on the 5-minute follow-up rule explains why.
For quotes that were sent but not answered, use the quote follow-up planner. A short, polite reminder after a day or two often brings back an answer, with no pressure.
Measure so you know it works
Keep a simple tally for a month:
- How many calls and texts came in
- How many were qualified with the three questions
- How many got a visit
- How many became jobs
The estimate win rate calculator turns those into a number you can watch. If visits drop but jobs stay the same, you saved time. That is a win.
Checklist: qualify before you drive
- Write your three questions on a card or in your phone
- Add a photo request to your text replies
- Decide which jobs get a free visit
- Decide on a visit fee or distance limit, if you want one
- Track visits and jobs for four weeks
- Follow up on every quote within two days
Try it: build your call script with the call script builder, then pair it with a quick text from our text-back script tool.
Don’t lose the call before you can ask
You cannot ask three questions if you never reach the caller. According to Invoca, about 27% of calls to home-service businesses go unanswered, and under 3% of those callers leave a voicemail. A text that goes out within seconds can start the conversation and ask for photos.
If you want to see how many callers you miss, get a free audit at /free-audit. To see how we help, read about our services or pricing.
