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Sales & Quotations · Practical guide

A practical review of your open quotations

A printable owner checklist for source quality, current status, drafts, customer questions and the next responsible action.

Draft-only pilotDraft pilot · separately agreed. Prepare and review quotation follow-up; customer sending is not activated.

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Procora · Workflow example

Source states and follow-up states

Open

Draft prepared

Accepted

Follow-up stopped

Expired

Review with owner

Superseded

Old draft cancelled

A reply, a quotation state and a follow-up state describe different facts.

Fictional example · localised website visual

The work, in practice

Use this review before preparing more follow-up. The aim is to make a current working list, not to contact everyone whose name appears in an old export. Choose a review date, source and responsible owner. Print the checklist or use the local tick boxes, then keep the actual decisions in your agreed business process. Ticking an item on this website changes no customer record.

01 · Sales & Quotations

Set a boundary the owner can complete

Choose one source and a manageable period, such as offers issued in September and reviewed on 3 October 2026. State whether you are checking all issued offers or only the current open list. Avoid calling a partial export the company's entire pipeline. Identify who will review the original, who can decide revisions and where unresolved questions are assigned. Make a separate note for records outside scope instead of silently deleting them. The review is complete when each included current quotation has a supported outcome or an owner and next action. A larger spreadsheet with every box ticked is not more useful if nobody can explain the underlying source.

02 · Sales & Quotations

Reconcile references, versions and amount basis

Find duplicate references and old versions before summing values. Confirm that each current record describes an issued quotation, not an internal estimate or invoice. Match the actual recipient and check source issue and expiry dates. For the Danish cleaning example, preserve the original 10.000,00 kr. excluding moms, 2.500,00 kr. moms and 12.500,00 kr. including moms; say which amount is being counted. For the separate Utrecht example, retain €1,200.00 excluding VAT and its source tax details. Do not combine currencies, silently alter tax basis or turn the language switch into an exchange-rate calculation. A manual or CSV copy still needs checking against its original.

03 · Sales & Quotations

Check the commercial state and the workflow separately

Review open, accepted, declined, expired, withdrawn and superseded offers with evidence. Then inspect the next team task: source check, draft review, unresolved reply, revision, pause or completion. A revision request is work on an open offer until the owner updates or replaces it. A paused routine is not a decline. An apparently positive reply is not automatically acceptance of every term. If an offer expired, stop preparing ordinary follow-up that presents old terms as available. Keep superseded history linked to the current replacement and exclude the old value from the active total. Unknown status is a labelled owner task rather than a guess made for reporting convenience.

04 · Sales & Quotations

Remove stale drafts and duplicate follow-up

Inspect drafts against the latest offer and last customer interaction. A revised scope, recipient, sender, wording or schedule can invalidate previous review. Record why a draft is rejected or paused so the next proposal does not repeat the problem. Check whether the salesperson, CRM or accounting system is already dealing with the same offer. Coordinate one current process instead of allowing several reminders to compete. Confirm any requested stop and make sure it affects the appropriate future work. The public Procora service is a draft pilot: this review does not grant live sending permission, and no checklist item changes provider settings or enrols a customer.

05 · Sales & Quotations

Give every unresolved item an owner and a check date

The next action should be concrete: verify the original amount basis, answer the access question, issue the requested revision or record the confirmed outcome. Assign it to a person with the relevant authority and name a substitute. State a next check date without inventing a customer promise. If an apparent acceptance is confirmed, stop quotation follow-up and prepare the delivery hand-off with the accepted version. If the customer declines, retain the stated reason or mark it unknown. A notification is not completion. Close the task only when the decision and its effect on the quotation are recorded, so the next reviewer does not repeat the investigation.

06 · Sales & Quotations

Keep a short review record you can compare

At the end, record distinct quotations reviewed, records held for source correction, stale drafts cancelled, unresolved owner tasks and current outcomes. Keep activity counts separate from accepted value, and report amounts by currency and tax basis. In the next review, compare like-for-like records and inspect why tasks remained open. The printable checklist is a practical worksheet for the owner; local ticks are not stored business evidence. Transfer the important decisions into your chosen working record and keep the review date and responsible person. Discuss the service if the same uncertainty returns each week. A small source or ownership improvement may be more useful than adding another message to the sequence.

Make the guide useful at work

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Your working checklist

Useful resources

Bring the work into your own process.

Original templates, checklists and measurement guides. Read them online, copy what you need or download a text version.

Sales & Quotations · Practical guide

Quotation follow-up templates with a clear purpose

Original drafts for first follow-up, clarification, revision acknowledgement and respectful closure, ready to copy or download for owner review.

Read, download and use
Sales & Quotations · Practical guide

A practical review of your open quotations

A printable owner checklist for source quality, current status, drafts, customer questions and the next responsible action.

Read, download and use
Sales & Quotations · Practical guide

Measure a quotation pipeline you can explain

Define a quotation cohort, separate activity from outcomes and use a practical measurement worksheet without treating accepted value as cash.

Read, download and use

Explore related work

Start with the right quotation, not an old copy →Know what the customer decided and what your team must do →Set up a narrow pilot your sales team can own →

Questions worth answering

Are the ticks saved to my business account?

No. This is a local website worksheet and printable aid. Record actual decisions in your agreed source or pilot workspace; the controls do not update customer data.

Should every open quotation receive another draft?

No. A reply, revision, requested pause, source uncertainty or existing owner conversation may make another routine draft inappropriate. Review the next decision first.

Does a completed checklist activate the service?

No. It helps prepare a narrow discussion. Pilot scope and any future sending stage remain separately agreed, with their own readiness and permissions.

A connected business journey

One next step leads to another.

  1. 01Enquiry & appointment ↗
  2. 02Quotation & decision ↗
  3. 03Accepted work & invoice ↗
  4. 04Appropriate next interaction ↗

This map explains how the work relates. Scope, ownership and availability are agreed at each hand-off; it does not mean every transition is automatic.

Selected service: Quotation Follow-up

Your next step

Tell us where the work gets stuck.

Describe the process you want to improve. We will save the enquiry for a scope review, confirm what is available and agree the next step with you.

Please keep customer records, financial documents and passwords out of this form. Submitting it does not activate a subscription, campaign, booking or customer-contact workflow. Marketing permission is separate.

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