Skip to content
Start with enquiries. Explore quotation drafts.
procora.
DAFind your solution

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.

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

Discuss this serviceDownload and use
Procora · Workflow example

Quote progress, without invented revenue

10Quotes reviewed
0Real pilot sends
DraftsCount separately
Accepted outcomesOwner/source confirmed
ValuesSeparate EUR and DKK

A fictional review cohort. Accepted value is not collected cash or an attribution claim.

Fictional example · localised website visual

The work, in practice

Before building a report, agree the question it must answer. Are quotations being reviewed, are customer questions resolved and which offers have a verified outcome? This guide uses a separate fictional ten-quotation cohort to explain the calculations. It is not Procora performance evidence or the live sending record of the draft pilot. Copy or download the worksheet to define your own source and period.

01 · Sales & Quotations

Define the cohort and observation date

A cohort is a clearly bounded set of quotations, such as distinct source offers issued from 1 to 30 September 2026 and observed on 3 October 2026. Use the source issue date for that question, not the day a spreadsheet was imported. A separate review-workload report can use action dates, but must say so. Keep customer, source reference and version rules explicit. Repeated versions are not additional offers; a superseding document needs a relationship to the old one. Offers issued at the end of the month have less decision time than earlier offers, so a low early acceptance share is not necessarily poor performance. State source completeness and timezone before interpreting the result.

02 · Sales & Quotations

Ten fictional offers, with every status accounted for

The illustrative cohort contains ten issued quotations. At the observation date, two are accepted, two declined, one expired, one superseded and four open: 2 + 2 + 1 + 1 + 4 = 10. These mutually exclusive business states reconcile the cohort. A revision requested task may belong to one of the four open quotations, and a reply may belong to an accepted or declined quotation; those activity labels are not extra members to add. For a current open pipeline, the four open records remain the relevant count, subject to current source checks. The superseded historical offer is not an active value alongside its replacement. Keep unknown evidence labelled for review instead of inventing a state.

03 · Sales & Quotations

Choose a denominator that answers the question

The issued-cohort accepted share is 2 ÷ 10 = 20% at that observation date. Among the four explicit accepted-or-declined decisions, the accepted share is 2 ÷ 4 = 50%. A count of all six terminal states gives 2 ÷ 6, about 33.3%, but includes administrative exits such as supersession and is not automatically a sales win rate. Name the calculation rather than choosing the most impressive number. Neither share predicts what the four open records will do. When comparing months, use comparable selection rules and observation windows. Small samples change sharply with one decision, so present counts beside percentages and avoid attributing the difference to Procora without a suitable comparison.

04 · Sales & Quotations

Build a separate ledger of work and contact evidence

Suppose six drafts were prepared and four reviewed during the same review period. That describes the team's workload, not six sent messages or four customer decisions. Count rejected and cancelled drafts as review outcomes without treating them as delivered contact. For a separately controlled sending process, track provider acceptance, verified delivery, bounce, complaint and matched reply as distinct evidence. Local test captures and simulated contact stay in a test category. Define whether replies count unique quotations, unique people or events; three replies in one thread are not three customers. The public draft pilot's report should foreground drafts and owner decisions, not borrow the appearance of a live marketing dashboard.

05 · Sales & Quotations

Declare the source value; do not claim cash

An open or accepted offer keeps its source currency and amount basis. CM-104's separate English example is €1,200.00 excluding VAT; its tax details stay in the original. OK-104's Danish source illustration is 10.000,00 kr. excluding moms + 2.500,00 kr. moms = 12.500,00 kr. including moms. A report should state which of those amounts it uses and avoid mixing excluding-tax and including-tax figures. Report EUR and DKK separately unless a documented reporting conversion is explicitly agreed; language selection is not a conversion method. If an owner later confirms acceptance, the value belongs to an accepted-offer total, not automatically to recognised revenue, collected cash or incremental sales caused by follow-up.

06 · Sales & Quotations

Measure decision delays and state attribution limits

Choose useful intervals: draft preparation to owner review, customer question to substantive owner response, or source issue to a verified commercial decision. Declare elapsed or working hours and how unresolved records are handled; excluding all unresolved work can make the average look falsely quick. The existing controlled follow-up interval starts at import and may end at provider acceptance or a test capture, so do not call it response time. A customer may accept after a phone call, improved scope or procurement approval. A nearby draft event does not prove causation. Use timing to find tasks you can improve, and reserve sales-uplift claims for a suitable design with a comparable baseline and enough observations.

07 · Sales & Quotations

Use the worksheet in a short owner review

Complete the worksheet with a source, cohort definition, observation date, currency basis and named owner. Reconcile state counts before calculating rates. Add draft workload and unresolved tasks separately, then write the one decision the review should support. A missing field is a limitation to record, not an instruction to fill it with zero. Keep the definition stable when comparing periods and document any change. Read a few underlying records to verify that the chart matches real decisions. The copy and download controls provide local text only. They do not access your CRM, gather customer data, send messages or create a new reporting subscription.

Make the guide useful at work

Download text guide

Quotation measurement worksheet

QUOTATION REVIEW WORKSHEET
Source: [system or manual list]
Owner and substitute: [names]
Cohort rule: [distinct issued quotations and date range]
Observation date/timezone: [date and timezone]
Source completeness and limitations: [notes]
Currency and tax basis: [separate totals for each]

Business states: open [ ]; accepted [ ]; declined [ ]; expired [ ]; withdrawn [ ]; superseded [ ].
Reconciled distinct quotation total: [ ]
Accepted share of issued cohort: [accepted] / [cohort total]
Accepted share of explicit decisions: [accepted] / [accepted + declined]

Drafts prepared [ ]; reviewed [ ]; rejected/cancelled [ ]; awaiting owner [ ].
Live provider events: [verified evidence, or not enabled]
Test captures/simulations: [separate]
Unresolved source/reply/revision tasks: [owner and next check]
Accepted value by currency and source basis: [not revenue or cash]
Attribution limitation: [what cannot be concluded]
Next review decision and date: [ ]

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

Measure quotation progress without inventing sales uplift →Know what the customer decided and what your team must do →A practical review of your open quotations →

Questions worth answering

Which accepted percentage should we publish?

Publish a clearly named calculation with counts, source and observation date. Issued-cohort and explicit-decision shares answer different questions; neither is a universal win rate or a forecast.

Can a missing delivery event be counted as delivered?

No. Keep unknown or unconfigured provider evidence separate. Drafts, approval, provider acceptance, local captures and verified delivery are different events.

Does downloading the worksheet connect our systems?

No. It is a local text worksheet for your review. System connections, source access and any future sending remain separately verified and agreed.

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.

Privacy policy (Danish) ↗