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Sales & Quotations

Review the exact offer, person and message

Keep price decisions with the owner and make changed quotations, recipients or content invalidate old approvals.

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

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Procora · Workflow example

Approval belongs to this version

Draft preview

Do you have any questions about quotation CM-104? We can review the scope with you.

✓ Recipient✓ Exact wording✓ Version 2
Owner choicesEdit · approve · reject · pause
Changing the source requires new approval

Illustrative controls; public pilot remains draft-only.

Fictional example · localised website visual

The work, in practice

Approval should be a meaningful decision about the work in front of you. A green label from last week cannot authorise a different quotation or message today. The public service remains a draft pilot: owner review is useful immediately, while live dispatch needs a separate controlled agreement. The website's approval demonstration changes only fictional local state.

01 · Sales & Quotations

A preview must show what the owner is deciding

Review the source reference and version beside the recipient, subject, full body and proposed timing. Check the sender and reply route for any separately scoped sending process. The reviewer needs to see the actual content, not merely a template name. Confirm that scope, amount, tax wording, expiry and any proposed next step match the issued offer. A draft that uses excluding-tax figures must not imply that tax is included. Keep source uncertainty visible and resolve it before approval. If the customer has already replied or the owner is negotiating offline, the sensible decision may be to reject or pause this draft rather than improve its wording.

02 · Sales & Quotations

Keep commercial authority explicit

Decide who can confirm facts and who can change prices, quantities, delivery commitments or payment terms. These may be different people. Procora does not negotiate discounts or add exceptional terms to make an offer easier to accept. An owner can edit a draft to describe an already authorised decision, but the source quotation should also reflect any commercial revision. Access to a working list does not automatically confer approval authority. The controlled implementation checks active owner or administrator authority again before dispatch. In the draft pilot, define a reviewer and substitute so an absent owner does not leave a growing queue of unreviewed work.

03 · Sales & Quotations

A changed scope cancels yesterday's approval

In the fictional Utrecht example, the owner reviews a draft referring to CM-104 version 1 for €1,200.00 excluding VAT. The customer then adds another maintenance area. Version 2 has a different scope; the old approval becomes unusable even if the recipient is unchanged. The example returns to source review and a fresh draft. In Denmark, OK-104's original manually entered values stay 10.000,00 kr. excluding moms, 2.500,00 kr. moms and 12.500,00 kr. including moms until the owner issues a real revision. The demonstration can show invalidation without inventing a new price. A new version is a reason to inspect the changes, not permission to reuse the previous decision.

04 · Sales & Quotations

Content and recipient changes matter too

Changing a subject line, body, schedule, sender, reply route or recipient can change what the owner actually authorised. The controlled message approval binds these facts with quotation and configuration versions, rather than treating an approval as a permanent property of the customer. Editing the draft clears approval and cancels unsuitable queued work. A new procurement contact may need different context or authority; do not simply replace the address in an approved message. Approvals also have a time window. A delayed action needs current source verification and the right contact conditions, even when its original wording was acceptable. An expired approval is a hold for review, not an error to bypass.

05 · Sales & Quotations

Make reject, pause and takeover useful decisions

Reject a draft when it is inaccurate or unnecessary and record a short reason so the next proposal does not repeat the mistake. Pause the quotation when timing or source information needs work. Take over when the customer's situation needs a person: a complaint, negotiation, urgent access issue or changed delivery commitment. These are legitimate outcomes of the review, not failed automation. The owner's decision should identify the next task and responsibility. A pause does not close the quotation automatically, and a commercial acceptance does not authorise an invoice or payment. Before resuming, check the source, customer preferences and whether a fresh draft is appropriate.

06 · Sales & Quotations

Leave a trail another reviewer can understand

Keep the reviewed version, decision, reviewer and time together with the reason for rejection or pause. Count waiting reviews separately from approved drafts and any provider events. A busy approval queue may mean the scope is too broad, the owner lacks time or the templates need improvement; it does not justify auto-approval. During setup, test recipient changes, late revisions, expired offers and owner absence with fictional records. The public service's useful outcome is clearer owner decisions and fewer stale drafts. Discuss a controlled sending stage only after these review practices, source checks and reply responsibilities work reliably, with separate scope and provider readiness.

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 →Give each follow-up a purpose and a stopping point →A practical review of your open quotations →

Questions worth answering

Does approving the website example send anything?

No. It changes a fictional local demonstration only. The public quotation service is a draft pilot; the website does not enable customer sending or grant a provider permission.

Can a changed quotation keep its old approval?

No. Review the current source version and exact new message. Scope, amount, recipient, content or timing changes may invalidate what was previously reviewed.

What if the approver leaves or loses access?

Assign a currently authorised reviewer. Controlled dispatch checks authority again; the draft pilot should not rely on an absent person's historical approval to move new work forward.

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.

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