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

Sales & Quotations

Turn a customer reply into an informed owner decision

Organise scope questions, changed requirements, price discussions and declines without automatic negotiation.

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

Discuss this serviceExplore the example
Procora · Workflow example

The reply changes the next step

Could you revise the maintenance scope?
Scope questionPause + owner
Owner task

Check requested changes. Prepare a revised source quote if appropriate. No invented discount or delivery promise.

Business stateOpen until owner updates source
Fictional example · localised website visual

The work, in practice

The important moment is often the reply, not the next reminder. A customer may need an explanation, a different scope or a decision from someone with authority. Procora's draft pilot helps keep the current quotation and the proposed response together. The following reply journey is a fictional illustration of controlled handling, not an active messaging service.

01 · Sales & Quotations

Bring the offer and the question together

Before answering, identify the quotation reference, version, recipient and original wording. A question about evening access may concern a different location from last month's offer. Keep the full reply and relevant earlier context, not only an AI label such as interested. Where a controlled reply connection is separately configured, sender, reply route and thread references must match the attempted message; ambiguous messages belong in an operator review queue. In a draft pilot, the owner can supply the relevant reply context for review. Do not paste unrelated customer history or sensitive documents into a public service enquiry. A useful hand-off contains the question, source and decision needed.

02 · Sales & Quotations

Separate factual clarification from changed terms

A factual answer can point to the existing offer: which rooms are covered, where the exclusions are listed or when the stated validity ends. The owner still checks the exact wording against the source. A request for another visit, more units, a lower price, altered payment terms or a guaranteed installation date is a commercial decision. It should not be answered by inventing a concession. Prepare a neutral acknowledgement and identify the authorised person who will assess it. If information is missing from the quotation, say that it needs clarification instead of treating an assumption as an agreed commitment. Keep the initial routine paused while this decision is unresolved.

03 · Sales & Quotations

A question about working hours

Canal Maintenance in Utrecht receives a fictional reply to CM-104: the customer asks whether the visit can happen after the office closes. The current offer is €1,200.00 excluding VAT and does not promise an evening slot. The draft acknowledges the question and says the responsible person will check access and staffing. It does not confirm a time or attach a surcharge. In the Danish example, Odense Kontorrengøring is asked whether Saturday cleaning is included in OK-104. The owner checks the manually entered source against the original, whose figures remain 10.000,00 kr. excluding moms plus 2.500,00 kr. moms. Both questions need an operational decision before the offer changes.

04 · Sales & Quotations

Different replies lead to different work

A revision request becomes a task to update the offer; routine chasing should not continue while the owner is revising it. A price objection becomes an owner conversation, not an automatic discount. A clear decline can be recorded with the customer's stated reason without forcing a sales pitch. An out-of-office reply is timing information for review, not acceptance or rejection. A stop request takes priority over planned follow-up. A polite thanks is not proof of a purchase, and yes may refer to an appointment rather than the whole quotation. The controlled reply classifier records a suggested category; it explicitly does not decide the quotation's business outcome.

05 · Sales & Quotations

Give the owner a decision they can act on

A hand-off should name the responsible person, state the question in the customer's words and link the current offer. Add what is already known, what must be checked and when the customer expects an answer, if they actually stated a time. A substitute owner needs explicit authority over the relevant prices or commitments. Record whether the next action is clarification, a revised quotation, a call the owner will arrange, a later agreed check or closure. Do not mark a task complete merely because it was assigned. Completion means the authorised decision and its effect on the quotation are recorded so the next reviewer can understand what changed.

06 · Sales & Quotations

Measure unresolved questions and decision time

Review how many distinct quotations received a reply, how many needed an owner, how many revisions were completed and which questions remain unresolved. Replies and revisions can overlap, so they are not categories to add into one total. If you measure response time, start from the recorded customer reply and end at the owner's substantive response; assignment alone is not a response. Separate business hours from elapsed hours and state the period. Read a small sample of hand-offs to check whether the original question survived the summary. Better organisation can reduce forgotten decisions, but this pilot does not promise automatic objection handling or a higher close rate.

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

Review the exact offer, person and message →Know what the customer decided and what your team must do →Quotation follow-up templates with a clear purpose →

Questions worth answering

Can Procora agree a discount?

No. Price changes and exceptional terms remain with an authorised owner. A draft can acknowledge the request and organise the decision without promising a concession.

Does an enthusiastic reply mark the quotation accepted?

No. Confirm what the customer accepted, the current version and the required source evidence. Classification helps organise a reply; it is not a contract decision or cash receipt.

What if a reply cannot be matched confidently?

Hold it for human review. Do not attach it to another customer's quotation or restart routine contact because the system could not identify the message.

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) ↗