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Sales & Quotations

Know what the customer decided and what your team must do

Keep quotation outcomes separate from follow-up activity, with clear exits for accepted, expired and superseded offers.

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Superseded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

A pipeline is more useful when it explains why work is waiting. Open describes the quotation; awaiting review describes your team's task. Mixing those states makes a prepared draft look like a customer decision. Procora's draft pilot keeps owner work in view, while the fictional examples show how a recorded outcome should change the next step.

01 · Sales & Quotations

Use two questions, not one status column

First ask what happened to the quotation: it can be open, accepted, declined, expired, withdrawn or superseded. Then ask what the follow-up needs: source verification, a draft, owner review, a reply decision, a pause or completion. An open quotation may have no appropriate next message. A paused workflow may still contain a valid commercial offer. Awaiting reply means your process is waiting; it does not prove that the customer received or read anything. Keep the two views together so the owner can identify a decision bottleneck without misreporting the sales pipeline. A task label should tell someone what to do, not silently change the commercial outcome.

02 · Sales & Quotations

A requested revision is work until a new offer exists

When the customer asks for fewer visits or a different delivery scope, record revision requested as an owner task on the current open quotation. It is not automatically accepted, declined or a new priced offer. The owner checks what changed, updates the authoritative document and records a new version or a separately superseding quotation. Routine follow-up remains paused while the decision is unresolved. Keep the customer's original request and the owner's revision together, including whether the old quotation is no longer valid. This distinction prevents a pipeline from counting both the old and replacement values as two opportunities when there is only one customer decision.

03 · Sales & Quotations

Accepted, expired and superseded are different exits

In a fictional Utrecht review, CM-104 is open and needs an owner decision about evening access. CM-101 is accepted after the owner checks the current source; it leaves quotation chasing and becomes delivery planning. CM-099 expired without a recorded decision, so the owner cannot send another draft as if its terms remain available. CM-100 was replaced by CM-105 and is superseded; only the current replacement belongs in the active value total. The Danish cleaning review uses its own OK references and source figures in kroner. None of these exits creates cash, issues an invoice or establishes that Procora caused the sale. They explain which work belongs to which person next.

04 · Sales & Quotations

Record a decline without rewriting the customer's reason

Useful lost reasons include budget not approved, changed requirement, timing no longer suitable, another supplier chosen or no reason supplied. Distinguish a customer statement from the owner's interpretation. Do not label silence as price too high or an expired quotation as a confirmed competitor win. A clear decline ends routine contact about that offer; an explicit stop request also affects future contact eligibility. An expired record can stay in the history without becoming a campaign audience automatically. If the business later considers a new discussion, it needs a new reason, current contact context and owner decision. Closure is useful information, even when no sale follows.

05 · Sales & Quotations

Make an outcome traceable to a source decision

Record who changed the business state, when they did it and what source evidence supports it. A positive reply category alone is insufficient; the owner should confirm the relevant quotation and version. If the evidence is ambiguous, leave the offer open with an owner task rather than choosing an outcome for a tidier chart. Duplicate provider events or repeated owner notes should not create extra commercial acceptances. Historical superseded records remain visible for context, while current totals exclude obsolete offers. The follow-up timeline explains activity; the outcome record explains the business decision. Review both when correcting a report instead of deleting inconvenient history.

06 · Sales & Quotations

Review open decisions before counting wins

A practical review starts with open offers whose next decision is overdue, then revisions without an owner, uncertain source checks and quotations approaching their stated expiry. The owner chooses which work is still relevant and closes records with evidence. Count each current source quotation once and state the review date. Separate amounts by currency and by including-tax or excluding-tax basis. An accepted value is a commercial pipeline measure, not recognised revenue or collected cash. If acceptance creates work, hand it to the delivery owner with the agreed scope. Invoice follow-up remains a separate planned service whose requirements must be discussed rather than silently started from this page.

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

Turn a customer reply into an informed owner decision →Measure quotation progress without inventing sales uplift →Set up a narrow pilot your sales team can own →

Questions worth answering

Can a quotation be open while its follow-up is paused?

Yes. The commercial offer and the team's workflow are different states. A scope question or owner takeover can pause contact without deciding the quotation's outcome.

Is a revision request a lost quotation?

Not necessarily. It is an owner task until the current offer is revised, superseded, accepted or declined with evidence. Keep its value out of duplicate replacement totals.

Does accepted value equal revenue or cash?

No. It records accepted quotation scope and source value. Delivery, invoicing, accounting recognition and verified payment belong to subsequent processes and their own evidence.

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

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