1. Why track your quotes in one place
A quote that nobody follows up rarely gets signed. Not because the client said no, but because nobody asked. A tracker turns that into a list you can work through:
- You see every quote in progress, not just the ones you remember.
- You know which ones need you today. The alert does the counting for you.
- You learn from the ones you lose. After a few months, the reasons and the win rate show what to fix.
2. Set it up in 10 minutes
No need to rebuild your history. Start with what’s still open:
- Download the file in the format you use, with your currency and alert delay.
- Delete the examples (rows 5 to 12) once you’ve seen how they behave.
- Add your open quotes from the last two months: number, date sent, client, project, amount, status.
- Fill in the last action for each one, even roughly. The alerts count from there.
From then on, add each new quote the day it goes out.
3. The routine: 15 minutes, twice a week
The file only works if you open it. Pick two fixed slots, Monday and Thursday morning for example, and do this:
- Filter the Alert column. Handle every flagged row: call, text or email.
- Update the row right away: last action, follow-ups, and the status if the client replied.
- Write the next action and its date. That keeps the alert quiet until it’s actually time.
Fifteen minutes is usually enough for twenty or thirty quotes in progress.
4. When and how to follow up
The alerts tell you when. Here’s the rhythm the file is built around:
- Day 2: check the quote arrived and opens properly.
- Day 7: call to clear up a doubt. This is often where the project gets unstuck.
- Day 21: ask where things stand, or close the file politely.
Need the words? The free follow-up generator writes the email and the text for each step:Quote follow-up generator →
5. What the numbers tell you
The dashboard does the math. Three figures are worth a look every month:
- Value in progress: the work you could sign in the coming weeks. If it keeps shrinking, the problem is upstream: not enough inquiries, or not the right ones.
- Win rate: quotes won out of quotes decided. Compare it month to month rather than with other businesses.
- Reasons for losing: if “price” keeps coming back, look at how the quote is presented before you look at your prices.
6. When a spreadsheet is no longer enough
A tracker is the right tool to start with. These are the signs it’s time for more:
- You update it on Sunday evenings. The routine has become a chore, and rows fall behind.
- Several people send quotes. Everyone keeps their own version, and follow-ups overlap or get missed.
- Follow-ups still slip through. The alert is there, but nobody has time to act on it.
At that point, a CRM or an automated follow-up takes over the reminders, and you only step in when the client replies.
To go further:How to Follow Up on a Quote Without Being Pushy (+ 5 Templates)
