How often should we run an open quote review?

Weekly at minimum, at a fixed time each week. For businesses sending 20 or more quotes per week, a daily review of quotes more than three days old pays for itself in recaptured orders. The goal is to make contact before the customer reaches a decision rather than after.

What should we do with quotes that have gone cold after two follow-up attempts?

Close them and record the reason. A quote past its validity date with no response after two attempts is not a live opportunity - keeping it open inflates your pipeline and skews your win rate data. Recording the reason gives you patterns to act on over time.

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Sales - Managing an Open Quote Pipeline

7 steps. Every open quote actioned. Nothing left to chance.

Step by step

Pull Active Quote ListQuotes

Filter all quotes with sent status to build the working pipeline for the review session.

Flag Unactioned QuotesQuotes

Identify any quote sent more than 7 days ago with no recorded follow-up or customer response.

Send First Follow-UpMentions

For quotes 1-7 days old with no acknowledgment, send a direct follow-up referencing the quote number and validity date. Log the contact attempt via Mentions.

Escalate to Phone CallMentions

For quotes 8-14 days old with no response to the first follow-up, make a phone call. Log the outcome against the quote or lead record.

Act on Approaching ExpiryQuotes

Contact the customer before the validity date expires. Extend and confirm if still progressing, or close the quote as expired.

Close Lost QuotesQuotes

Mark quotes past validity with no response after two follow-up attempts as lost. Record the reason: price, competitor, need changed, or no response.

Review Lost Quote PatternsLeads

At the end of each review, examine closed-lost quotes from the past 30 days. Identify recurring objections or competitor patterns and feed them back into quoting and follow-up processes.

What this workflow solves

Quotes sent but never followed up sit in the system for weeks, giving the sales team a false picture of pipeline value and making revenue forecasts unreliable.

Sales reps assume silence means the customer is still considering, when the customer has already given the order to a competitor who responded faster or followed up more persistently.

Expired quotes are never formally closed, making it impossible to calculate a true win rate or identify which types of jobs or customers the business consistently loses.

Frequently asked questions

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