SayPro Quotation Status Tracker

Templates to Use: Quotation Status Tracker: A simple tracker that monitors the status of each quotation, its submission date, follow-up date, and outcome

[SayPro Logo]

SayPro Solutions
Address: [Insert Address]
Phone: [Insert Contact Number]
Email: [Insert Email Address]
Website: [Insert Website URL]

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Quotation Status Tracker

Quotation Number	Client Name	Product/Service Quoted	Date of Quotation Sent	Follow-Up Date	Quotation Status	Outcome	Comments/Notes
QTN-001	[Client Name 1]	[Product/Service A]	[Insert Date]	[Insert Follow-Up Date]	[Pending/Accepted/Rejected]	[Won/Lost/Pending]	[Any additional details]
QTN-002	[Client Name 2]	[Product/Service B]	[Insert Date]	[Insert Follow-Up Date]	[Pending/Accepted/Rejected]	[Won/Lost/Pending]	[Any additional details]
QTN-003	[Client Name 3]	[Product/Service C]	[Insert Date]	[Insert Follow-Up Date]	[Pending/Accepted/Rejected]	[Won/Lost/Pending]	[Any additional details]

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Column Breakdown

1. Quotation Number
   • This is the unique identifier for each quotation (e.g., QTN-001, QTN-002, etc.). The number is used to track and reference each specific quotation.
2. Client Name
   • The name of the client or business that received the quotation. This helps in identifying which clients are involved in the process.
3. Product/Service Quoted
   • A brief description of the product or service being quoted. This gives clarity on what exactly was offered in the quotation.
4. Date of Quotation Sent
   • The date on which the quotation was formally sent to the client. This provides a starting point for tracking when follow-ups are due.
5. Follow-Up Date
   • The date on which you plan to follow up with the client regarding the quotation. This helps ensure that follow-ups are timely and efficient.
6. Quotation Status
   • This indicates the current status of the quotation. The options may include:
     • Pending: The quotation has been sent, but no response has been received.
     • Accepted: The client has accepted the quotation and agreed to proceed.
     • Rejected: The client has declined the quotation or chosen another provider.
7. Outcome
   • This column tracks the final outcome after following up with the client. The possible outcomes include:
     • Won: The client accepted the quotation and agreed to proceed with the purchase.
     • Lost: The client declined the quotation, and the opportunity was lost.
     • Pending: The client has not yet made a decision or is still considering the quotation.
     • Negotiated: The quotation is under negotiation, and terms may be adjusted.
8. Comments/Notes
   • Any additional information or context relevant to the quotation or client can be added here. For example:
     • “Client requested a revised quotation with a lower price.”
     • “Follow-up email sent; awaiting client response.”
     • “Client is awaiting internal approval.”

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Additional Features for Effective Tracking

• Color Coding:
  Use color coding in the Quotation Status and Outcome columns to quickly identify the status of each quotation. For example:
  • Green for accepted or won quotations.
  • Red for rejected or lost quotations.
  • Yellow for pending quotations.
• Reminder Alerts:
  Set reminder alerts for follow-up dates. This can be integrated into a spreadsheet, or a task management system can be used to trigger reminders a few days before the follow-up date to ensure timely follow-ups.
• Filters for Quick Sorting:
  Create filters for the spreadsheet so that it’s easy to view quotations by:
  • Status (Pending, Accepted, Rejected)
  • Outcome (Won, Lost, Pending)
  • Follow-Up Date (to track overdue or upcoming follow-ups)
• Summary Section:
  At the bottom of the tracker, include a Summary Section to provide quick insights into the performance of your quotations. Example:

Summary	Count
Total Quotations Sent	[Count]
Accepted Quotations	[Count]
Rejected Quotations	[Count]
Follow-Ups Pending	[Count]
Won Quotations	[Count]
Lost Quotations	[Count]

This summary can help you easily see how many quotations have been accepted, rejected, or are still pending. It also provides an overview of how many follow-ups are due.

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Instructions for Use

1. Data Entry:
   • Every time a new quotation is sent, add it to the tracker with all relevant details (Client, Product/Service, Date Sent, etc.).
   • After sending the quotation, set a follow-up date and monitor the status.
2. Regular Updates:
   • The tracker should be updated regularly, ideally after each client interaction, to reflect changes in the status and outcome. When you receive a response from the client (whether they accept, reject, or request changes), update the Quotation Status and Outcome columns.
3. Follow-Up Actions:
   • Once the follow-up date has passed, make sure to update the Outcome and Comments/Notes fields based on the client’s feedback or decision.
4. Review:
   • Regularly review the tracker to ensure all quotations are being properly followed up on and tracked. This will help identify any potential opportunities or lost sales.
5. Team Collaboration:
   • If this tracker is used by multiple team members, ensure that everyone updates the tracker consistently. You can share the tracker in a central location (like Google Sheets or Microsoft OneDrive) to allow real-time collaboration.

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Example of the Quotation Status Tracker in Use

Quotation Number	Client Name	Product/Service Quoted	Date of Quotation Sent	Follow-Up Date	Quotation Status	Outcome	Comments/Notes
QTN-001	Client A	Service Package X	January 1, 2025	January 7, 2025	Pending	Pending	Follow-up call scheduled for January 7
QTN-002	Client B	Product Y	January 5, 2025	January 12, 2025	Accepted	Won	Client confirmed acceptance via email
QTN-003	Client C	Product Z	January 8, 2025	January 15, 2025	Pending	Pending	Waiting for client’s internal approval
QTN-004	Client D	Service Package W	January 10, 2025	January 17, 2025	Rejected	Lost	Client chose competitor due to lower price

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Final Thoughts

The SayPro Quotation Status Tracker helps streamline the process of tracking quotations, ensuring that no opportunity is missed and that follow-ups are timely and efficient. By monitoring the status of each quotation and its outcome, SayPro can make more informed decisions, improve customer relationships, and enhance overall sales performance.