Quote requested
The customer asked for price or scope, but no quote has been sent yet.
Free SOP template
Quote Follow-Up SOP Template
Use this operating procedure when quotes are sent, but nobody can reliably see which prospects need a reminder, revision, invoice, or close-out.
Daily quote review
- Open the quote queue once each workday.
- Filter to quotes with follow-up due today or overdue.
- Confirm one owner before any reminder or revision is drafted.
- Close the review only after each active quote has a next action and date.
Required fields
- Quote date, customer, source, amount, and currency.
- Scope summary and sent quote link or file reference.
- Status, owner, next action, and next-action date.
- Revision notes, accepted scope, invoice handoff, and close reason when known.
Statuses
Separate quote work from lead work.
Quote sent
The owner approved and sent a specific scope for customer review.
Follow-up due
The quote is waiting on customer response and has a due follow-up action.
Revision needed
The customer asked for a scope, price, or timing change before accepting.
Accepted
The customer accepted the quote and invoice or payment handoff can begin.
Lost or paused
The quote was declined, delayed, replaced, or no longer has an active next action.
Follow-up rules
- Follow up only with existing prospects who requested or discussed the quote.
- Use a normal business reminder, not pressure, deception, or fake urgency.
- Ask for a decision, revision request, or close-out when the quote is stale.
- Do not bulk-send quote reminders to scraped contacts or unrelated lists.
Invoice handoff
When a quote is accepted, record the accepted scope, amount, currency, invoice owner, payment status, and delivery handoff before work starts.
Boundary
This SOP organizes quote work; it does not send anything.
- No automated outreach
- No scraped-contact workflow
- No contract, invoice, or payment instruction
- No BTC instruction without owner approval