Quote Follow-Up SOP Template
Fortunes Fortuna

Purpose
Use this SOP when quotes are sent, but nobody can reliably see which prospects need a reminder, revision, invoice, or close-out.

Daily Quote Review
1. Open the quote queue once each workday.
2. Filter to quotes with follow-up due today or overdue.
3. Confirm one owner before any reminder or revision is drafted.
4. Close the review only after each active quote has one next action and one next-action date.

Required Fields
- Quote date
- Customer
- Source
- Amount and currency
- Scope summary
- Sent quote link or file reference
- Status
- Owner
- Next action
- Next-action date
- Revision notes
- Accepted scope
- Invoice handoff owner
- Close reason when known

Suggested Statuses
- Quote requested: customer asked for price or scope, but no quote has been sent yet.
- Quote sent: owner approved and sent a specific scope for customer review.
- Follow-up due: quote is waiting on customer response and has a due follow-up action.
- Revision needed: customer asked for a scope, price, or timing change before accepting.
- Accepted: customer accepted the quote and invoice or payment handoff can begin.
- Invoiced: invoice has been sent through the approved owner process.
- Lost: customer declined or selected another path.
- Paused: quote is delayed and has no current 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.

First Follow-Up Prompt
Thanks for reviewing the quote. I am checking whether you want to proceed with this scope, adjust anything, or close it for now. If the timing changed, I can update the next step accordingly.

Revision Prompt
If the scope, price, or timing needs to change, please send the specific part that should be adjusted. I will revise the quote around that instead of guessing.

Invoice Handoff
When a quote is accepted, record:
1. accepted scope,
2. amount and currency,
3. invoice owner,
4. payment status,
5. delivery handoff owner,
6. proof or note that the customer accepted the quote.

Boundary
- This SOP organizes quote work; it does not send anything.
- Do not use it for bulk outreach, scraped contacts, fake leads, or unrelated campaigns.
- Do not store passwords, wallet seed phrases, private keys, exchange credentials, or customer secrets.
- Do not add contract, invoice, BTC, or payment instructions without owner approval.

Related resources:
- https://fortunesfortuna.com/resources/invoice-payment-sop.html
- https://fortunesfortuna.com/resources/revenue-workflow-scope-builder.html
- https://fortunesfortuna.com/resources/invoice-payment-tracker.csv
- https://fortunesfortuna.com/problems/no-quote-follow-up.html