Follow up open quotes before they go cold.

Every open quote gets a next step and a date, and every closed one gets a recorded reason.

Start with an order desk review How it works

Open quotesThis week

Corner Bakehouse12 lines · sent 9 days ago · expires in 5$640Follow up
Pier 9 CateringPrice under the floor, approved Monday$1,180Call today
Lakeside Deli GroupAlternate offered · no reply$2,210Check the substitute
Greenway MarketExpired 3 days ago$420Close out

Open quotes, in the order a rep should work them.

Sound familiar?

41% of quotes never reach the CRM, so nobody is told to follow them up.
Reps follow up the quotes they remember, and “quote and forget” does the rest.
Win rate is a guess, because lost and expired quotes were never closed out.

Every quote that goes cold is work already done, and without a reason on each one you can’t tell lost on price from lost on timing.

What changes.

TodayWith the engine

Logging: If time allowsEvery quote logged when it’s sent
Follow-up: From memoryA reason to call, on the day it makes sense
Closing out: Quotes expire unnoticedWon, lost or dropped, with a reason
Win rate: Counted with old and cancelled quotes mixed inCounted on real quotes, with the reason each one ended

How it works. 6 steps, 4 stages.

AI1
Rules and automation3
Your team2
Approval

1Log
1. Rules and automation
  Log every quote when it’s sent
  Quotes from the inbox and the ERP create the CRM deal, with value, items and validity.
  - HubSpot
  - Outlook
  - Prophet 21
2Watch
1. Rules and automation
  Watch for quiet quotes
  A quote nearing its end date, or untouched for a set time, joins the list.
  - HubSpot
2. AI
  Say why it’s worth a call
  Pulls what changed: stock back in, a price change, a related order from the same account.
3Follow up
1. Your teamApproval
  Follow up
  The rep calls or sends a note. The draft is theirs to edit and send.
4Close out
1. Your team
  Record the outcome
  Won, lost or dropped, with a reason chosen from a short list.
2. Rules and automation
  Count honestly
  Win rate counts quotes that were real, and the reasons are kept for next quarter.

Reasons lost shape the next quote

What you get. Real work, every week.

Draft noteCorner Bakehouse · Q-731

The 16 oz lids on your quote are back in stock.

Why now: The quote expires in 5 days, and LID-16F came back in stock
Offer: The same price, held for 14 more days
Draft: “The lids on your quote are back in stock, so we can ship this week. Want us to hold the price?”

The reason to call, and a draft for the rep to edit. Nothing sends without them.

How you’ll know it’s working.

Quotes logged
Today 41% never reach the CRM.
Quotes with a recorded outcome
Won, lost or dropped, each with a reason.
Win rate on comparable quotes
Counted on real quotes only, so the denominator is honest.

Baselines agreed before we build.

Works with what you have.

ERP, CRM & inbox

HubSpot
Outlook
Prophet 21
Salesforce

Order & quote automation

Proton

We configure first: Often this is configuration: a CRM pipeline with stages, owners and tasks. We set that up properly before adding AI to it.
We build when: Quotes start in the inbox and the ERP, and the reason to follow up needs stock, price and order history together.

What a first build includes.

Built in your accounts, around your team. Scope, fee and baseline agreed before we start.

1Design
2Build
3Run it, or hand it over

Start with a review Scope this build

We build

Automatic logging of every quote into the CRM
A watch list for quiet quotes, with a reason to call
A close-out step with reasons for won, lost and dropped
A win-rate view that counts real quotes only

We start from

Six months of quotes and CRM deals
Your quote validity and follow-up rules
CRM and shared-inbox access

From your team

Owner: Inside sales manager
Involves: Inside sales
Account sales
Sales operations

Questions teams ask.

Will the system chase buyers for us?

It prepares the reason and a draft. A rep sends it, because a good follow-up depends on the relationship.

Isn’t a CRM pipeline enough?

Sometimes it is, and we’ll say so. We add more only when the reason to follow up needs data a pipeline can’t see, such as stock, price changes or order history.

Who owns it once it’s running?

You do. It’s built in your accounts, documented, with training for the people who run it. Ownership usually sits with your inside sales manager. We can keep running it with you, or step back.

How do we start?

Usually with an order desk review: two to four weeks, a fixed fee credited to the build, and a plan that’s yours. If the job is already clear, we can scope the build directly.