Estimate and proposal follow-up: keep open quotes moving

Build a useful open-estimate list.

Review estimates from one consistent period. Include the date sent, quoted amount, assigned owner, last contact, next action, and current status. Remove duplicates and distinguish revised proposals from new opportunities.

Keep open, accepted, declined, deferred, and expired estimates separate. An old proposal may no longer reflect the scope, price, or customer’s plans.

Follow up to clarify the decision.

Confirm that the customer received the estimate. Ask whether the scope is clear, whether questions remain, and what timing they have in mind. Record the answer so the next conversation starts with context.

Agree on a practical next contact where appropriate. Respect a clear decision not to proceed, and avoid keeping closed opportunities in the active list.

Use a repeatable review.

• Find open estimates with no scheduled next action.
• Assign an owner and a follow-up date.
• Note scope questions, timing issues, or other reasons for delay.
• Record the outcome when the customer decides.
• Review patterns using the same statuses each period.

Keep scenarios separate from results.

The total value of open estimates is not lost revenue. If you model a possible improvement, use an explicit incremental conversion assumption and check whether your team has the capacity to deliver the work.

Track actual accepted jobs separately from modeled possibilities. Revenue, cash collected, and profit are different measures and should remain visible as such.

Review the wider revenue process.

Estimate follow-up is one part of the handoff from inquiry to payment. Completed extras, overdue balances, and rework deserve their own review.

Part of the Service Business Revenue Leakage guide.