When offers are scattered across emails, messages and folders, identifying open ones takes searching. The challenge is recognising what should happen next, not merely storing a PDF. Start with current status and a concrete next action.
Avoid statuses based on impressions. Awaiting can mean undecided; declined should follow a consistent indication from the client. Silence alone does not explain why a proposal stalled.
Separate status, sending and next activity
Status summarises the offer's position. Sending date records when the document was shared. The next step might be clarification, follow-up or checking availability. These facts are different and may not share a software field.
An awaiting offer may not yet be sent. An accepted one may need schedule confirmation. An expired one may need updating. Status cannot replace the relationship's history.
A minimal working record
- Offer reference and recipient.
- Document version actually sent.
- Sending date and proposed validity.
- Status based on received information.
- Latest contact and communicated decision.
- Next action, responsible person and date.
Keep records essential. “Revision 2 sent, awaiting model choice” beats a paragraph of assumptions. When several people handle a client, agree who contacts them next to avoid duplication.
Awaiting: identify the obstacle
Ask what is missing: model selection, approval or understanding supply versus installation. Follow-up should help resolve that particular doubt.
Not every open offer needs repeated reminders. For postponed projects, record the agreed point to revisit. After reasonable unanswered contacts, file the negotiation operationally with a clear way to reopen it.
Accepted: identify the confirmed document
Before ordering or scheduling, check which version is confirmed. “That's fine” after two alternatives is ambiguous. Verify products, quantities, services, timing and agreed conditions.
Keep the client's message and matching PDF in your archive. Changing app status is organisational; it does not automatically replace agreement evidence or complete every required step.
Declined and expired are different
Explicit rejection differs from validity ending. If the client chooses another solution, record their reply without inventing reasons. Before renewing an expired proposal, check prices and availability.
Lost-offer analysis can help, but avoid conclusions from few cases. No budget, incompatible timing and a price comparison are different problems. Keeping declared reasons helps more than guessing.
What PreventivOk supports
PreventivOk supports awaiting, accepted, declined, expired and paid statuses. Lists allow searching and filtering by status; validity can expire awaiting offers. Define what paid means in your process: it does not mean an invoice is automatically issued.
Status management does not include automatic reminders, read receipts or follow-up emails. Use your existing calendar for contact dates. Client notes can retain context without accumulating unnecessary information.
A sustainable regular review
Choose a regular time to review open offers. Pick one action for each: clarify, update, wait until the agreed date or close follow-up. This keeps the list usable and reduces forgotten negotiations.
Two offers for one client
A client may have an open supply proposal and confirmed maintenance. Status belongs to each quote rather than the client overall. Use recognisable names and check the document before updating.
For alternative offers for the same project, record the chosen configuration in your tools. Do not count both as independent opportunities without considering context. If only part is confirmed, clarify whether revision is needed: accepting the whole document may blur proposed versus actual work. A useful status represents a precise decision.
Filter and update quote statuses in PreventivOk, alongside your record of sent documents and next actions. Create your next quote with PreventivOk.