Quote follow-up tracker in Excel: the sheet and the method

01Why quotes deserve their own tracker

Between sending a quote and getting it signed, the customer often does nothing you can see. They compare, wait for budget, forget. That is when a deal is easiest to lose, and also when nobody looks at it, because there is no meeting to prepare. The follow-up tracker makes that silence visible: every quote has a dated next follow-up, and the date coming due colors the row.

The workbook holds the Quotes tab, with five fictional rows (two quotes waiting, one negotiation, one signed, one lost), the Summary tab and a How to use tab.

02The thirteen columns, and the ones that matter most

Three columns do the work: Next follow-up, which triggers the color; Follow-ups sent, which tells you how many times you have already written; Notes, which keeps the customer’s latest answer. The rest describes the quote. The Pipeline column holds the stage under the name of the Kasar field: Proposal while the quote waits, Negotiation when the customer discusses price or terms, Won or Lost at the end.

03A follow-up rhythm, tuned to your sales cycle

No delay fits every trade: a 2,000 training quote and an 80,000 piece of equipment are not decided at the same pace. What follows is a starting recommendation, not a statistic. Set your own, then stick to it.

After each follow-up, three cells change: Follow-ups sent goes up by one, Last follow-up takes today’s date, Next follow-up takes the next date. A row that stays orange for more than two days is a forgotten follow-up, not a pending one.

04What goes in the Notes column

The customer’s answer, in their words: “waiting for their finance team”, “asking to spread payment over three months”. That sentence is what makes the next follow-up relevant. When a quote is lost, the reason goes there too: price, timing, an incumbent already in place. After a quarter, the Notes column of lost quotes is worth a market study.

05The limits of tracking quotes in a spreadsheet

The sheet does not know a follow-up went out. You send it from your mailbox, then come back to Excel to log it. Nor does it know the customer replied: the answer sits in the inbox, not in the row. While quotes number in the dozens, discipline is enough. Past a few hundred, the gap between what happened and what the sheet says grows every week. Sharing, finally, takes Microsoft 365 and a file on OneDrive or SharePoint for several people to edit at once.

06Importing this tracker into Kasar

Each quote becomes an opportunity. In Settings, Import, drop the file and pick the Opportunities object: Name, Company, Main contact, Amount, Pipeline, Probability, Expected close date and Notes are recognized, eight columns out of thirteen. The quote number and the sent or follow-up dates have no built-in field: create one if you want to keep them, or skip them. The main contact is found by full name: import your contacts before this file. The full walkthrough is on the importable Excel templates page.

In Kasar, the Follow-ups sent column no longer needs keeping. Every follow-up sent from your connected mailbox lands on the record, with the customer’s reply next to it. The next follow-up becomes a dated task on the opportunity, and Leo drafts the follow-up email from the record’s history: you review it, you send it. To track all your deals and not only quotes, the sales pipeline tracker uses the same columns.