Review open quotes by their actual state, owner, and next action. Keep unresolved decisions visible without sending a reminder to everyone.
Start with genuinely open decisions
A weekly quote review should answer three questions: what is still open, why is it open, and who will do what next? Start with the quotes that genuinely need a customer decision. Exclude accepted work already handed to delivery and declined quotes whose conversations are closed. Keep a link to the current version so the team does not accidentally follow up an obsolete document.
Group by the next required action
Group the remaining records by situation: waiting for a first response, customer question unanswered, revision in progress, postponed to an agreed date, or validity review required. Each group needs a different action. A customer waiting for your explanation should not receive an acceptance reminder. A postponed quote with a future contact date should not be treated as overdue simply because it has been open for several weeks.
Assign an owner and date
For every actionable record, assign one owner and a dated next step. Replace “follow up” with an observable task such as “answer the access question”, “approve revised materials”, or “ask whether the October timing still applies”. If a colleague has already spoken to the customer by phone, update the record before scheduling another message. Review the facts together so two team members do not contact the same person independently.
Close outcomes and review exceptions
End the review by closing resolved records and listing exceptions that require a decision from someone else. Check whether last week’s actions actually happened. A missed internal task needs a new owner or a realistic date, not an automatic extra message to the customer. Keep the review short by focusing on changes and overdue agreed actions; use the full history only when it explains the next decision.
Try the workflow on real quotes
Use a simple meeting record: quote reference, current state, latest customer contact, owner, next action, and due date. Take five records from the previous review and check whether each action left evidence in the history. For any unexplained delay, resolve the internal obstacle before approving another customer reminder. Track how many records have no owner or no next step. Those gaps tell you more about the process than the volume of messages sent.
Frequently asked question
What should happen to postponed quotes in a weekly review?
Keep the agreed future contact date visible and leave the active reminder sequence paused. Reopen the next action when that date arrives or when the customer provides new information.