How to Follow Up on Quotes Waiting for Approval in CrmLeaf
All editions. Core feature - no add-on required.
Availability: All editions. Core feature — no add-on required.
Overview
A sent quote has status waiting until the client approves or declines it. Quotes can sit in that state for days, and a quote that nobody chases is revenue that has not been billed. This article gives a simple routine for finding the quotes that need attention, deciding what to do with each, and keeping the follow-up manual or partly automated. CrmLeaf shows you the signals; the chasing is a human step, because Workflow Automation cannot act on a date passing.
How It Works
Quote waiting → Check last viewed and valid till → Chase, cancel or reissue → Approved or declined
- A quote that has been sent and not answered shows status
waiting. last_viewedtells you whether the client has opened it.valid_tillis the date after which the quote is expired.- Statuses are
draft,waiting,accepted,declinedandcanceled.
| What you see | What it usually means | What to do |
|---|---|---|
waiting, never viewed | The client has not opened the link, or did not receive it | Check the client's email address and resend or call. |
waiting, viewed | The client is reviewing, or has a question | Ask whether they need changes. |
waiting, near valid-till date | The offer is about to expire | Chase now, or plan to reissue. |
declined | The client said no | Ask why. Reissue a revised quote if the conversation continues. |
accepted | Approved | Move to the invoice. See QTC-17. |
Who Can Use This Feature?
User
- Review your sent quotes, check status and last viewed, and cancel or reissue.
Access depends on the modules and role assigned by your Administrator. You see quotes within the ownership-based scope set for your role.
Prerequisites
- At least one quote sent to a client.
For Users
Step 1: List the quotes that are waiting
What to do: Open the quotes list and use Filter to show only quotes with status waiting.
What to verify: The list shows only unanswered quotes.
Step 2: Check whether each one was viewed
What to do: Open each quote and check last_viewed and valid_till.
What to verify: You know which quotes have not been opened and which expire soonest.
Step 3: Chase the client
What to do: Contact the client outside CrmLeaf or from the related deal or client record, and mention the quote number. For a quote that was never viewed, confirm the client's email address first.
What to verify: The client confirms they received the link.
Step 4: Resend if needed
What to do: If the client lost the link, use Send again on the quote's row or Action → Send on the quote.
What to verify: The client confirms they have the link and can open it.
Step 5: Cancel and reissue when the terms change
What to do: If the client wants different pricing, cancel the old quote and create a new one with the revised line items. Send the new quote and tell the client to use only the new link.
What to verify: The old quote shows canceled, and the new one is waiting.
Step 6: Make the routine regular
What to do: Put the Step 1 review in a recurring slot, for example each Monday, and assign each waiting quote to an owner.
What to verify: No waiting quote is older than your agreed number of days without a note of the last contact.
Expected Result
Every waiting quote has an owner, a known viewed or not-viewed state and a next action, and expired quotes are cancelled and reissued rather than left open.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Workflow Automation has no time-based trigger, so it cannot send a reminder because a valid-till date is near or a quote has been waiting for a number of days. Chasing by date is a manual routine.
- You can automate the hand-offs around the quote, for example creating a follow-up task when a deal reaches a stage. See INT-15.
- Do not rely on an expired quote. Raise a new one.
Common Scenarios
Example: viewed three times, no approval. The quote's last-viewed value is recent, but the status is still waiting. The client is probably reviewing internally. A short message asking whether anything needs to change usually moves it.
Example: the quote expires on Friday. On Wednesday you see a waiting quote close to its valid-till date. You call the client. They ask for a small scope change, so you cancel the old quote, issue a new one with a fresh valid-till date, and send it.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| A waiting quote does not show as viewed | The client has not opened the link | Check the email address and resend. |
| You cannot see a colleague's quote | Your permission scope limits you to records you own or added | Ask your Administrator to review the scope. |
| Both the old and the new quote are open | The old one was not cancelled | Cancel the old quote so only one can be approved. |
| You want an automatic reminder | Workflow Automation has no time-based trigger | Use the manual routine, or a recurring task for your team. |
Frequently Asked Questions
How do I find quotes the client has not approved yet?
Filter the quotes list by the waiting status.
Can CrmLeaf send an automatic reminder for a quote?
Not through Workflow Automation, which has no time-based trigger. Chase manually, or build a task for your team.
How do I know the client opened the quote?
Open the quote and check last_viewed.
What if the client wants changes?
Cancel the quote and create a new one with the changes, then send that instead.
Related Articles
Our support team answers on business days. Reference QTC-18 so we can jump straight in.