Quote tracking spreadsheet (free template)
By Abdullah Shakir Hussain. Published .
If you don't track your quotes anywhere yet, a simple spreadsheet is the right place to start. Here's a free template, the columns that matter, and formulas that tell you who to follow up today.
Download the template
Download the quote tracker (CSV file). It opens in Excel, Google Sheets or Numbers. Delete the two example rows and add your own quotes.
The columns
| Column | What goes in it |
|---|---|
| A. Customer | The customer's name |
| B. Contact | Phone or email, whichever they use |
| C. Job | A few words: "roof repair", "3 AC units serviced" |
| D. Amount | The quoted price, as a number |
| E. Currency | USD, GBP and so on, if you quote in more than one |
| F. Date sent | The day the quote went out |
| G. Next follow-up | Worked out by the formula below |
| H. Follow-ups done | 0, 1, 2… add one each time you follow up |
| I. Status | Sent, Negotiating, Won or Lost |
| J. Notes | Anything they said: "wants a June start" |
Formulas that do the reminding
Paste these into row 2 and copy them down. They work in both Excel and Google Sheets. Format column G as a date.
=IF(H2>=4,"",F2+CHOOSE(H2+1,1,3,7,14))
=AND(OR(I2="Sent",I2="Negotiating"),G2<>"",G2<=TODAY())
=IFERROR(COUNTIF(I:I,"Won")/(COUNTIF(I:I,"Won")+COUNTIF(I:I,"Lost")),"")
=SUMIFS(D:D,I:I,"Sent")+SUMIFS(D:D,I:I,"Negotiating")
If you quote in more than one currency, add the money-waiting total per currency, for example with SUMIFS on column E as well. Adding pounds to dollars gives a number that means nothing.
A five-minute daily routine
- Filter column K to TRUE: these are today's follow-ups.
- Send each one. Our follow-up email templates and text messages give you the wording.
- Add 1 to "Follow-ups done". The next date updates by itself.
- When a customer decides, change the status to Won or Lost.
When a spreadsheet stops being enough
- You have more open quotes than you can scan in a minute.
- You check it on your phone, where spreadsheets are fiddly.
- You write every follow-up from scratch.
- You only remember to open it when things are quiet.
That's the point where a tool like QuoteLoop helps: it keeps the same list, works out who is due today, drafts the message for that step, and shows replies as they come in. You can keep your spreadsheet as a backup: QuoteLoop exports everything to CSV.