Quote Tracking & Pipeline Visibility (Viewed, Accepted, Expired + Filters)

Velocity’s Quote Tracker gives your team a single place to monitor quote status and customer engagement. Instead of guessing whether a customer saw your quote, you can track sent, viewed, accepted, and expired quotes, see engagement events like views, downloads, and clicks, and prioritize follow-ups using filters (agent, customer, route, status).

This article explains how the tracker works, what each status means, how to interpret engagement signals, and how to run a consistent follow-up workflow.

The Quote Tracker: Statuses and What Each Means

Quote status = where the quote is in the customer decision cycle.

Draft

• Quote is being prepared or reviewed internally.
• Not yet delivered to the customer.

Recommended action: validate scope, charges, margins, and validity before sending.

Sent

• Quote has been delivered (via link and/or PDF).
• Customer action is not yet confirmed.

Recommended action: schedule a follow-up based on expected response time and expiry window.

Viewed

• Customer opened the quote.
• This is typically the strongest early “intent” signal.

Recommended action: follow up quickly with clarification and a direct next step (call, confirmation, or “Book Now”).

Accepted

• Customer confirmed they want to proceed (commercial acceptance).
• Next step is execution: booking workflow and final operational confirmations.

Recommended action: convert to booking and confirm any dependencies (pickup details, commodity, documentation).

Expired

• Quote validity ended.
• The quote should not be treated as “actionable” without renewal/re-rate.

Recommended action: re-rate, reissue, and clearly state the updated validity.

Engagement Signals (Views, Downloads, Clicks) and How to Act on Them

Velocity logs engagement events so you can manage follow-ups based on behavior rather than assumptions.

• View = customer opened the quote.
• Download = customer saved the quote (often for internal sharing).
• Click = customer interacted with an action (usually high intent), such as “Book Now.”

How to interpret each signal

Views (strong intent)

What it usually means:

• The customer is reviewing pricing now.
• They may have questions or need clarification to decide.

Best next action:

• Send a short follow-up: confirm scope, highlight validity, and ask what’s needed to proceed.

Downloads (approval workflow signal)

What it usually means:

• The quote is being forwarded internally.
• Procurement or a manager may be involved.

Best next action:

• Ask who else is reviewing and when a decision is expected.
• Offer a brief call to remove blockers.

Clicks (conversion signal)

What it usually means:

• The customer is trying to proceed, compare options, or start booking.

Best next action:

• Respond immediately.
• Confirm any final operational details and guide them to the next step.

Filtering and Segmentation (Agent/Customer/Route/Status)

The tracker becomes most valuable when you segment pipeline views by who owns the deal, who the buyer is, and what you’re quoting.

Use filters to answer common sales questions:

Filter by agent (ownership and accountability)

• See which quotes each rep is responsible for.
• Prevent “orphaned” quotes with no follow-up.

Filter by customer (account visibility)

• View all active quotes for a single customer.
• Identify repeat lanes, pricing patterns, and stalled approvals.

Filter by route (lane performance)

• See which routes generate the most quote activity.
• Identify lanes where customers frequently view but do not accept (pricing or scope issues).

Filter by status (follow-up prioritization)

• Viewed and Clicked quotes should usually be prioritized first.
• Expiring soon should be prioritized next.
• Sent but not viewed suggests delivery friction or low engagement.

Filters convert the tracker into an action list: who to follow up with, why, and in what order.

Follow-Up Workflow (Who Follows Up, When, and With What Message)

A consistent follow-up process prevents lost revenue and improves conversion rates.

Step 1: Assign ownership

Each quote should have a clear owner (agent or team queue). That owner is accountable for:

• Follow-up timing
• Quote revisions
• Renewal when expired
• Converting accepted quotes to bookings

Step 2: Use a simple priority rule

A practical prioritization order:

1. Clicked (highest intent)
2. Viewed (high intent)
3. Expiring soon (risk of losing deal or margin)
4. Sent but not viewed (delivery friction or low interest)
5. Expired (renewal opportunity)

Step 3: Follow-up timing recommendations

Adjust to your sales cycle, but a common structure is:

• Viewed: same day follow-up (or within hours for spot quotes)
• Downloaded: follow up within 24 hours and ask about the approval process
• Sent but not viewed: confirm receipt within 24–48 hours
• Expiring soon: reminder before expiry + offer to revalidate pricing
• Expired: re-rate, reissue, and communicate any changes

Step 4: Message templates (copy-ready)

A) Viewed (high intent)
Subject: Quick check-in on your quote
Message:
“Hi [Name], I saw you had a chance to review the quote. Are there any scope details we should confirm (pickup/delivery, cargo details, timing)? The quote is valid until [date]. If you’re ready, I can help you proceed to booking.”

B) Downloaded (internal review)
Subject: Anything needed for internal approval?
Message:
“Hi [Name], thanks for downloading the quote. Who else will be reviewing it, and what timeline are you working toward? I can provide an alternate option or clarify inclusions/exclusions if helpful.”

C) Sent but not viewed (receipt confirmation)
Subject: Confirming you received the quote
Message:
“Hi [Name], sharing the quote again here in case it got buried. Please confirm you can access it. If you tell me your preferred pickup/delivery scope and timing, I can ensure the option is best-fit.”

D) Expiring soon
Subject: Quote validity ending on [date]
Message:
“Hi [Name], a quick reminder that the quote is valid until [date]. If you’re planning to proceed, I can reserve the option or revalidate pricing and reissue an updated quote.”

Best Practices for Pipeline Hygiene

• Treat Viewed as a trigger: it’s the best moment to engage.
• Keep validity and next steps clearly visible in every quote.
• Standardize ownership: every quote must have a rep/team accountable.
• Review “Viewed but not accepted” by route: this often reveals pricing gaps or unclear scope.
• Use the tracker daily as your quoting “inbox.”

FAQ

What’s the most reliable buying signal?

A click (especially on a booking CTA) is typically the strongest. A view is the strongest early intent signal.

Why do I see “Sent” but no views?

The quote may not have been opened yet, may have been forwarded to another person, or the buyer may be waiting on internal approval. Follow up to confirm access and decision timeline.

How should we treat expired quotes?

Expired quotes should be re-rated and reissued with a new validity date. Always communicate changes in scope or pricing clearly.