Running a business means taking care of many different things, but one of the things you should be doing is following up quotes that you send to your clients. Following up quotes is a crucial part of running a business, and to not do it could mean your company doesn’t grow and could even lose money.
Some people choose to use sales pipeline software which helps you keep track of clients (existing and potential). Some people choose personalised email automation or hiring someone whose job is specifically to process and chase up customer quotes. However, this obviously comes at a cost and if you’re a small business, or just starting out, then you might not have the budget to do this.
Many people in this position find themselves doing the quote follow-up themselves, and during a recent survey I conducted I found that over 50% of the people who do it themselves do it by printing their quotes out and going through them one by one. If you’re one of those people, I decided to offer you a free template to help you organise and follow-up your quotes in an easy and efficient way. If you’re printing your quotes out, it can be easy to let them get mixed up with other things, scribbled on, or just plain lost. Read on for my fool-proof method of organising quotes so they can be followed up easily.
I’ll talk you through the method I used during my early days at RamsayHolmes, but I’m also going to provide a link for a free template that you can use to organise your own follow ups. Hopefully you’ll find this tool just as useful as I did, and that it will make your life that much easier.
Start by printing out your quote, along with the follow-up template and staple to the front of each quote. Then write down some customer basics, including any particular notes that you need to remember. This often includes things that you need to ask the client or notes that you’ve made about the client.
After that, the template has several follow-up tables so that you can document when and how you plan to follow up and the outcome of that follow up. I organise all these quotes into the follow up date order and make sure that they’re kept as such. Then, every day simply open the folder and follow up the quotes with the day’s date on it. It really is such a simple but effective way of making sure you’re not forgetting anyone or leaving them behind.
Obviously, this does take a daily commitment – but you’re running a business so you should expect some level of commitment. Organising and working like this will help you keep everything in one place and help you to keep track of how many follow-ups you’re doing each week or month. From there you can see that you might need to invest in my automated follow-up software because you’re doing so many. Or you might see that you’re not doing as many as you should and make an effort to do more.
I really hope this free template works for you as well as it worked for me. Download it now and start following up your quotes successfully.