Keep Your Proposal Status Accurate—Even Offline
Not every client responds through email or clicks an approval button. Many decisions happen over a phone call, a WhatsApp message, or an in-person meeting. When that happens, you still need your system to reflect reality.
QuickEstimate allows you to manually update a proposal’s status as Approved or Declined, ensuring your records stay accurate and your workflow continues without interruption.
Whether a client says “yes” on a call or declines during a site visit, you can log that decision in seconds—keeping your dashboard, reports, and project pipeline fully up to date.
Step-by-Step: Manually Updating Proposal Status
Open the Proposal
Start by locating the proposal that needs to be updated.
- Go to your dashboard or proposals list
- Use search or filters to find the correct proposal
- Click on the proposal to open its detail view
- Review the current status (e.g. Sent or Opened)
Confirm the Client’s Decision
Make sure you clearly understand the client’s final decision before updating the status.
- Confirm whether the client has accepted or declined
- Double-check details discussed during the conversation
- Clarify if the approval is conditional (e.g. minor changes needed)
- Note any verbal agreements or commitments
Click “Update Status”
Once confirmed, update the proposal directly inside QuickEstimate.
- Look for the “Update Status” or “Mark as” button
- Select either: 1. Mark as Approved , 2. Mark as Declined
- Confirm your selection
Add Notes (Highly Recommended)
Always record context behind the decision for future reference.
- Add a note such as:“Approved via phone call on 12 Feb” , “Client declined due to budget constraints”
- Include any important conditions or next steps
- Mention who you spoke to if relevant
These notes are extremely useful for:
- Internal team communication
- Future follow-ups
- Dispute or clarification scenarios
Trigger Next Actions
Once the status is updated, move forward with the appropriate workflow.
-
If Approved:
- Convert proposal into a project/job
- Schedule work or assign team members
- Send invoice or request deposit
- Begin onboarding or kickoff process
-
If Declined:
- Archive or close the proposal
- Record reason for loss
- Optionally follow up later
- Use insights to improve future proposals
Keep Your Pipeline Updated
Your dashboard reflects real-time updates after marking the status.
- Approved proposals move into active pipeline
- Declined proposals are removed from pending list
- Reports and analytics update automatically
- Forecasting becomes more accurate
Result: You always know exactly where your business stands—no guesswork.
Why Manual Status Updates Matter
Manually updating proposal status ensures your business stays organized—even when communication happens outside the platform.
- Accurate sales pipeline and reporting
- Clear visibility for your team
- Better forecasting and planning
- Reduced confusion or duplicate follow-ups
- Professional record-keeping<
Best Practices for Managing Offline Decisions
Optimize your flow for maximum client commitment.
Confirm Clearly Before Updating
Always double-check the client’s intent. A “sounds good” is not always a confirmed approval—be sure it's a clear yes or no.
Always Add Notes
Never update status without context. Notes help you and your team understand what happened and why.
Update Immediately
Don’t wait hours or days. Update the proposal as soon as the decision is made to keep your workflow moving.
Track Decline Reasons
Over time, patterns will emerge (pricing, timing, competition). Use this data to improve your win rate.
Offer Revisions Instead of Marking Declined
If a client is hesitant, consider revising the proposal instead of marking it declined immediately.
Keep Your Team in Sync
Manual updates ensure everyone—from sales to operations—is aligned with the latest client decisions.
Stay in Control of Every Proposal Decision
Whether your client responds online or offline, QuickEstimate keeps everything organized and up to date.