Track Quote Status
Learn how to monitor your quotes through each stage, understand the meaning of each status, receive notifications when customers view or accept quotes, and manage expiration dates.
Learn how to monitor your quotes through each stage, understand the meaning of each status, receive notifications when customers view or accept quotes, and manage expiration dates.
This guide explains how to track the status of your quotes in JobsiteOn. You will learn what each status means, how to identify statuses in the list and detail views, when and how you receive notifications about customer actions, and how to manage quote expiration dates. Effective status tracking helps you follow up at the right time and close more deals.
Every quote in JobsiteOn moves through a defined set of statuses. These statuses update automatically based on customer actions and your manual updates.
Badge color: Gray
What it means: The quote has been created and saved but has not been sent to the customer. The customer cannot see draft quotes.
Typical actions in this status:
How long quotes stay here: Until you are ready to send. Some drafts are created for internal reference and may never be sent.
Badge color: Blue
What it means: The quote has been emailed to the customer. The proposal is now accessible via the public link at /q/[token]. You are waiting for the customer to respond.
Typical actions in this status:
How long quotes stay here: Until the customer opens the link. Typical response windows range from same-day to one week.
Badge color: Purple
What it means: The customer has opened the quote link and viewed the proposal. They are actively reviewing your pricing and terms.
Typical actions in this status:
How long quotes stay here: From minutes to several days. Customers may view a quote multiple times before deciding.
Badge color: Green
What it means: The customer has approved the quote and agreed to the proposed scope and pricing. You can now proceed with the work.
Typical actions in this status:
After acceptance: The quote remains in Accepted status as a permanent record of what was agreed upon.
Badge color: Red
What it means: The customer has declined the quote. They chose not to proceed with the proposed scope and pricing.
Typical actions in this status:
After decline: You can edit the quote, update the terms, and resend it for reconsideration. The status resets to Sent when you resend.
The quotes list at /quotes shows the current status badge for every quote. Use this view for a quick overview of your entire pipeline.
Filter the quotes list by status to focus on specific stages:
Sort by date to see the oldest quotes first. Quotes that have been in Sent status for more than a week may need a follow-up nudge.
Open any quote at /quotes/[slug] to see the full detail view.
JobsiteOn sends you notifications when customers interact with your quotes so you can respond promptly.
| Customer action | Notification | Why it matters |
|---|---|---|
| Views the quote link | In-app notification | Customer is actively reviewing; good time to follow up |
| Accepts the quote | In-app notification + email | Time to convert to a job and start scheduling |
| Declines the quote | In-app notification | Opportunity to follow up and understand concerns |
If multiple team members are involved in the sales process, the quote creator and workspace owners receive notifications by default.
Expiration dates create urgency and keep your quote pipeline clean.
/quotes/[slug].Status tracking is most valuable when you use it to drive timely follow-ups.
| Status | When to follow up | Suggested action |
|---|---|---|
| Sent (1-2 days) | Day 2 | Send a brief email asking if they have questions |
| Sent (5+ days) | Day 5 | Call the customer to check if they received the proposal |
| Viewed (same day) | Within hours | Call or message while they are actively thinking about it |
| Viewed (3+ days) | Day 3 | Send a message offering to walk through the proposal |
| Declined | Within 1 day | Ask what would change their mind; offer to revise |
Use the quote activity feed to log your follow-up notes. This creates a record of your sales effort for each opportunity.
The Viewed status triggers when the customer opens the public quote link. If the customer read the proposal only from the email attachment, the status may not update. Encourage customers to use the online link for the best experience.
Check your notification preferences in account settings. Confirm that quote notifications are enabled. Also check your email spam folder for the acceptance notification email.
Ask the customer if they used the buttons on the quote portal page. If they responded by email or phone instead of using the accept/decline buttons, the status will not update automatically. Manually update the status if needed.
You cannot unsend a quote, but you can edit it and remove line items or update the expiration to a past date. The customer will see the expired status on the portal. For a cleaner approach, send a follow-up message explaining the situation.
No. You receive a notification the first time the customer views the quote. Subsequent views do not trigger additional notifications.
You can manually update the status from the quote detail page. This is useful when the customer accepts by phone or email and you need to reflect that in the system.
The status resets to Sent, and the customer receives the updated version. The previous acceptance is noted in the activity history. Use this if the scope changed after initial acceptance.
Currently, the system records when the customer first opened the link but does not track duration or page-by-page viewing behavior.
Expired quotes remain in the status they held at expiration (Sent or Viewed). They appear in your quotes list and reporting. Filter by status to exclude them from active pipeline views.
Did this answer your question?