Track Quote Status

What this guide covers

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.

Before you begin

• You need at least one sent quote. If you have not created and sent a quote yet, see Create and Send Quotes.
• Confirm you can access the Quotes section in the sidebar navigation.
• Check that your notification preferences are enabled so you receive alerts when customers interact with your quotes.

Understanding quote statuses

Every quote in JobsiteOn moves through a defined set of statuses. These statuses update automatically based on customer actions and your manual updates.

Draft

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:

• Edit line items, pricing, and terms.
• Preview the proposal document.
• Finalize details before sending.

How long quotes stay here: Until you are ready to send. Some drafts are created for internal reference and may never be sent.

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:

• Monitor for a status change to Viewed.
• Follow up with the customer if no response after a few days.
• Resend the quote if the customer did not receive the original email.

How long quotes stay here: Until the customer opens the link. Typical response windows range from same-day to one week.

Viewed

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:

• Follow up with a phone call or message. The customer is engaged and this is a high-conversion moment.
• Be prepared to answer questions about scope, pricing, or timeline.
• Do not resend the quote unless the customer requests it.

How long quotes stay here: From minutes to several days. Customers may view a quote multiple times before deciding.

Accepted

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:

• Convert the quote to a job. See Convert a Quote to a Job.
• Send a confirmation to the customer acknowledging their acceptance.
• Begin scheduling and dispatching the work.

After acceptance: The quote remains in Accepted status as a permanent record of what was agreed upon.

Declined

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:

• Follow up to understand why the customer declined.
• Determine if a revised quote with adjusted scope or pricing would win the work.
• Document the decline reason for your records.

After decline: You can edit the quote, update the terms, and resend it for reconsideration. The status resets to Sent when you resend.

Viewing status in the quotes list

The quotes list at /quotes shows the current status badge for every quote. Use this view for a quick overview of your entire pipeline.

Pipeline view strategy

Filter the quotes list by status to focus on specific stages:

• Filter by Draft to see quotes that need to be completed and sent.
• Filter by Sent to identify quotes awaiting customer response.
• Filter by Viewed to find your hottest leads for follow-up.
• Filter by Accepted to see work ready to convert to jobs.
• Filter by Declined to review lost opportunities.

Sorting for follow-up priority

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.

Viewing status on the detail page

Open any quote at /quotes/[slug] to see the full detail view.

• The status badge appears in the header area.
• The activity feed shows every status change with timestamps.
• You can see who changed the status and when.
• For Viewed status, you can see when the customer first opened the link.

Receiving notifications

JobsiteOn sends you notifications when customers interact with your quotes so you can respond promptly.

When you are notified

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

Notification delivery

• In-app notifications appear in your notification bell in the top navigation bar.
• Email notifications are sent to your account email for critical actions like acceptance.
• Notification preferences can be configured in your account settings.

Team notifications

If multiple team members are involved in the sales process, the quote creator and workspace owners receive notifications by default.

Managing expiration dates

Expiration dates create urgency and keep your quote pipeline clean.

Setting an expiration date

1. When creating or editing a quote, set the Valid Until date in the terms section.
2. Common expiration periods are 14 days, 30 days, or 60 days from the quote date.
3. The expiration date appears on the proposal document.

What happens when a quote expires

• The customer portal shows the quote as expired.
• The customer cannot accept an expired quote through the portal.
• The quote remains in its current status (Sent or Viewed) in your list.
• You can extend the expiration date and resend the quote at any time.

Extending an expired quote

1. Open the expired quote at /quotes/[slug].
2. Edit the quote and update the Valid Until date to a future date.
3. Resend the quote to the customer.
4. The status resets to Sent and the customer receives a fresh email.

Using expiration strategically

• Shorter windows (14 days) work well for time-sensitive projects where you need a decision quickly.
• Longer windows (30 to 60 days) suit larger projects where the customer needs time to evaluate.
• No expiration is appropriate for standing quotes or ongoing service agreements. Leave the field blank to skip expiration.

Following up on quotes

Status tracking is most valuable when you use it to drive timely follow-ups.

Follow-up cadence by status

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

Tracking follow-up activity

Use the quote activity feed to log your follow-up notes. This creates a record of your sales effort for each opportunity.

Tips

• Check the Viewed filter daily. Viewed quotes represent your warmest leads. Prioritize follow-up for these over cold Sent quotes.
• Set calendar reminders for key quotes. When you send a high-value quote, set a personal reminder to follow up if you have not heard back in 3 days.
• Batch your follow-ups. Review the Sent and Viewed filters together each morning and make all your follow-up calls in one session.
• Use expiration dates consistently. A standardized expiration policy (for example, 30 days for all quotes) simplifies your process.
• Track your conversion rate. Compare how many quotes move from Sent to Accepted versus Declined over time to measure your quoting effectiveness.

Troubleshooting

The status did not change to Viewed

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.

I did not receive a notification when the customer accepted

Check your notification preferences in account settings. Confirm that quote notifications are enabled. Also check your email spam folder for the acceptance notification email.

The quote still shows as Sent but the customer says they responded

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.

I want to revoke a sent quote

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.

FAQ

Does viewing a quote multiple times generate multiple notifications?

No. You receive a notification the first time the customer views the quote. Subsequent views do not trigger additional notifications.

Can I manually change a quote status?

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.

What happens if I edit and resend an accepted quote?

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.

Can I see how long the customer spent viewing the quote?

Currently, the system records when the customer first opened the link but does not track duration or page-by-page viewing behavior.

Do expired quotes count toward my active quote metrics?

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.

Related articles

• Create and Send Quotes
• Add Line Items from Your Pricebook
• Convert a Quote to a Job