Quotation register format in Excel
One row per quotation: amount, validity, next follow-up and the reason if it is lost. Quotes about to lapse turn amber.
What the file looks like
The heading row and the five example rows, as they open in Excel. Under them the file has empty rows that are ready: the lists, the formulas and the colours are already set.
| Quote no. | Rev. | Date sent | Party and contact person | What was quoted | Amount | Valid till | Sent by | Stage | Next follow-up | Last remark | Reason if lost | Days of validity left |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Q-118 | 0 | 5 Oct 2026 | Khurana Fabricators, Faridabad (Anil) | MS sliding gate, 2 nos, with fitting | 1,48,000 | 12 Oct 2026 | Rahul | In discussion | 9 Oct 2026 | Finds the rate high. Asked for an option in lighter section. | fills itself | |
| Q-119 | 1 | 7 Oct 2026 | Saini Construction, Rewari (Mr Saini) | Scaffolding pipe 40 NB, 600 m | 2,14,500 | 22 Oct 2026 | Vinod | Revised | 11 Oct 2026 | Rev. 1 sent. Old amount 2,26,000. | fills itself | |
| Q-120 | 0 | 8 Oct 2026 | Bright Minds Coaching, Rohini (Ms Arora) | Classroom benches, 40 nos | 96,000 | 23 Oct 2026 | Rahul | Sent | 10 Oct 2026 | Will call after the trustee meeting. | fills itself | |
| Q-112 | 0 | 19 Sept 2026 | Garg Steel Furniture, Bahadurgarh | Powder coating job, 300 frames | 54,000 | 4 Oct 2026 | Vinod | Lost | Gave the job to a unit next door. | Bought elsewhere | fills itself | |
| Q-115 | 0 | 29 Sept 2026 | Nexa Interiors, Gurugram (Ritu) | SS railing, 28 running metres | 1,82,000 | 14 Oct 2026 | Rahul | Won | Advance received. Work order no. 77. | fills itself |
- Red row: The follow-up was due and has not been done.
- Amber row: The rate lapses within three days.
- Green row: Won.
The columns, and what to write in each
- Quote no.
Your own running number: Q-118.
- Rev.
0 for the first quote, 1 for the first revision.
- Date sent
The day it went to the customer.
- Party and contact person
Firm, city and the person who decides.
- What was quoted
In one line.
- Amount
Total of the quotation.
- Valid till
The last date for this rate.
- Sent by
One salesperson.
- Stage
Pick from the list.
SentIn discussionRevisedWonLost - Next follow-up
A date. Never empty for an open quote.
- Last remark
What was said in the last contact.
- Reason if lost
Only when the stage is "Lost".
RateDelivery timeBought elsewhereNeed droppedNo reply - Days of validity left
Fills itself. A minus number means the quote has lapsed.
How to keep it
- Give every quotation a number and enter it on the day it is sent, with the date it is valid till.
- Write the next follow-up date before you close the file. Tell the customer when you will call.
- A changed rate is a new revision: raise "Rev." by one and note the old amount in "Last remark".
- Sort by "Next follow-up" every morning. Those are today's calls.
- When a quote is lost, pick the reason. After a month the reasons tell you what to change.
Free to use and to change. No macros, nothing to install.
Quotation sent, no reply: how and when to follow up
How many times to follow up a quotation, on which days and in what words, what to say when the rate is called high, and a register that keeps quotes alive.
People also look for this as: quotation register format in Excel · quotation tracker sheet · quotation follow-up sheet
