Software for offer tracking

Successfully track and follow up on offers. With projectfacts, you can keep track of your open offers and increase your success.

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What is offer tracking?

Offer tracking (also known as quote follow-up) is the systematic monitoring and following up of open offers until the customer accepts or declines. It ensures that no offer is left unattended and that you approach every prospect again at the right moment.

Offer tracking software such as projectfacts automatically gathers all open offers in a single list, shows their status and reminds you to follow up in good time. This way, you can track every offer without losing the overview. The offer itself is created in [quotation preparation](/quotation-preparation/ "Continue to quotation preparation"); offer tracking begins afterwards.

Step 1: Create quotations quickly and easily online

[Quotation preparation](/quotation-preparation/ "Continue to quotation preparation") in projectfacts has two objectives: increasing revenue and saving time. For this reason, you can create quotations quickly and easily.

For how to set up quotations in detail, see the dedicated page on [quotation preparation](/quotation-preparation/ "To quotation preparation"). This page continues from there: with offer tracking, that is, tracking and following up on offers that have already been sent.

Service catalog

Access a service catalog for the creation of orders. All your articles and services are stored in it.

Flexible items

Define quantities, periods or discounts individually for each quotation item. This makes your items flexible and tailored to your needs.

Building blocks & templates

Compile quotation texts freely from templates or your own text modules. This allows you to write quotations in no time at all.

Automatic contact data

To save even more time, all important customer information is automatically transferred from the CRM system into the quotation. No more tedious searching for address data. Use the preview function to view quotations in advance before they are sent to the customer by e-mail or post. This is how offer tracking works simply.

Price lists and discounts

With projectfacts, you enjoy full flexibility when it comes to prices. Our offer tracking software offers you a range of automatic aids to ensure that the right prices always appear in your quotation. This saves time and prevents incorrect prices.

Define individual price lists per customer, country or period.
Specify whether prices can be edited at a later date or not.
Consider price reductions in the form of discounts or early payment discounts.

Test the digital offer tracking!

With projectfacts, you can keep an eye on your quotations automatically. The software automatically collects all quotations and sorts them into open, already commissioned and rejected, giving you the overview you need.

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Step 2: Track open offers online

Offer tracking via software

Once the quotation has been created and sent, you have to wait for the customer to respond. In order not to lose track in the meantime, the software supports you in tracking the offer.

To do this, projectfacts automatically summarizes all current offers in a list for you. If you wish, you can add orders to the list to get an even broader picture of your acquisition activities. At a glance, you can see all submitted offers and the status the offers are currently in.

Keeping an overview

projectfacts displays the data according to your preferences. You can filter or sort the offers according to a variety of criteria:

Month, quarter
Status
Organization
Employees
Project
Acquisition probability

There are also many other options so that you always maintain an overview of your offer and order situation. You can also see at a glance which offers are open or have already been commissioned or rejected. Offers requiring action are also easy to identify. Armed in this way, you will never lose sight of a potential customer in acquisition.

Step 3: Follow up open offers online

For subsequent commissioning and your sales success in general, it is important that you stay on the ball with offer tracking and follow up CRM contacts. Unfortunately, inquiries with prospects not infrequently come to nothing, which is why planned and systematic follow-up of offers is crucial for sales success.

Track and follow up offers with a sense of proportion

Our offer tracking software automatically alerts you when you should follow up on offers. Thanks to this function, you reach prospects at exactly the right moment, often enough to close sales without seeming too pushy.

Checklist for offer tracking

This offer tracking checklist helps you follow up on open offers in a structured way and never miss a follow-up date. It shows by example how offer tracking works in practice:

Create and send the offer, and record the dispatch date.
Record the open offer in the offer list and set its status.
Set a follow-up reminder, usually 5 to 10 days after dispatch.
Follow up with the prospect, by phone or e-mail.
Document the response and the acquisition probability.
Adjust the offer if needed and follow up again.
Once accepted, convert the offer directly into an order.

Following up on offers by e-mail: sample and template

When following up in writing, the right tone matters. A short, friendly sample offer tracking letter reminds the prospect of your offer without seeming pushy. In projectfacts, you store such texts as a template and send the offer follow-up by e-mail with just a few clicks, directly from the customer file.

How a follow-up e-mail might look

Subject: Your offer of [date]

Dear Ms [name], I would like to follow up on my offer of [date]. Have you had a chance to review it yet? I am happy to answer any questions at any time and to adjust the details if required. I would be glad to hear back from you.

Your cockpit: the digital customer file

The most effective way to track offers is to use the [CRM system](/crm-software/ "Continue to CRM system") in projectfacts. Via sales opportunities, you document all activities and interactions in contact with a prospect and set reminders in advance. All communication and offers are bundled in the digital customer file and can be viewed there.

Follow-up reminders for offer tracking

With the help of follow-up reminders, you are reminded in good time to contact prospects in order to follow up on offers. A useful tool for this are telephone lists, with which sales staff can effectively follow up on offers within a short space of time. In combination with the digital projectfacts contact management, this is a powerful tool.

Systematically track offers with the right software

Tracking and following up on offers may seem tedious, but it pays off. With projectfacts, you reduce your effort to a minimum. Leave it to the software to keep track and concentrate on the essentials: your customers.

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Step 4: Adjust offers online and convert them into orders and projects

Have you been successful in following up offers? The customer may still want a few adjustments to the offer before deciding to place an order. No problem with projectfacts.

Offer templates

The new offer often only differs in nuances, yet the adjustment can quickly become a tedious, time-consuming chore. Not in projectfacts: thanks to offer templates, the framework of your offer is already predefined and you only need to adjust minor details during creation. This allows you to write offers with a minimum of effort.

From offer to order

Once the customer decides to place an order, you convert the offer directly into an order. All quotation items are automatically converted into order items. You can then send the order to the customer as an order confirmation. This allows you to create professional order confirmations in no time at all, without any duplication of work.

From order to project

The individual items of an order can be imported directly into [project management](/project-management/ "Continue to Project management") in projectfacts. A new customer project is created and the order items are automatically converted into work packages or sub-projects within the customer project. This means you can get started with the customer order straight away and save yourself unnecessary administration work.

Offer tracking at a glance

Templates, price lists & more

Digital quotation creation with templates, price lists and stored service catalog

Automatic offer tracking

Automatic offer tracking, tailored to your needs

Follow up & track

Follow up and track offers systematically and in good time

Documentation function

Clear documentation of all offers and customer interactions

Still have questions? We have the right answer!

Give us a call, send us an e-mail or take a look at our FAQ section! We will be happy to answer your questions!

Frequently asked questions

What is offer tracking?

Offer tracking is the systematic monitoring and following up of open offers until the customer accepts or declines. The aim is to leave no offer unattended and to approach every prospect again at the right moment. It is also referred to as quote follow-up.

What is offer tracking in projectfacts?

Offer tracking means keeping track of open offers and following them up systematically. projectfacts automatically collects all offers and sorts them into open, already commissioned and rejected, so you always maintain an overview.

How do I follow up on offers correctly?

As a rule, follow up 5 to 10 days after dispatch, in a friendly manner and without pressure. Record every response and set a new follow-up reminder if no decision has been made yet. projectfacts uses follow-up reminders to automatically remind you at the right moment.

How do I write a follow-up e-mail for offer tracking?

Briefly refer to the offer and its date, ask politely about the current status and offer support with any questions. In projectfacts, you store such a sample letter as a template and send it directly from the customer file.

What is 'Angebotsverfolgung' in English?

'Angebotsverfolgung' translates into English as quote follow-up or offer tracking. The systematic following up of offers is referred to in sales as sales follow-up.

How do I track open offers with projectfacts?

projectfacts automatically summarizes all current offers in a list and shows their status. You can filter and sort the data by criteria such as month, quarter, status, organization, employees, project or acquisition probability.

Does the software remind me to follow up on offers?

Yes. The software automatically alerts you when you should follow up on offers. Follow-up reminders remind you in good time to contact prospects, and telephone lists support effective follow-up.

What role does the CRM play in offer tracking?

The most effective way to track offers is via the CRM system. Via sales opportunities, you document all activities and interactions, and all communication and offers are bundled in the digital customer file.

Can I create an order from a quotation?

Yes. Once the customer decides to place an order, you convert the offer directly into an order. All quotation items are automatically converted into order items, and you can send the order as an order confirmation.

How does an order become a project?

The items of an order can be imported directly into project management. A new customer project is created and the order items are automatically converted into work packages or sub-projects.

How do I adjust offers to customer requirements?

If the customer wants adjustments, you use offer templates that already provide the framework of your offer. You only need to adjust minor details during creation and can write offers with minimum effort.