Team quotes

How do you track the quotes sent by your whole sales team?

To track the quotes sent by your whole sales team, each rep copies a Muzau agent's address on their quotes. The agent opens a file per quote, without sending anything, then follows up with the customer who has not replied, in the original thread and with the rep in copy. By default, every follow-up waits for your approval. Tracking stops as soon as the customer replies or a rep writes to them from a connected mailbox.

Why a team's quotes get lost

Each rep sends quotes from their own mailbox and tracks them in their own way: a folder in their email, a row in a spreadsheet, their memory. To know which quotes are still waiting for an answer, you have to ask each person. And when a rep spends the week in meetings, their quotes wait with them.

The customer is waiting for a sign from the person who made the offer. Your reps keep the negotiation and the relationship; what costs time is knowing which quote to follow up, and when. That is the part the agent takes on for the whole team: everyone keeps sending quotes from their own mailbox, with one more address in copy.

How the agent goes about it

Input

Each rep's quotes, with the agent in copy

It does

Opens a file per quote and drafts each follow-up on its day

It delivers

Follow-ups in the quote's thread, rep in copy, that stop when the customer replies

Each rep copies the agent on their quotes

The rep adds the agent's address in copy of the email that carries their quote. The agent then opens a file, with the date, the customer and the subject, without sending anything to anyone. No AI judges the email: the rep's action is enough. The copy must come from someone on the team, from an authenticated address of your company. With the company mailbox connected, the agent can also reread its sent emails according to a rule you set, for example a subject that contains "quote". See follow-ups from Gmail or Outlook.

One file per quote, one follow-up per customer

Two quotes to the same customer make two files. The same quote resent in the same thread updates its row, and tracking restarts from that resend if it happens within 30 days. When one person has several files, for example two quotes from two reps, only the most recent exchange is followed up. A quote sent to several outside recipients does not open a file: the agent does not choose whom to follow up, it flags it to you.

The follow-up goes in the quote's thread, rep in copy

With no reply, the agent follows up by default at D+3, D+7 and D+14, Monday to Friday at 9 a.m., Paris time, a rhythm you can change. The follow-up goes in the same thread as the quote, with the rep who sent it in copy. It goes out from the company mailbox when one is connected, otherwise from the agent's address. To start with, every follow-up waits for your approval: you see it with the customer's name, the file and its rank, then you send it, postpone it or have its text corrected.

Tracking a quote stops when the customer or the team replies

The follow-up stops as soon as the customer replies, even from another address in the same thread. It also stops as soon as a rep writes to them from a connected mailbox or from Muzau: the tracking row then says who wrote, and when. If the customer only replies to the rep, on a mailbox Muzau does not read, the agent does not see it. The rep, in copy, has the exchange in front of them, and the follow-up can be cancelled in one click. With Yousign or DocuSign connected, a signed quote shows up and its tracking stops. For other cases, see how to avoid a duplicate follow-up.

The rules of multi-person quote tracking

With or without a tool, these rules are set once for the whole team.

• One owner per quote. Whoever sends it follows it until there is an answer. If they are away, a colleague is named for their quotes before they leave, not after.
• One contact per customer. When two reps work the same customer, decide who follows up: two follow-ups from two people in the same week look disorganized.
• One main recipient. A quote addressed to three people obliges none of them to answer. Send it to the one who decides, and let them forward it.
• A subject line you can find. The quote number and the customer's name in the email subject: everyone finds it in their mailbox, and a resend stays in the same thread.
• A shared deadline. Decide together after how many business days an unanswered quote gets a follow-up, and how many times. Otherwise, a customer is chased the next day by one rep and a month later by another.
• A short quote review, on a fixed day. Everyone goes through their pending quotes and gives, for each one, the next action and its date. A quote with no dated next action is a quote you let slip.

For the columns of the file that holds this information, see the quote tracking spreadsheet.

What it does not do

• It does not write from each rep's personal mailbox: the follow-up goes out from the company mailbox, or from the agent's address, with the rep in copy.
• It does not track a quote sent to several outside people: it does not choose whom to follow up, it flags it to you and opens no file.
• It sees neither an email sent from a mailbox that is not connected, nor a phone call: if the rep followed up with the customer that way, you cancel the follow-up yourself.

Frequently asked questions

How do you see where the whole team's quotes stand?

With Muzau, each tracked quote has its row in the agent's tracking file, with its last dated action, for example "message 2 sent". The schedule for the next 14 days shows the follow-ups to come; the more distant ones are estimated there. The file can be copied into a Google Sheets spreadsheet, but a change made in the sheet does not come back into Muzau.

How do you track a quote sent from quoting software?

With Muzau, the quote is tracked if the email comes from an address of your company, verifiably, with the agent's address in copy. If the software sends from its own address, the copy is not accepted: send the PDF from your mailbox instead, with the agent in copy.

Do you need a shared mailbox to track a team's quotes?

No. With Muzau, each rep sends their quotes from their own mailbox, with the agent's address in copy, as long as it is a company address. A connected mailbox also lets the agent see when the rep writes to the customer, and stop the follow-up at that point.

Do you restart the follow-ups from zero when you resend a quote?

Yes: the customer has just received the quote again, so the follow-up counts from that resend. With Muzau, a quote resent in the same thread updates its row and the sequence restarts from the resend, unless it happens more than 30 days after tracking opened. A second quote opens another file.

How do you follow up the quotes of an absent rep?

With Muzau, the follow-ups go out on the planned days, in the quote's thread and with the rep in copy, whether they are there or not. As long as approval is on, every follow-up waits for your go-ahead; you can then let the agent send them on its own.