This article describes how to set up Excel to track quotes that have been sent out to prospective clients or queries sent out to prospective markets.
You've finally generated enough business at home to where it's becoming difficult to keep track of all the quotes and queries you've sent out. Congratulations, this is great news! Now, it's time to create an Excel chart so you know just what needs to be done, who you're waiting to hear back from, and what worked for you.
Setting up Excel
If you freelance or work as a consultant, you know how important it is to keep track of who you have sent proposals for work to. Here is a quick and easy way to track these quotes and queries so you'll know just when you need to follow up.
First, open a new Excel worksheet and across the top type:
- Quote (Query) ID
- Priority
- Project Name
- Client Name
- Client Email
- Client Address
- Client Phone Number
- Link to the File with the Quote or Query
- Date Quote or Query was submitted
- Date of Most recent activity
- Status
Enter in Data
Once you have set Excel up, you can then begin to enter in your data for each of the fields. Assign each quote or query an ID. You can use numbers or abreviations. Just make sure that the ID matches the ID on your formal quote.You may also wish to assign a priority to each quote in case you have to decide between jobs. Once you have done this, enter in all relevant information. You may wish to include a hyperlink to the saved file of your quote or query. Microsoft programs allow you to use hyperlinks to direct your computer to files as well as internet sites. To hyperlink your document file to your spreadsheet, select "Insert" from the toolbar menu. Then, select hyperlink and then the file containing the quote or query. Finish entering in all data associated with the quote including its current status.
Sort Data
Finally, you will want to sort the data. You can sort by the query that has been out the longest. You can sort by status. You could sort by both by clicking on "Custom Sort" under "Sort and Filter" and giving your computer specific directions. You should also print a monthly report of the status of your quotes or queries in order to keep track for easy follow-up.
For more information on using Microsoft Excel for tracking purposes, you may wish to read "Using Excel to Track Your Action Items" here on Bright Hub.
