Following up on pending quotes

You send a quote. Then you wait. And wait. The customer does not respond. This is the most common frustration for Kenyan businesses that rely on quotations. The truth is, most quotes need follow-up to convert.

Why Most Quotes Need Follow-Up

Customers receive multiple quotes from different suppliers. Your quote goes into their inbox or WhatsApp alongside several others. They are busy running their own business. Without a gentle reminder, your quote gets buried. Studies show that quotes followed up within 48 hours have significantly higher conversion rates than those left untouched.

Think about how procurement works in most Kenyan organisations. The manager who requested your quote is juggling operations, staff issues, and customer complaints. Your quote is one of many documents on their desk or in their WhatsApp chat. They intend to respond, but the urgency of daily operations pushes it aside. A follow-up is not nagging , it is helping them move your quote to the top of their to-do list.

The numbers tell a clear story. Industry research indicates that 60-70% of sales quotes end without a decision when no follow-up occurs. With systematic follow-up, conversion rates can reach 40-50%. That means nearly half of your quotes could convert into paying customers simply by following up consistently.

Professional Follow-Up Timing

Day one: send the quote. Day three: check in politely. "Hi, just checking if you had any questions about the quote I sent on Monday." Day seven: a second follow-up with additional value, like a customer testimonial or a limited-time discount. After that, one final follow-up before moving on.

The key is to be helpful, not pushy. Ask if they need clarification, not if they are ready to buy.

Here is a complete follow-up sequence:

Day 3: "Hi Customer, I sent over a quote on Monday. I wanted to check if you had any questions about the pricing or scope. Happy to adjust if needed."

Day 7: "Hi Customer, just following up on the quote. We recently completed a similar job for client and they were very happy. Happy to share details if it helps."

Day 14: "Hi Customer, this pricing is valid until end of month. If timing works, I can lock in these rates. Otherwise, happy to revisit when you are ready."

Day 21: "Hi Customer, I have not heard back so I will close this quote for now. Feel free to reach out anytime."

The key is adding value at each touchpoint , first you offer help, then social proof, then urgency, then a clean exit. This sequence converts far more quotes than a single follow-up or none at all.

What to Do When a Quote Is Viewed But Not Accepted

This is where SokoWise gives you a strategic advantage. When you see that a customer has opened your quote multiple times but not accepted it, you know they are interested but hesitating. The question is: why?

The hesitation usually falls into one of three categories:

Price concerns. The customer thinks the quote is too expensive but does not want to negotiate. Your follow-up should open the door for discussion: "I noticed you have reviewed the quote a few times. If the pricing is a concern, I may be able to offer a package that works better for your budget."

Comparison shopping. The customer is evaluating you against competitors. Your follow-up should highlight your differentiators: "We include free delivery and installation with this quote, which some of our competitors charge extra for. I wanted to make sure you have all the details."

Internal approval delays. The customer has decided but needs sign-off from someone else. Your follow-up should offer to help with the approval process: "If you need any additional documentation for your approval process, I can prepare that right away."

By understanding which of these three scenarios you are dealing with, you can tailor your follow-up message to address the specific objection.

Consider a typical Kenyan supplier sending 20 quotes per month at KES 30,000 each. Without follow-up, perhaps 5 convert , KES 150,000 in sales. With systematic follow-up, 9 or 10 could convert , nearly double the revenue from the same number of quotes.

How SokoWise Shows You Which Quotes Customers Viewed

SokoWise tracks when a customer opens a quote sent via the platform. You can see exactly which quotes have been viewed, when they were viewed, and which ones remain unopened. This tells you who is seriously considering and who needs a nudge. You can focus your follow-up energy on quotes that have been viewed but not yet accepted, instead of chasing customers who may have never even seen your offer.

The quote tracking feature also shows you how many times a quote has been viewed. A quote viewed once might mean the customer glanced at it. A quote viewed five times means the customer is seriously studying the details , and likely comparing it with competitors. This is your signal to reach out with additional value that can tip the decision in your favour.

SokoWise also lets you set expiry dates on quotes. When a quote expires, the system can automatically send a notification to the customer and you. This removes the mental load of tracking which quotes are still valid and which have lapsed.

Practical Tips for Better Quotes

Beyond follow-up, the quality of your initial quote affects your conversion rate. Here is how to write quotes that convert:

Be specific, not vague. Instead of "Supply and delivery of office furniture", write "Supply and delivery of 5 executive desks (model X200), 10 office chairs (model Y100), and 3 filing cabinets (model Z50)." Specificity builds trust.

Break down pricing. Show the unit price, quantity, and total for each line item. Customers want to see what they are paying for.

Include payment terms. Specify whether you require a deposit, the payment due date, and acceptable payment methods (M-PESA, bank transfer, etc.).

Add a photo when possible. If you are quoting for a physical product, include a photo. A quote with an image converts better than text alone.

Keep it professional. Use your company letterhead, include your KRA PIN, and ensure your contact details are correct.

Master the art of the follow-up and watch your quote conversion rate climb. Start sending professional quotes with SokoWise. Learn more about SokoWise quotation features to close more deals.