Quotation Progress Tracker

About this template

When to use it

One outstanding quotation per row, from the day it is drafted to the day it is won, lost or left to expire. Three sheets — Dashboard, Input data, Usage guide — and only Input data is typed into. The subtitle in B3 describes the template, so replace it with your own team or period first.

What the dashboard holds

Key metrics in B7:E7 — rows entered, Quote amount total, Quote amount average, Quote amount max — read column D of Input data. Summary by status in B12:F17 groups the same column by the status in column F. The Quotes submitted per month table (B21:C24) is typed in by hand; nothing counts column C for you.

Filling order

1. Rows 2–21 of Input data take Quotation No., Customer / Deal, Date submitted, Quote amount, Valid until, Status, Owner, Next action (A–H). Eight sample rows ship, Q-2026-031 to Q-2026-038.
2. Enter the quote amount as the supply value with VAT excluded (note 7), so the total on the dashboard is comparable across rows.
3. The status labels on the Dashboard are Drafting, Submitted, Under review, Won, Lost, Expired (B12:B17), in that order. Those cells are the criteria the formulas match on.
4. Keep Next action short and in the imperative — it is the column you read at a pipeline review.
5. Replace the four monthly counts (Mar–Jun: 18 · 22 · 26 · 31) with your own.

How the formulas calculate

• =COUNT(‘Input data’!$D$2:$D$21) counts quotes that carry a number.
• The status block is =COUNTIF(‘Input data’!$F$2:$F$21,$B12), =SUMIF(‘Input data’!$F$2:$F$21,$B12,’Input data’!$D$2:$D$21) and the matching AVERAGEIF, with a share of =IFERROR(C12/COUNT(‘Input data’!$D$2:$D$21),0).
• Under the monthly table, =SUM(C21:C24) and =AVERAGE(C21:C24) — 97 and 24.25 as shipped.
• The ranges stop at row 21. A 21st quote is invisible until you widen $D$21 and $F$21.
• There is no win rate cell. Add one where it will not be overwritten, for example =IFERROR(C15/(C15+C16),0) — Won over Won plus Lost, which reads 50.0% on the shipped data.
• Nothing watches Valid until either. The dates ship as ISO text, so wrap them: =IF(AND(E2<>””,DATEVALUE(E2)<TODAY(),F2=”Submitted”),”Chase”,””) will surface quotes that have gone quiet.

Know this first

Expired is a real state, not a tidy-up. Note 6 asks you to move a quote to Expired when the validity date passes with no answer, and to leave the row where it is. Deleting it removes a loss from the denominator and flatters the win rate; the same goes for quietly re-dating a quote instead of raising a new number. The first row, Q-2026-031, shows the shape of a quote that has not gone out yet: Date submitted and Valid until are blank, the status is Drafting, and it still counts toward the amount total because column D is filled.

Examples

• Row 5 — Q-2026-034 · Gaon Trading / warehouse management system · 2026-06-02 · 184,000,000 · 2026-07-02 · Won · Kim Seo-yeon · Request the signed contract.
• The eight shipped quotes total 968,000,000, so the average reads 121,000,000 and the max 320,000,000.
• Under review holds two rows, so its share cell shows 25.0% and its amount total 224,000,000.

Common mistakes

• Mixing VAT-inclusive and VAT-exclusive amounts in column D, which makes the total meaningless.
• Inventing statuses — “Sent”, “Pending”, “Closed won”. None of them are counted by any row of the summary.
• Deleting lost or expired quotes at month end.
• Typing over B7:E7 or the status block and losing the formulas.