Revisions and status tracking for solar quotations

Five statuses

Every quotation is in exactly one state:

• Draft: being prepared, nothing sent
• Sent: finalized, serial number and share link issued
• Accepted or rejected: you record the customer's decision
• Expired: the validity date passed while it was still sent

Serial numbers

A serial number is assigned when a quotation is first finalized. It combines your company's short name, the installation type, the system mode, the month and year, and a running five-digit sequence for your company, so it tells you what the quotation is at a glance.

Revisions instead of edits

Only a quotation that has been sent can be revised. A revision is a new draft under the same serial number with the previous inputs copied across. It keeps the same customer, and only the newest revision can be revised again. When a newer revision is finalized, the older link stops working and the older revision's status can no longer be changed.

A nightly job marks sent quotations whose validity date has passed as expired. Accepted, rejected and expired are final: a quotation cannot move back to draft.

Tracking status across a sales team

Bharat Solar Venture tracks status for each quotation, not for each person. It does not offer team roles, and the dashboard counts your company's quotations together rather than per salesperson. A sales team gets one status and one serial number on every quotation, and agrees its own habits around them:

• Use the serial number as the shared reference, since it tells you the installation type, system mode and month at a glance
• Mark a quotation accepted or rejected as soon as the customer decides, because a quotation left as sent counts as not converted
• Open the customer's page before quoting a repeat enquiry, to see what has already been sent
• Check that you are working from the newest revision before you change anything, because only the newest can be revised and the older link stops working once a newer one is finalized

Step by step

1. 1

   Finalize

   Finalizing moves a draft to sent and issues the serial number and the share link.

2. 2

   Record the decision

   Mark the quotation accepted or rejected when the customer decides.

3. 3

   Revise instead of editing

   To change a sent quotation, create a revision. It is a new draft under the same serial number with the previous inputs copied across.

4. 4

   Finalize the revision

   When the newer revision is finalized, the older link stops working and the older revision's status can no longer be changed.

Common mistakes

• Leaving sent quotations as sent

  A quotation that is still sent counts as not converted, and once its validity date passes a nightly job marks it expired.

• Trying to reopen a rejected quotation

  Accepted, rejected and expired are final. Create a revision, which starts as a new draft.

• Revising an older revision

  Only the newest revision can be revised again.

• Expecting a view per salesperson

  Bharat Solar Venture does not offer team roles, and the dashboard counts your company's quotations together rather than per salesperson.

What to check before you send

• Each quotation's status matches where the customer really is
• Quotations you are waiting on still have a validity date ahead of them
• The customer has the link of the newest revision
• Any change starts as a revision of the newest revision
• Everyone who sends quotations uses the serial number as the shared reference and marks the outcome when the customer decides