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Managing Quotes

Quick Reference​

After sending quotes, you need to track them, follow up strategically, and handle responses. Good quote management directly impacts your booking rate!

Quote Statuses:

  • Pending - Sent, awaiting client response
  • Accepted - Client said yes! (Converts to job)
  • Declined - Client said no
  • Expired - Quote expired without response

How to View Quotes:

  1. Go to Leads list
  2. Filter by status: "Quoted"
  3. See how long each has been pending
  4. Click to view details or follow up

Follow-Up Timeline:

  • Day 0 - Send quote
  • Day 3-5 - First check-in: "Any questions?"
  • Day 7-10 - Second check-in: "Can I clarify anything?"
  • Day 14+ - Final check-in: "Still interested?"

Pro Tip: Track your conversion rate (accepted ÷ sent). Industry average is 30-50%. If yours is lower, examine your follow-up process or pricing clarity.

Detailed Guide​

The Quotes Dashboard​

Your Leads page shows all quotes in one place. This is your command center for tracking and managing quotes.

What You See:

Lead List View: Each lead shows:

  • Client name and contact
  • Job type (wedding, portrait, etc.)
  • Quote status (pending, accepted, declined)
  • Days since quoted (how long it's been pending)
  • Last activity date

Filter Options:

  • Status - Show only "Quoted" leads
  • Job Type - See all wedding quotes, portrait quotes, etc.
  • Date Range - Quotes sent in the last 30 days
  • Quote Status - Pending, accepted, declined, expired

Sort Options:

  • Oldest First - Quotes needing follow-up
  • Newest First - Most recent quotes
  • Amount - Highest or lowest value quotes
Stay Organized

Filter by "Quoted" status and sort by "Oldest First" to see which quotes need follow-up attention!

Quote Statuses Explained​

Understanding each status helps you know exactly what to do next.

Pending​

What it means: You've sent the quote and it's with your client. They're reviewing it and deciding whether to book.

Your action items:

  • Give them 3-5 days to review
  • Be available for questions
  • Send a friendly follow-up if no response
  • Track how many days it's been pending

What ShootPath tracks:

  • When quote was sent
  • Whether client viewed it
  • How many days pending
  • Last activity

When to worry: If it's been 10+ days with no response, they may have gone with someone else or postponed. Send a final check-in, then consider marking the lead lost if still no response.

Accepted​

What it means: The client clicked "Accept Quote" - you got the booking! 🎉

What happens automatically:

  1. Quote status changes to "Accepted"
  2. ShootPath creates a Job
  3. Contract is generated
  4. Client receives email to sign contract
  5. You get notified
  6. Lead converts to a job

Your action items:

  • Celebrate (you booked a client!)
  • Check in to ensure contract signing goes smoothly
  • Answer any questions about the contract
  • Confirm payment goes through
  • Start planning the session

Next steps: The quote is done - now you're managing a job! Everything from here happens in the Jobs section.

Declined​

What it means: The client decided not to book with you. This happens - not every quote converts!

Common reasons:

  • Budget constraints (your pricing didn't fit)
  • Chose another photographer
  • Decided to postpone or cancel
  • Timeline didn't work
  • Just shopping around

Your action items:

  • Don't take it personally
  • Ask for feedback if appropriate
  • Keep the door open for future bookings
  • Mark lead as "Lost" with reason noted
  • Learn from patterns (if many decline for same reason)

How to respond:

Hi Sarah,

Thanks for letting me know! I appreciate you taking the time to review my pricing.

Can I ask what helped you make your decision? I'm always looking to improve!

If anything changes or you need a photographer in the future, I'd love to work with you.

Best of luck with your session!

Expired​

What it means: You set an expiration date and the quote expired without client response.

Your action items:

  • Decide whether to extend it
  • Reach out one final time
  • If still no response, mark lead as lost
  • Consider if pricing or availability was the issue

How to handle:

Hi Sarah,

Just wanted to reach out - the quote I sent expired yesterday. I'm still very
interested in working with you if your date is still available!

I'd be happy to extend the quote or make any adjustments you need. Want to hop
on a quick call to discuss?

Let me know!

Following Up on Quotes​

Strategic follow-up is the difference between 30% conversion and 60% conversion. Most clients just need a gentle reminder!

When to Follow Up​

The 3-5-7-14 Rule:

Day 0 - Send Quote Send the quote and give them time to review. Don't expect an immediate response!

Day 3-5 - First Check-In Friendly reminder to see if they have questions.

Day 7-10 - Second Check-In Offer to clarify packages or pricing.

Day 14+ - Final Check-In One last reach-out before marking lost.

How to Follow Up​

First Follow-Up (Day 3-5):

Keep it light and helpful.

Hi Sarah!

Just wanted to check in - did you have a chance to review the quote I sent over
for your family session?

I'm happy to answer any questions or hop on a quick call if that's easier!

Let me know how I can help.

Second Follow-Up (Day 7-10):

Offer value and flexibility.

Hi Sarah,

Wanted to reach out again about your October 15th session! I'm still holding
that date available for you.

If you'd like to discuss the packages or need any adjustments, I'm here to help.
Would a quick phone call be helpful?

Looking forward to hearing from you!

Final Follow-Up (Day 14+):

Give them an easy out while keeping the door open.

Hi Sarah,

I know you're probably busy! I wanted to check one last time if you're still
interested in booking your family session.

If now isn't the right time or if you've gone in a different direction, no worries
at all - just let me know so I can free up the date.

If you ARE still interested, I'd love to make it work! Let me know what you need.

Best,
[Your Name]
Don't Be Pushy

Nobody likes aggressive follow-up. Keep it friendly, helpful, and give them an easy way to say no. Your goal is to help them make a decision, not pressure them into one!

Best Practices for Follow-Up​

Do:

  • ✅ Reference their specific session in each follow-up
  • ✅ Offer to answer questions or clarify anything
  • ✅ Mention availability (creates gentle urgency)
  • ✅ Make it easy to respond (ask a specific question)
  • ✅ Keep it brief (3-4 sentences max)

Don't:

  • ❌ Follow up within 24 hours (too aggressive)
  • ❌ Send more than 3 follow-ups (they've decided)
  • ❌ Be negative: "I guess you're not interested..."
  • ❌ Pressure them: "This is your last chance!"
  • ❌ Copy-paste the same message each time

Handling Quote Questions​

Clients often have questions before accepting. Here's how to handle the most common ones:

"Can we customize the package?"​

Answer: "Absolutely! I'm happy to adjust the package to fit your specific needs. What were you thinking?"

Then work with them to create a custom quote that fits. Maybe they want:

  • More hours but fewer edited photos
  • Fewer hours but include an engagement session
  • Add a specific add-on not in the original quote

In ShootPath: Edit the existing quote or create a new version with the customizations.

"Is the pricing negotiable?"​

Don't immediately drop your price! Instead, understand what's driving the question.

Ask: "I'd love to work with you! What aspect of the pricing is the main concern?"

Options:

  • Offer a smaller package if budget is tight
  • Remove add-ons to lower total
  • Offer a payment plan (split into more payments)
  • Only as a last resort: small discount (5-10%)

Example Response:

I totally understand budget is a consideration! Rather than lowering my pricing,
would a smaller package work better? My Essential package is $1,800 and includes
[details]. That might be a better fit!

"When do we need to decide?"​

Answer: Be honest about your availability and any expiration dates.

"Your date is currently available! I have it penciled in for you, but I do book up quickly for fall weekends. If you'd like to move forward, we can get you officially booked with the contract and deposit."

Create gentle urgency without being pushy.

"What's included in editing?"​

Answer: Have a clear, specific answer ready.

"All photos are professionally edited with my signature style - that includes color correction, exposure adjustments, skin retouching, and artistic enhancements. You'll receive high-resolution digital files ready to print or share. Turnaround time is [X weeks]."

"Can we pay in installments?"​

Answer: "Yes! The payment schedule is built into the quote. You'll pay [amount] at booking to secure your date, then [amount] on [date]. This makes it easier to manage!"

Walk them through the payment schedule that's already in the quote.

"What if we need to reschedule?"​

Answer: "Great question! My contract covers rescheduling and cancellation policies. The short version: [brief explanation]. Once you accept the quote and review the contract, you'll see all the details."

Point them to your contract, which covers these policies in detail.

"Can we see more of your work?"​

Answer: "Absolutely! Here are some recent galleries similar to what you're looking for: [links]. You can also see more on my Instagram [@handle] and website [url]."

Always be ready to share your portfolio!

Editing Existing Quotes​

Sometimes you need to modify a quote after sending it.

When You Can Edit:

  • Quote is still pending (not accepted/declined)
  • Client requests changes
  • You need to fix an error
  • Pricing or availability changed

What You Can Change:

  • Packages and add-ons
  • Payment schedule
  • Session details (date, location)
  • Personal note
  • Expiration date

How to Edit:

  1. Go to the lead detail page
  2. Find the quote section
  3. Click "Edit Quote"
  4. Make your changes
  5. Preview the updated quote
  6. Click "Update Quote"

What Happens:

  • Client receives email notification of changes
  • Quote link updates to show new version
  • Previous version is archived (you can see history)
Be Careful Editing Quotes

If the client is actively reviewing the quote, editing it might cause confusion. Consider withdrawing the old quote and sending a fresh one instead!

Withdrawing Quotes​

If you need to completely cancel a quote:

When to Withdraw:

  • You're no longer available for the date
  • Client asked for major changes (easier to send new quote)
  • Pricing changed significantly
  • You accidentally sent to wrong client

How to Withdraw:

  1. Go to lead detail page
  2. Find the quote
  3. Click "Withdraw Quote"
  4. Add reason (shown to client)
  5. Confirm

What Happens:

  • Quote link no longer works for client
  • Lead status reverts to "New"
  • Quote is archived (you can still see it)
  • You can create a fresh quote if needed

Example Withdrawal Messages:

  • "I'm no longer available for your date - sending updated pricing for an alternative date"
  • "Per your request, withdrawing this quote to send updated options"
  • "Quote withdrawn due to significant package changes discussed"

Tracking Conversion Rates​

Your conversion rate = (Accepted Quotes ÷ Total Quotes Sent) × 100

Industry Benchmarks:

  • 30-40% - Average for photographers
  • 50%+ - Excellent conversion rate
  • Below 25% - Something needs adjustment

How to Calculate in ShootPath:

Look at your Leads over a period (like last quarter):

  • Quotes sent: 20
  • Quotes accepted: 8
  • Conversion rate: 40%

What Affects Conversion:

High Conversion Drivers:

  • Fast response time (under 24 hours)
  • Clear, professional quotes
  • Competitive pricing for your market
  • Strong portfolio
  • Good rapport with clients
  • Strategic follow-up

Low Conversion Drivers:

  • Slow response to inquiries
  • Confusing or cluttered quotes
  • Pricing too high for market
  • No follow-up after sending quote
  • Generic, impersonal approach
Improve Your Conversion

If your rate is below 30%, examine:

  1. How fast you respond to inquiries
  2. How clear your packages are
  3. Whether you're following up consistently
  4. If your pricing matches your market
  5. The quality of your initial consultation

Handling Declined Quotes​

Not every quote turns into a booking, and that's okay! How you handle declines affects your business long-term.

Ask for Feedback​

When appropriate, ask why they declined:

Hi Sarah,

Thanks for letting me know! I appreciate you taking the time to consider me.

If you don't mind me asking, what helped you make your decision? I'm always
looking to improve my services!

No worries if you'd rather not share - I totally understand.

Best of luck with your session!

What You Learn:

  • If pricing is consistently too high
  • If your packages aren't clear
  • If competitors offer something you don't
  • If your response time was too slow
  • If availability was the issue

Keep the Door Open​

Never burn bridges! That declined lead might:

  • Come back in the future
  • Refer friends to you
  • Book you for a different event
  • Leave you a review

Good Response:

Thanks for letting me know! If your plans change or you need a photographer
in the future, I'd love to work with you. Best of luck with everything!

Bad Response:

That's too bad. Good luck finding someone in your budget!

(Don't be passive-aggressive!)

Track Why Leads Are Lost​

In ShootPath, add notes when marking a lead "Lost":

  • "Pricing too high for their budget"
  • "Chose photographer with more wedding experience"
  • "Needed a date I wasn't available"
  • "Went with a referral from their venue"
  • "Decided to postpone indefinitely"

After 6 months, look for patterns:

  • If 70% decline due to price → Consider if you're targeting the right market
  • If many decline due to availability → You might need to expand your calendar
  • If they're choosing more experienced competitors → Work on your portfolio

Quote Management Best Practices​

Set Reminders​

Use ShootPath's dashboard or your own calendar to remind yourself:

  • Follow up on quotes over 5 days old
  • Check in on quotes nearing expiration
  • Review conversion rates monthly

Respond to Questions Quickly​

When a client asks a question about a quote, respond within a few hours if possible. They're actively considering booking - strike while they're engaged!

Track Patterns​

Keep notes on:

  • Which packages book most often
  • Which add-ons are most popular
  • What price points work best
  • What objections you hear repeatedly

Use this data to refine your packages and pricing!

Keep Quotes Organized​

Don't let your quotes list get overwhelming:

  • Mark leads "Lost" when they're truly done
  • Archive old declined quotes
  • Clean up expired quotes quarterly
  • Focus attention on active, pending quotes

A/B Test Your Approach​

Try different strategies and see what works:

  • Test different follow-up timing
  • Try different package combinations
  • Experiment with payment schedules
  • Test personalized vs. brief personal notes

Track conversion rates to see what improves results!

What's Next?​

Now that you know how to manage and follow up on quotes, explore these topics:

Customize quote appearance → Quote Templates

See what clients experience → Client Experience

Set up packages and pricing → Packages Documentation

Understand the full workflow → Understanding Jobs

Questions? Look for the help links throughout ShootPath, or reach out to support if you need help!