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Proposals & engagement
Tracking Proposal Status Across Your Firm
Stop unsigned proposals disappearing into an inbox black hole
Built by a practising Chartered Accountant · Unlimited users · Free for 60 days
Proposal filters
Find proposals by stage, owner and date.
- Premier Books Consultancy
- Cranleys Chartered Accountants
- CJM Accountants
- Towpath Accounting Solutions
- Auditax International
- RS
Quick answer
Tracking proposal status means having firm-wide visibility of which proposals are drafted, sent, viewed or signed, rather than each partner keeping their own mental list. It matters because untracked proposals lose winnable clients through poor follow-up. Remindoo's proposal filters give partners and managers a live view of every proposal's stage.
What is proposal tracking and why does it matter for UK practices?
Proposal tracking is a shared, up-to-date view of where every outstanding proposal stands, so follow-up happens by design rather than by memory.
In many practices, proposal status lives entirely in the head of whoever sent it. That works fine when there are three proposals outstanding. It falls apart once several partners are quoting simultaneously and nobody has a combined view of what's pending.
Tracking status centrally means a manager or partner can answer 'how many proposals are outstanding, and for how long?' in seconds, rather than asking around the office.
Why does proposal tracking break down at growing firms?
Status lives in individual inboxes
Without a shared view, only the person who sent a proposal knows whether it's been chased or not.
No follow-up schedule
Proposals get forgotten once sent, especially during busy periods, and simply go cold.
No firm-wide pipeline view
Owners can't see total proposal value outstanding or conversion rates without manually asking each team member.
Duplicate follow-up or none at all
Two team members occasionally chase the same prospect, or nobody does, because there's no clear ownership visible to others.
Lessons from lost proposals aren't captured
Without tracking, there's no easy way to review why proposals were lost and adjust the approach.
What does poor proposal tracking cost an accounting firm?
It costs conversions that a simple, timely follow-up would have secured, and it makes it impossible to forecast new client revenue with any confidence.
Prospects who don't hear back within a reasonable window often assume the firm isn't interested, or move on to a competitor who followed up. Many lost proposals are lost purely through inattention, not price or fit.
Without a pipeline view, it's also hard for a firm owner to plan growth — there's no reliable answer to how much new business is realistically in progress at any point.
How do you track proposal status effectively? Step by step
- 1
Define your proposal stages
Agree a simple set of stages — drafted, sent, viewed, signed, lost — that everyone uses consistently.
- 2
Record status centrally, not per person
Log every proposal in one shared place, not in individual notebooks or private spreadsheets.
- 3
Assign an owner to every proposal
Make one person responsible for each proposal's follow-up, so nothing falls between two people or nobody.
- 4
Set a standard follow-up cadence
Agree how many days after sending a proposal should be followed up, and repeat this at fixed intervals.
- 5
Review outstanding proposals weekly
Hold a short regular check of proposals awaiting a response, so ageing ones are caught early.
- 6
Record the outcome of every proposal
Log whether each proposal was won, lost or withdrawn, and briefly why, to spot patterns over time.
- 7
Report pipeline value to the partners
Summarise total proposal value outstanding regularly so growth planning is based on real numbers, not impressions.
How does Remindoo help with tracking proposal status?
Remindoo's proposal filters let you see every proposal's stage — drafted, sent, viewed, signed — in one place, rather than checking with whoever sent it. The leads overview gives partners and managers a combined pipeline view across the whole firm, so total outstanding proposal value is visible without asking around. Because proposals are linked to lead and client records, follow-up tasks can sit alongside the proposal itself, so ownership and next steps are clear. Real-time notifications flag activity, such as a proposal being opened, so follow-up can be timely rather than guesswork. Try it free for 60 days to get a live view of your firm's current proposal pipeline.
Proposal filters
Find proposals by stage, owner and date.
See featureLeads overview
Pipeline, owners and next actions at a glance.
See featureReal-time notifications
Everyone knows when work moves.
See featureCustom lead statuses and pipelines
Track enquiries through your own stages.
See featureQuick task creation
Create deadline-linked jobs in seconds.
See featureSpreadsheets vs Remindoo: what changes?
| Area | Spreadsheets & email | With Remindoo |
|---|---|---|
| Status visibility | Known only to whoever sent it | Visible firm-wide |
| Follow-up | Depends on memory | Scheduled and assigned |
| Pipeline value | Unknown without asking around | Visible in one view |
| Ownership | Unclear, sometimes duplicated | One named owner per proposal |
| Lost proposal review | Rarely captured | Recorded with an outcome and reason |
See it with your own clients
A 30-minute walkthrough using your services and deadlines.
What proposal metrics should a firm track?
At minimum, track how many proposals are outstanding, average time to sign, and conversion rate, so you can see trends rather than isolated wins and losses.
- Number of proposals currently outstanding and their total value
- Average number of days from sending to signing
- Conversion rate — proposals won versus sent
- Reasons recorded for lost proposals
“Automation saves time and no follow-up is missed.”
Frequently asked questions
How soon should we follow up after sending a proposal?
A common approach is a first follow-up within a few days if there's been no response, then at regular intervals until the prospect signs or declines.
Can I see proposal status across the whole firm, not just my own?
Yes, with proposal filters and the leads overview, partners and managers can see status across every team member's proposals.
Does tracking status require extra admin work?
Status updates happen naturally as proposals are sent, viewed and signed within Remindoo, rather than as a separate manual logging task.
How do I know if a proposal has been opened by the prospect?
Real-time notifications and proposal status give visibility into activity such as a proposal being opened, so you can time your follow-up.
Can I report on conversion rates over time?
Yes, tracking outcomes for every proposal builds a history you can review to understand conversion trends.
Is proposal tracking part of the free trial?
Yes, proposal filters and the leads overview are included in Remindoo's full feature set, free for 60 days.
Ready to run a calmer practice?
See Remindoo with your own clients, or start free for 60 days with unlimited users.
Sources
Comparing options? Read our guide to proposal software for accountants.
Last updated: . General guidance, not regulatory advice. Check with your professional body.
Why tracking leads and proposals matters
Every enquiry a practice fails to follow up is lost fee income. A clear pipeline shows which prospects need a reply, a proposal or a follow-up.
Faster replies
Prospects often contact more than one firm, so the firm that replies first and clearly has an advantage.
Consistent proposals
Templates and a services catalogue keep scope and pricing consistent whoever writes the proposal.
Signed terms from day one
E-signed engagement letters confirm scope and responsibilities before work begins.
No re-keying
Converting a won lead into a client keeps the details you already collected.
Practical tips from UK practice
- Reply to every new enquiry within one working day.
- Use lead statuses that match your real sales stages, and review them weekly.
- Send the engagement letter with the proposal so the client signs once.
- Record why lost leads were lost, to improve pricing and messaging.
Related Remindoo features
Written and reviewed by Waqas Sagar ACA FCCA FMAAT, Chartered Accountant with 18+ years in practice. Founder and MD of Accotax, an ICAEW, ACCA and AAT regulated London practice that has served over 5,000 clients, and founder of Remindoo. Guidance is general; check current GOV.UK and professional body guidance for your firm.
What UK practices say about Remindoo
Read all reviews on Trustpilot“With Remindoo, everything from the first enquiry to onboarding and ongoing client management is tracked in one place… It saves us hours and gives me, as a practice owner, complete visibility of where the firm stands.”
“The biggest benefit is having clients, tasks, deadlines, workflows, proposals and communication all organised in one place.”
“During my trial, the team were absolutely amazing. They helped onboard my clients, set up my settings and made sure everything was ready for me to use… they made the whole process completely stress-free.”
“It brings client information, tasks, recurring deadlines, workflows and reminders together in one place, giving us much better visibility across the team.”
