Give each status a clear meaning
Distinguish draft, sent, customer question, accepted, declined and expired. Save the sent version separately from later edits. Record the person responsible, the date of the next action and any question still awaiting an answer.
Plan useful reminders
Use the agreed decision date and proposal validity to plan follow-up. Before sending a reminder, check for replies or acceptance through another channel. Agree who reviews a prepared message and when further reminders should stop.
Carry acceptance into the project
Connect approval to the right document and record any agreed changes. Check the work, price and payment arrangements before planning execution. A changed scope needs a clear decision; it should not silently replace what the customer accepted.
Prepare a practical first example
Describe how quotes are created and where replies arrive. Bring an anonymised example that was difficult to follow up. We can then identify whether you need clearer statuses, better task ownership or connections between existing systems.