The Quoting Guide: Why Sales Teams Lose Quotes (and How to Prevent It)

The Quoting Guide covers the four biggest reasons sales teams lose quotes, backed by research and what you can do about it.

1. Quotes take too long to send

The longer it takes to get a quote out, the more likely you are to lose the deal.

Speed decides RFQ outcomes: Research consistently shows that faster responses dramatically increase conversion. InsideSales data shows that waiting more than 5 minutes can drop conversion rates by 8×.

Tip: Set up a process where reps can build and send a quote in minutes. Speed is everything.

2. Follow-ups are inconsistent

Sending a quote isn’t enough. Without reminders or structure, many quotes are never followed up on.

Research on inside sales shows that consistent follow-up intensity leads to higher win rates. Manual follow-ups almost always slip through the cracks.

Tip: Use a system that automatically flags open quotes and sets reminders for reps. Treat every quote like a lead that needs nurturing.

3. No data on quote-to-win ratio

If you don’t know how many quotes are converting, you can’t improve. Most teams guess their close rate instead of tracking it.

Tip: Start measuring. Track how many quotes go out, how many convert, and where the drop-offs happen (price, response time, lack of follow-up). Data should drive decisions.

4. Too much admin, not enough selling

Sales reps are hired to build relationships. Instead, they spend hours on copy-paste work: retyping part numbers, digging through email chains, and updating spreadsheets.

Studies on lead management show that without structure, reps get stuck in reactive work instead of selling.

Tip: Eliminate repetitive admin wherever possible. Standardize templates, automate logging, and free up reps to focus on customers.

Sources

• Oldroyd, J., & McElheran, K. (Harvard Business Review). The Short Life of Online Sales Leads — average response time 42 hours, 7× more likely to qualify within 1 hour. HBR Link
• InsideSales.com (now XANT). Response Time Matters — conversion rates drop 8× after 5 minutes, only 0.1% of leads responded to within 5 minutes. InsideSales Link
• Peterson, R. A., & Agarwal, J. (2020). Toward a contextualized understanding of inside sales: the role of sales development in effective lead funnel management. Journal of Business & Industrial Marketing. ResearchGate Link
• Sabnis, G., Chatterjee, S., Grewal, R., & Lilien, G. (2020). The Sales Lead Management System: An Empirical Framework of Its Antecedents and Consequences. Industrial Marketing Management. ScienceDirect Link
• Sleep, S., Dixon, A. L., & Lam, S. K. (2022). Prospecting efficacy: A measure of B2B sales force productivity. Journal of Business Research. ScienceDirect Link

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