Your entire quote pipeline at a glance.
Drag-and-drop Kanban board across five stages — Draft, Sent, Reviewed, Approved, Declined. See where every deal stands, how long each quote has been waiting, and move quotes between stages with a single drop.
Parallel column loading. Live conversion tracking. Automation on stage changes coming soon.
What is wrong with managing quotes in a spreadsheet?
You have a stack of open quotes. Several are waiting on customer replies you sent last week. Some were approved but nobody created a supplier order. A couple were declined and you never found out why. One is still showing as Draft from weeks ago.
None of this is visible without opening each quote individually, searching email threads, or asking your team. The pipeline exists — it is just invisible.
IBIOS makes the pipeline visible. Every quote, every stage, every action required — in a single drag-and-drop board that updates in real time across your whole team.
Five stages, one view
Every stage in the quote lifecycle, from first draft to final outcome. Each column is a live count of quotes and total value at that stage.
Draft
Quotes under construction. Line items added, AI OCR applied, costs reviewed. Not yet visible to the customer. Staff can collaborate on a draft before it is sent.
Sent
Quote emailed to the customer. IBIOS logs the send timestamp and the card shows how long the quote has been waiting, so staff can see when a follow-up is due and send it. Automatic follow-up emails are coming soon.
Reviewed
Customer has opened, queried, or discussed the quote. Staff can add notes and attach revised documents. Conversion tracking begins measuring time-to-decision from this stage.
Approved
Customer confirmed. Acceptance timestamp recorded. Staff can send the payment link by email or copy it into their own message. Coming soon: automations on approval, such as the payment link email and a supplier order prompt.
Declined
Customer passed. Reason captured. Lost deal logged in reports. Quote archived with full history intact for future reference. An optional re-engagement workflow is coming soon.
What changes when your pipeline is visible
Visibility is not cosmetic — it changes how your team works and where revenue goes missing.
One view replaces endless searches
No more asking “what stage is the Henderson quote at?”. The Kanban shows every active quote across every stage. New staff can understand the full pipeline without a long briefing.
Conversion gaps become visible
If quotes pile up in Sent and rarely reach Reviewed, that is a follow-up problem. If Reviewed-to-Approved is low, that is a pricing or trust problem. The pipeline makes these patterns impossible to miss.
What happens when a quote changes stage
Moving a quote records the change: Approved records the acceptance, and Declined logs a reason. Coming soon: workflow automations on stage changes, such as a payment email on approval or a scheduled follow-up after a decline.
Parallel column loading for speed
Each of the five columns fetches its data simultaneously rather than one after another, so a busy pipeline is not held up waiting on a single column.
How does the quote pipeline connect to the rest of IBIOS?
Moving a card records the change. Automations on stage changes are coming soon.
Draft → Sent
Quote PDF is generated and emailed to the customer. Payment link is embedded if configured. Send timestamp is recorded, so the pipeline shows how long the quote has been waiting. Automatic follow-up emails are coming soon.
Sent → Approved
Acceptance timestamp recorded. Conversion rate statistics updated in the reports dashboard. Coming soon: an automatic payment link email and a supplier order prompt on approval.
Any stage → Declined
Reason captured. Lost deal logged with value and stage-at-decline. Decline reason aggregated in the pipeline analytics report. Coming soon: an optional re-engagement workflow.
Questions about the quote pipeline Kanban
What is a quote pipeline?
A quote pipeline is a visual representation of every active quote in your business, organised by stage. In IBIOS, each quote sits in one of five columns — Draft, Sent, Reviewed, Approved, or Declined — so you can see at a glance where every deal stands and what needs action. It replaces spreadsheets, email searches, and mental tracking with a single live view.
How does drag-and-drop work in the quote Kanban?
Drag any quote card from one column to another to update its stage. When you drop a card into the Approved column, IBIOS records the acceptance timestamp, calculates the time from first sent to approval. Dropped into Declined, IBIOS logs the reason. Workflow automations triggered by a stage change, such as a payment link email or a supplier order prompt, are coming soon.
What are the five pipeline stages?
Draft — quotes being built before sending to the customer. Sent — quotes emailed to the customer, awaiting response. Reviewed — the customer has viewed or queried the quote. Approved — the customer has confirmed and the job is proceeding. Declined — the customer has passed, with reason logged. Each stage feeds into conversion rate reporting.
How does IBIOS track conversion rates through the pipeline?
IBIOS measures the percentage of quotes that move successfully from each stage to the next. Sent-to-Reviewed, Reviewed-to-Approved, and overall Sent-to-Approved rates are calculated continuously and displayed in the reports dashboard. You can filter by date range, quote value, or product category to identify where deals are dropping off.
Can multiple users see the same pipeline at the same time?
Yes. The Kanban board is a shared live view — all users with quote access see the same board, updated in real time. When a sales team member moves a quote, the change is immediately visible to managers and other staff. There is no need to refresh or re-fetch.
What happens when a quote is declined?
Dropping a quote into the Declined column prompts for a decline reason (price, timing, competitor, no response, other). The reason is recorded against the quote and aggregated in the lost deals report. Coming soon: an optional follow-up workflow after a decline, such as scheduling a later callback or sending a re-engagement email.
Does the pipeline load slowly when there are many quotes?
No. IBIOS fetches each pipeline column in parallel — Draft, Sent, Reviewed, Approved, and Declined are loaded as simultaneous requests rather than sequentially. The board renders as columns arrive, so you are not waiting for one column before the next starts loading.
Which IBIOS product line includes the quote pipeline board?
The quote pipeline board is part of the IBIOS Quote Studio product line. It is built for showroom retailers and glaziers. See also: a Monday quote-ageing review.
IBIOS (Integrated Business Intelligence & Operations System) is made by IBIOS Limited (NI743167), Northern Ireland. Access is by waiting list; there is no free trial.
See your entire pipeline in one view.
Drag-and-drop Kanban across five stages with live conversion tracking. Early access by waiting list.