Weekly Sales Pipeline Review for a Small Team: A 30-Minute Agenda for Open Quotes and Enquiries

BOTrento Team13 October 20267 min read

What to prepare before the meeting

Before the meeting, one person builds a single list. This is usually whoever sends the most quotes. Skip the dashboard and make a flat table with one row for each open item:

• Customer and short description, for example "Stage and lighting, corporate dinner, June"
• Type: an enquiry not yet quoted, or a quote already sent
• Date of last contact, whoever made it
• Owner: one name, never "we"
• Agreed next step, if there is one
• Approximate value, so you know where to spend your time

To build it, export open deals from Pipedrive or HubSpot, or filter your spreadsheet to items that are neither won nor lost. If everything lives in email, search your Sent folder for "quote" and check your inbox for enquiries nobody has answered. The first list takes a while. After that, you only add new rows each week.

Sort the list by last contact, oldest first. The items that have been quiet the longest come up first.

The 30-minute agenda, step by step

Hold the review at the same time every week. The people in the room are everyone who sends quotes, plus the owner if they approve prices. One person runs the meeting and keeps an eye on the timer.

1. Unanswered enquiries (a few minutes). Read out every enquiry that hasn't had a reply. Each one gets an owner and a reply deadline, usually today. Don't discuss them yet. To track this over time, see how to measure enquiry response time.
2. Open quotes, oldest first (most of the time). For each quote, the owner answers three questions in one sentence each. When did we last hear from them? What are they waiting for? What do we do next? The team then picks chase, change or close. If an item needs longer, move it to the parking lot.
3. Promises we made. Ask everyone: "Did anyone promise a customer something this week?" Write down each promise with its date. A missed promise does more damage than a slow first reply.
4. Parking lot. Agree who will discuss the longer items, and when. Usually that's two people, straight after the meeting.
5. Read back the actions. Read out each action as owner, item, decision and date. Update the list before anyone leaves.

Leave trend analysis for a separate monthly look at your weekly sales KPIs and quote conversion rate.

Chase, change or close: the decision rules

The meeting stays short because the decisions follow rules. Agree them once and write them down.

• No "wait and see". If nobody knows what the customer is waiting for, chase the quote and ask them exactly that.
• Fix the follow-up limit in advance. Then you close a quote because of the rule, not because someone has lost hope. For a reliable habit, see how to stop forgetting quote follow-ups.

Closing a quote is useful in itself. It clears the list, gives you a lost reason to learn from, and often prompts an honest reply.

An example: an equipment rental team on a Monday

Take a rental firm of four people that quotes AV and staging kit. On Monday they have a handful of open quotes and two enquiries from Friday that nobody has answered.

• Each Friday enquiry gets an owner and a "reply by noon" deadline.
• Product launch: the client promised to confirm after an internal meeting. Chase. The owner asks whether the meeting happened and whether the date still holds.
• Conference: no word since the price went out. Change. The owner offers fewer screens and a different mixing desk, with a new validity date.
• Summer party: the date has passed. Close. The owner sends a short thank-you and records "no response" as the reason.
• Promise check: a colleague promised a rigging plan by Tuesday. It goes on the action list.

See how this works day to day for equipment rental firms or for event and production companies.

Rules that keep it short

• Keep the timer visible.
• One sentence per question. Anything longer goes to the parking lot.
• No pricing debates. Agree who reworks the price and by when. Clear price list rules make this quicker.
• Skip what's already moving. If a quote has a confirmed next step, read it out and move on.
• Don't cancel, cut it down. In a busy week, cover only unanswered enquiries and promises.

How BOTrento prepares the review for you

The hard part is the preparation and the follow-through. Someone has to build the list, find promises buried in email threads and write the chase emails. BOTrento Chief of Staff runs that work as a managed process, and a person approves every step.

1. You upload your data. Upload open quotes as a CSV or XLSX file, or connect your mailbox. IMAP mailboxes connect directly. Gmail, Google Workspace and Microsoft 365 work through forwarding or import for now. Within 24 hours on working days, one of our team contacts you to help set it up.
2. You get "Today 1+3" every working-day morning, in the app and by email. It shows the most important item and three more. Your weekly meeting then mostly confirms decisions.
3. It drafts follow-ups. When you decide to chase or change a quote, BOTrento prepares draft emails in English, German, French or Czech. Nothing is sent until a person approves it, and BOTrento never confirms dates or bookings.
4. It catches promises. Lines like "I'll get back to you by Friday" come back to you as reminders.
5. It starts with a "Lost money" report. At the start of the trial, it looks back at enquiries and quotes that went quiet. This only works for a mailbox connected via IMAP.

BOTrento doesn't replace your CRM or accounting software. It doesn't read your calendar, and it works from the email text, not the attachments. See the process walkthrough to see how it works.

The 14-day free trial needs no card and no API key of your own, because AI is included. The 14 days start when you first upload your data successfully, and you have 7 days to get ready before that. You'll find plans on the pricing page.