Practical working guide
How to control quote revisions without confusing the customer
Give each quote revision a unique version, a change summary and a clear approval status. Keep the previous version as history and identify which version the customer is reviewing. A newer file is not automatically an accepted replacement for an earlier offer.
Use one revision register per opportunity
| Version | Details |
|---|---|
| Q-104 v1 | Reason: Initial agreed brief Review status: Superseded for review Evidence: Original sent copy retained |
| Q-104 v2 | Reason: Customer requests a different finish Review status: Awaiting decision Evidence: Change summary and sent date |
| Q-104 v3 | Reason: Correction to v2 quantity Review status: Current version under review Evidence: Corrected line identified |
Show the difference explicitly
Fictional example: v2 changes the finish; v3 corrects the quantity from 12 to 10 units. Tell the customer both what changed and what did not. Do not describe v3 as “same as before” if its total or delivery assumptions changed. Capture the version reference in the decision record, alongside the person, date and actual response. An email saying “looks fine” without a clear version may need clarification.
Recover from the wrong attachment
If you send an obsolete file, issue a concise correction naming the affected version and the intended replacement. Check whether the customer has already acted on it before proceeding. Keep sent and accepted records separate from editable drafts. Once work is agreed, manage requested changes through the scope-change process; this register does not determine contractual rights.
Before ordering, match the accepted version to the delivery brief and resolve any discrepancy with the decision owner.