Quote Win Rate Tracker Spreadsheet
This spreadsheet counts the quotes you lose, the hours they took, and which enquiry sources were ever worth answering.
Quotes are free to send but the hours are not, and nobody counts the ones they lose. They are not invoices, they do not appear anywhere in the books, and the evening you spent measuring somebody’s garden for a job that went elsewhere simply vanishes.
What is in it
- Seven linked tabs, from Start Here through to a one-screen Overview.
- Setup — three numbers: what an hour of quoting is worth, the win rate you want, and how many days of silence before you chase.
- Quotes — 400 rows, and the only table you type into.
- Four words do the work: won, lost, no reply, still waiting — with no reply kept separate on purpose.
- Where They Come From — every enquiry source in jobs, in money and in hours, and what a win from each one really cost.
- Why You Lose — the reasons ranked, with one column blank on purpose: was this in your hands or not.
Who it is for
Anyone who prices work before winning it: builders and trades, installers, landscapers, joiners, signwriters, event and catering suppliers, agencies and consultants — anywhere a written price goes out and often never comes back.
The worked example
The worked year holds 219 quotes: 59 won, 103 lost, 43 never answered and 14 still waiting — a 28.8% win rate against the 35.0% wanted. $1,115,400 was quoted for, $289,900 of it won and $825,500 went elsewhere. Quoting took 589.1 hours, only 153.6 of which sat behind a job that came in; the other 435.5 hours were worth $18,291, and it took ten hours of quoting to win one job.
The sources are where the argument is. A paid directory sent a fifth of every enquiry and won 6.7% of them — 45 quotes, 124 hours, three jobs, $1,739 of his own time per job won before the subscription is counted. Repeat customers sent the fewest enquiries and won 81.3% of them, at $137 a win. And the 43 quotes nobody ever answered took 111 hours and $4,679 of time, sent into silence.
How it works
Compatible with Microsoft Excel 2016 or newer on Windows or Mac, Google Sheets, and LibreOffice. No macros, no add-ons, no account to create, nothing to install.
The download has two workbooks: one with the example above already filled in, so you can see what every column expects, and the same file completely blank for your own figures. A plain-English guide comes as a PDF. Order on WhatsApp — $9
Orders are taken on WhatsApp: message me and I’ll send the payment details, then the files as soon as the payment is confirmed.
A look inside the file
Questions people actually ask
How do I work out my quote win rate and what the losing quotes cost me?
You log every quote you send with its value, the hours it took and one of four words — won, lost, no reply, still waiting — and the file returns the win rate, the value won and lost, and the hours spent on work you never got. In the worked year inside the file, 219 quotes produced 59 wins and a 28.8% win rate against a 35.0% target. Of the 589.1 hours spent quoting, 435.5 went on everything that was not won, worth $18,291 of the owner's own time.
Is this for my trade, and can I use my own enquiry sources?
Yes — it is built for anyone who quotes before they work, and the enquiry sources are whatever you type: adverts, a van sign, a trade board, a paid directory, a website, word of mouth, repeat customers. In the worked year a paid directory sent a fifth of all enquiries and won 6.7% of them, costing $1,739 of time per job won, while repeat customers won 81.3% of theirs at $137 a win. The file holds 400 quotes.
Do I have to time every quote to the minute?
No — estimate the hours honestly when you send the quote: the visit, the calls, the typing. Being roughly right about three hours beats being exactly right about none of them, and the ranking barely moves. If you do not know why you lost one, leave the reason blank; it still counts as lost, and "never heard back" already has its own line.
Will it run in Google Sheets or LibreOffice?
Yes — the file is .xlsx and opens in Excel 2016 or newer on Windows and Mac, in Google Sheets through File then Import then Upload, and in LibreOffice. No macros, no add-ons, no account and no subscription. You download it once and it is yours.
Does it write or send the quotes for me?
No — it measures quoting, it does not do it, so keep whatever quoting or estimating tool you already use. It is not a CRM, not a job scheduler and not an invoicing or accounting package, and it connects to nothing: nothing syncs and nothing logs in. What it does is flag every quote old enough to chase and show which enquiries were ever worth an evening.
Need it built around your business?
This file assumes one-off quotes priced per job and sent by one person to the customer who will pay. If your work runs differently — formal tenders with a submission pack and a bid team, prices that go through a main contractor rather than the end client, framework rates renewed annually, or a price list where quoting is a five-minute phone call — I can build the same win rate and cost-of-quoting arithmetic around how your work is actually priced.
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