Quote Follow-Up for Ponderosa
Every open quote in Ponderosa listed by what expires first, a follow-up drafted in the rep’s voice with the quote attached, and lumber repriced before it goes back out. The rep sends it.
Sales & estimatingUpdated Oct 202620 ERPs
See it work on Ponderosa.
Click through the steps. Fictional data, in Ponderosa’s terms; the real thing runs on Ponderosa.
| Customer | Job | Quote | Value | Expires | Status |
|---|---|---|---|---|---|
| Harbor Point Builders | Maple St duplex | 5102 | $48,310.00 | Oct 24 | Lumber hold passed |
| Oak Hill Builders | Elm Ridge phase 2 | 5088 | $22,640.50 | Oct 27 | Expires in 5 days |
| Bayview Decks | Deck package | 5111 | $6,980.00 | Nov 5 | Open |
| Mill Creek Carpentry | Lot 14 Birchwood trim | 5097 | $3,415.20 | Oct 20 | Expired · no reply |
| Cedar & Stone Framing | Lot 14 Birchwood | 5079 | $31,205.00 | Oct 30 | Ordered · dropped |
Ranked by expiry, then value. Quotes that became a sales order drop off.
The problem, as it happens in Ponderosa.
Open quotes at a dealer sit in Ponderosa’s quote list and in each rep’s memory. The list shows every quote ever left open, with no sense of which one is a job about to start and which was a contractor pricing three yards. The follow-up happens when the rep remembers, and it goes out as a one-line ‘checking in’.
The quote that expired last Tuesday gets re-sent with last month’s lumber in it. Nobody tracks which quotes turned into orders, so the hit rate is a guess, and the rep who wins the most is the one who happened to call.
How it works.
- 1
Open quotes, sorted each morning
Every quote open in Ponderosa, ranked by expiry date and value, with the customer’s recent orders beside it. A quote that became a sales order drops off the list; one that expired without a word is flagged for the rep who wrote it.
- 2
The follow-up, drafted in the rep’s voice
A short note to the contact on the quote, with the quote attached and the lines that matter named. Written the way that rep writes, from the notes they have already sent, not from a template. The rep sees it in a queue, nearest expiry first.
- 3
Lumber repriced before it goes back out
If the quote carries lumber or panels past their price hold, Lunica reprices those lines at today’s cost under the same markup and shows the rep the difference. The rep decides what to honor and keys the new price in Ponderosa before the note goes out.
- 4
The rep sends, and the reply is logged
Edit, send or skip. Nothing goes to a customer on its own. The reply threads back to the quote and is logged as won, lost, revise or later. A won quote is matched to a sales order in Ponderosa when it appears.
How it connects to Ponderosa.
Lunica reads open quotes, order history and the customer master through a read-only login to the Ponderosa database: the quote header, its lines and expiry, the contact on the account, and current cost on the item master for any line past its hold. A quote that has become a sales order is recognised from order history, so it is never chased.
Nothing lands in Ponderosa without a person and nothing is sent on its own. Every follow-up is a draft until the rep sends it under their own name. A repriced line goes back as a Ponderosa import where one exists, or keyed by your team from what Lunica prepared, keyed by the rep before the note goes out. Won, lost and revise are logged beside the quote in Lunica, not written into Ponderosa.
What a week looks like.
- The quotes expiring this week, in front of the rep who wrote them.
- A follow-up per quote in the rep’s own words, with the quote attached.
- No lumber quote re-sent at last month’s price.
- Won, lost and revise logged against the quote, not remembered.
Questions
Does it send the follow-up?
No. Every note is a draft until the rep sends it. Nothing goes to a customer on its own.
Does it write to Ponderosa?
No. Lunica reads open quotes and order history. A repriced line is keyed into Ponderosa by the rep, and the outcome is logged beside the quote, not in it.
How does it know a quote was won?
It matches the quote to a sales order in order history by customer, job and lines. Where Ponderosa carries a quote-to-order link, it uses that.
Can it skip quotes we don’t want chased?
Yes. Budget pricing, quotes under a value you set, house accounts and anything the rep marks as ‘not yet’ are left alone by rule.
How does it match the rep’s voice?
From the notes that rep has already sent. A rep who writes three lines gets three lines.
What does the model see?
The quote being followed up, the contact, that rep’s past notes, and the cost behind any line being repriced. Never the whole quote file.
Does it need a server?
Lunica runs on one Windows server inside your network, set up and maintained by Lunica. It reads Ponderosa through a read-only login to the Ponderosa database. There is no inbound connection from outside your network.
What does Lunica read in Ponderosa?
The customer master, open items and terms, purchase orders and receipts, the item master, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to Ponderosa?
Nothing lands in Ponderosa without a person. What belongs in Ponderosa goes back as a Ponderosa import where one exists, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in Ponderosa document imaging. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Quote Follow-Up is written for every system on the list. You’re reading the Ponderosa version.
See it on your Ponderosa data.
Thirty minutes. We walk the workflow on Ponderosa data, then map it to yours.