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Tracking and the dashboard: questions and answers
See when documents are opened and signed, and find, filter and manage every quote, proposal and contract in one place.
26 questions
The short answer
From Essentials, QuoteCloud tracks when a client opens a document and how long they read it, with real-time and email notifications. Every document carries a status, such as Sent, Opened, Signing, Accepted, Paid or Lost, on a dashboard you can filter, sort and save as custom filters and layouts. Deleted documents go to Trash, Document History records activity, and document data exports to CSV.
Tracking and notifications
Can I see when a client opens my quote and how long they read it?
Yes. From Essentials, QuoteCloud tracks when a document is opened and how long it is read, with real-time notifications.
Plan: Essentials and above Most asked
Full answer
Yes. QuoteCloud shows the moment a client opens a quote, proposal or contract and how long they spend reading it, with real-time document tracking and email notifications on Essentials, Business and Enterprise. The view is recorded in the Document History, so you can follow up at the right time instead of guessing whether the quote was seen.
What is document tracking in QuoteCloud?
It shows what happens after you send: when a document is delivered and opened, how long it is read, and its status.
Plan: Essentials and above
Full answer
Document tracking shows what happens after you press send. QuoteCloud records when a quote, proposal or contract reaches the recipient and when it is opened, shows how long your client spends reading it, and notifies you in real time. Each document's status on your dashboard shows where it is up to, such as Sent, Delivered, Opened, Signing or Accepted. Tracking and notifications are included from the Essentials plan.
Where do tracking notifications arrive?
In QuoteCloud and by email, with alerts for updates, comments and actions also available in Slack or Microsoft Teams.
Plan: Essentials and above
Full answer
Document tracking comes with real-time notifications in QuoteCloud and by email. QuoteCloud also alerts you when a document is updated, commented on or needs your action, inside QuoteCloud and in Slack or Microsoft Teams if your team connects them. That keeps sales reps and managers informed without someone checking the dashboard all day.
Which QuoteCloud plan includes document tracking?
Essentials and above. Free and Starter show document statuses but don't include tracking and notifications.
Plan: Essentials and above
Full answer
Document tracking and notifications are included on Essentials at US$39 per user per month, and on Business and Enterprise. They are not part of the Free or Starter plans. Essentials and Business both start with a free 14-day trial with no credit card required, so you can send a quote to yourself or a colleague and watch the notifications arrive.
Can QuoteCloud remind clients or expire old quotes?
Yes. Customer reminders are on Business, quotes can auto-expire past their time to live, and Expiring Soon lists those about to lapse.
Plan: Business and above
Full answer
Yes. Customer reminders, on the Business plan, help you follow up clients who haven't completed a document, and quotes can auto-expire once they pass their time to live, so old prices don't stay open. On the dashboard, the Expiring Soon smart filter lists documents that are about to expire or already have, so you can follow up, revise or resend them before the deal goes cold.
Document statuses
What do the document statuses mean?
Statuses show where a document is up to, from Creating and In Review through Sent, Opened and Signing to Accepted, Paid or Lost.
Most asked
Full answer
Creating means the document is still being prepared. In Review means it is waiting for internal approval. Sent, Delivered and Opened show it has gone out, reached the recipient and been opened. Signing means it is waiting for one or more signatures, Accepted that the recipient accepted it, and Paid that payment was received. Lost marks an unsuccessful deal, Revised a document updated after it was first sent, and Alert one that needs attention, such as a rejected approval.
How do I see only the documents awaiting signature?
In the dashboard's Statuses list, click Show more and select Signing; other statuses work the same way.
Full answer
Open the dashboard and find the Statuses section in the left-hand sidebar, which shows how many documents sit in each status. Click Show more to see the full list and select Signing to show only documents waiting for one or more signatures. The same works for Sent, Opened, Accepted, Paid, Lost and the rest, and All Statuses shows everything again. Use the three-dot menu beside a status and choose Pin Status to keep the ones you use most always visible.
Can I change a document's status manually?
Yes. Choose Update Document Status from the document's menu, or Mark as Sent if you sent it another way.
Full answer
Yes. Open the document's actions menu (the ellipsis, or right-click the row) and choose Update Document Status, then pick a status such as Creating, Sent, Accepted, Paid or Lost and click Save. If you sent the document outside QuoteCloud, choose Mark as Sent and the status changes to Sent straight away. Marking lost deals as Lost keeps your pipeline and filters honest.
Do statuses update by themselves when clients act?
Signing, approval and payment events update the status, for example to Paid when payment arrives or Review Accepted after approval.
Full answer
Key events update the status for you. When a client pays through Stripe, the document changes to Paid automatically. Submitting a document for approval moves it to In Review, an approval shows Review Accepted and a rejection shows Alert. Revising a sent document marks it Revised. Tracking on Essentials and above records each open in the document's history, and you can still set any status by hand, for example to mark a quote as Lost.
Search, filters and layouts
How do I find a document quickly?
Turn on the Dashboard Filters row and type into any column, such as ID, title, consultant, recipient or date.
Most asked
Full answer
Turn on the Dashboard Filters row above the document table and type into any column, such as the document ID, title, consultant, creator, recipient name, email, company or a date. Results update as you type, and you can combine several filters at once, including a value range slider and a Created By list. Status filters and smart filters such as Expiring Soon narrow the list further, and Clear All Filters resets it in one click.
Can I save the filters I use every day?
Yes. Click Save new configuration in Custom Filters, name it, and reopen it from the sidebar in one click.
Full answer
Yes. Apply the filters you want, then click Save new configuration in the Custom Filters section of the dashboard sidebar and give it a name. It appears under Custom Filters, ready to apply in one click. To change it, apply it, adjust the filters and choose Resave with current settings from its three-dot menu; choose Delete Configuration when you no longer need it. Clearing filters never deletes your saved ones.
What are smart filters?
Ready-made views QuoteCloud keeps up to date, such as Expiring Soon, plus travel views for travel teams.
Full answer
Smart filters are ready-made views in the dashboard sidebar, beneath the status filters, that QuoteCloud keeps up to date. Expiring Soon lists documents that are about to expire or already have, so you can renew, revise or resend them in time. Travel teams also get Due to Travel, Currently Travelling and Travel Ended, which follow where each client's trip is up to.
Can I see only my own documents?
Yes. Your Documents shows only documents associated with you; All Documents shows everything you have access to.
Full answer
Yes. In the dashboard's left-hand navigation, Your Documents shows only the documents associated with your account, while All Documents shows every document you have access to. Search, filters and sorting work in both views, so a sales rep can focus on their own pipeline and a manager can review the whole team's. Workflow Review and Trash sit in the same navigation.
Can I change the dashboard columns and save layouts?
Yes. Use Dashboard Layout to choose, reorder and sort columns, then save named layouts, with or without current filters.
Full answer
Yes. Open Dashboard settings and choose Dashboard Layout. Toggle columns on or off from groups such as Document Meta Data, Customer Details, Document Data & Status, Document Values, Custom Fields and Travel Itinerary Details, drag them into the order you want and set the sort. Save the result as a named layout, and turn on Save current filters to keep the column filters you are using too. Switch between your layouts and the company default from the same menu.
How do I sort the list or show more documents per page?
Click a column heading to sort ascending, again for descending, again to clear; set Records per page at the bottom.
Full answer
Click any column heading to sort the list in ascending order, click it again for descending, and a third time to clear the sort. An icon beside the heading shows which sort is active. To see more documents at once, use the Records per page dropdown at the bottom of the document list and choose a count such as 50, 70, 100 or 200. You can also pin important documents so they stay at the top.
Managing documents
What can I do with a document from the dashboard?
Right-click a row or use its menu to edit, preview, pin, copy, revise, transfer, share, sign in person, delete and more.
Most asked
Full answer
Right-click any row, or click its ellipsis button, to edit or preview the document, pin it to the top of your list, copy its ID, close it, copy the last version, revise the last version, transfer it to a colleague, save it as a template or delete it. Depending on where the document is up to, you can also share a general or recipient-specific link, sign it in person, mark it as sent, update its status and view its history.
Can I act on several documents at once?
Yes. Tick the checkboxes beside documents, then use the menu above the table to delete them or clear the selection.
Full answer
Yes. Tick the checkbox beside each document you want, or use the header checkbox to select them all. Selected rows are highlighted. Open the actions menu above the document table to choose Delete Documents, which moves them to Trash after you confirm, or Clear selection to start again without changing anything. In Trash, the same selection lets you restore several documents at once or delete them permanently.
What happens when I delete a document?
It moves to Trash, where you can restore it or permanently delete it; permanent deletion cannot be undone.
Full answer
Deleting a document from the dashboard moves it to Trash rather than removing it for good. Trash sits in the dashboard's left-hand navigation, beneath Workflow Review, and lists deleted documents with their IDs, titles and statuses. From there you can restore a document, or several at once, or delete them permanently. Permanent deletion, including emptying the Trash, cannot be undone, so QuoteCloud asks you to confirm first.
How do I restore a deleted document?
Open Trash, use the document's More Actions menu and choose Restore Document, or select several and choose Restore Documents.
Full answer
Click Trash in the dashboard's left-hand navigation. For one document, click the More Actions button (three dots) on its row and choose Restore Document; it returns to your active document list straight away. For several, tick their checkboxes, open the actions menu above the table and choose Restore Documents. If Trash becomes empty, click Show My Documents to return to your main list.
Can I share a link to a document instead of emailing it?
Yes. Choose Share Link from the document's menu to copy a general link or a recipient-specific link.
Full answer
Yes. Open the document's actions menu and choose Share Link. Copy the General Link to share the document, or choose a recipient under Links for Recipients to generate a unique link for that person and copy it. Paste the link into an email, message or other channel. When you send an approved or finished document from the editor, Send Via Link is also one of the delivery options alongside Send Via Email.
History, exports and reports
How do I view a document's history?
Choose Document History from the document's menu, or the Document History icon in the editor's right-hand toolbar.
Full answer
From the dashboard, open the document's actions menu (the ellipsis) and choose Document History, or open the document and select the Document History icon in the editor's right-hand toolbar. The panel is a chronological timeline of views, edits, status changes, recipient activity and revisions, with the person behind each entry. The All and Revisions tabs switch between the full timeline and the saved versions, which you can preview or copy.
Does QuoteCloud keep an audit trail?
Yes. Every eSigned document has an audit trail and certificate of authenticity, and Document History records each document's activity.
Full answer
Yes. Every eSigned document has an audit trail behind it, and every completed document includes a certificate of authenticity. Alongside that, each document's history timeline records what happened to it and who did it, from edits and status changes to recipient activity and revisions. On the Business plan, revisions and version history let you look back at exactly what a document said at any point.
Can I export my document data?
Yes. Choose Export Document Data from the dashboard options menu to generate a CSV of your document data.
Full answer
Yes. On the dashboard, open the settings or Dashboard Options menu in the top-right corner and choose Export Document Data. QuoteCloud prepares a CSV report of your document information, such as titles, statuses, owners and recipients, and confirms when it is ready; check your downloads folder or your email for the file. Open it in Excel, Google Sheets or another tool for reporting, analysis or record keeping.
What reporting does QuoteCloud offer?
Status counts and filters on the dashboard, CSV exports, the Sales Forecast and, on Enterprise, custom user reports.
Full answer
The dashboard shows how many documents sit in each status and lets you filter by status, value, date and owner. Export Document Data produces a CSV for analysis elsewhere, and the Sales Forecast tracks opportunities by confidence level and forecast month. Enterprise adds custom user reports, and business-intelligence financial reporting is listed as coming soon on the pricing page. Because documents are created and sent in QuoteCloud, the data comes from the documents themselves.
What is the Sales Forecast?
A module that tracks opportunities by confidence level and forecast month, in a Kanban board or a list.
Full answer
The Sales Forecast module tracks opportunities and forecast revenue. Open it from the left-hand navigation: the Kanban view groups documents by confidence level, from Very Doubtful and Not Confident (25%) through 50/50 and Confident to Verbal Approval. Change a card's confidence or forecast month from its dropdowns, or switch to List view to compare document names, probability, forecast amounts and dates in a table, filtered by month or confidence.
How can I try the QuoteCloud dashboard and tracking?
Start a free 14-day trial with no credit card, send a quote to yourself and watch the status and notifications update.
Full answer
Start a free 14-day trial of Essentials or Business, with no credit card required. Your dashboard is ready as soon as you create your first document, either blank or from a template. Send a quote to yourself or a colleague, open it and watch its status and the tracking notifications update, then try filtering, saving a custom filter and checking Document History. You can also book a demo for a guided walkthrough.
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