Know when vendors open it, follow up every appraisal
See when each vendor opens the proposal and how long they read it, and bulk-send personalised follow-ups to every appraisal from the last three months.
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- 4.2 on Capterra
- Building QuoteCloud since 2013
QuoteCloud shows when a proposal is opened and how long it is read, and records each recipient's activity in the document history, so agents call while it's fresh. Expiry dates and the Expiring Soon filter show proposals about to lapse, and bulk send (Essentials and up, volume-based costs) sends one follow-up template as a personalised copy to every recent appraisal.
A sample QuoteCloud documents list for a fictional agency, filtered to Expiring Soon: four listing proposals expire in the next 14 days, for 27 Myrtle Street (opened, 3 days left), 4/16 Fig Tree Lane (opened, 6 days), 52 Corella Close (sent, 10 days) and 9 Quoll Track (signing, 12 days).
An appraisal follow-up rhythm you can keep
Most appraisals don't list the same week. This is how an agent can work them in QuoteCloud. You set the timing; QuoteCloud gives you the documents, the dates and what each vendor has done.
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Day 0
Appraisal
You walk through, talk timing and promise a proposal the next day.
Pre-listing kit -
Day 1
Proposal sent
The listing proposal goes to every vendor with an expiry date 14 days out.
Expiry date -
Day 3
Call the ones who opened it
The dashboard shows Opened beside the proposal, and the history shows each vendor's activity. Call while it's fresh.
Document tracking Essentials and up -
Day 12
Before it lapses
The Expiring Soon filter lists proposals about to lapse. Extend the date or send a revised version.
Expiring Soon filter -
Day 90
Three months on
Everyone who didn't list gets a follow-up with the sales since you met, in one bulk send.
Bulk send Essentials and up
Nothing sends, reminds or renews by itself: the dates and filters show what's due, and your agents decide who to call and what to send.
Last quarter's appraisals, followed up in one send
Pick the follow-up template, choose the vendors you appraised from July to September, and send. Each vendor gets their own copy with their name, their address and the guide from their appraisal as data items.
Then the list shows who it was sent to, who opened their copy and who accepted. Megan Doherty has already asked to list in February.
- One template, a personalised copy for every vendor
- Sent, opened and accepted shown for each recipient
- Each copy is its own document with its own history
Bulk send: Essentials and up · volume-based costs apply
How bulk send works- Megan Dohertymegan.doherty@example.com AcceptedAsked to list in February
- Peter Szabopeter.szabo@example.com OpenedLeft a comment
- Arjun & Leela Nairarjun.nair@example.com Opened
- Hannah & Joe Pricehannah.price@example.com Sent
- Wei Linwei.lin@example.com Opened
- Bridget Moloneybridget.moloney@example.com Sent
- Sent
- 6
- Opened
- 4
- Accepted
- 1
What each vendor actually receives
Not a newsletter: Peter Szabo's own copy, about 8 Tallow Street. The note opens with his name and the guide Nina gave in August, then the three nearby sales she typed in since and where she'd put the guide now.
Peter replied with a comment instead of an email, and Nina answered in the same thread.
- Data items for name, address and the earlier guide
- Recent sales typed in once, in the template
- Comments on the document, answered in place
Appraisal follow-up
8 Tallow Street, three months on
Peter, when we appraised 8 Tallow Street in August I suggested a guide of $1.22M to $1.30M. Three homes nearby have sold since, so here is where I'd put it now, and what a spring campaign would look like.
Sold near you since we met Typed in by Nina Castellan
8 Tallow Street4 · 2 · 1610 m²
| Address | Sold | Price | Bed · bath · car | Land | Compared with yours |
|---|---|---|---|---|---|
| 9 Tallow Street | Sep 2026 | $1,268,000 | 4 · 2 · 2 | 602 m² | Across the road, renovated kitchen |
| 22 Linden Crescent | Aug 2026 | $1,315,000 | 4 · 2 · 2 | 655 m² | Larger block, north-facing |
| 5 Corella Close | Jul 2026 | $1,190,000 | 3 · 2 · 1 | 590 m² | One fewer bedroom |
Updated price guide$1.24M – $1.32M
Sales chosen and typed in by your agent. Bed · bath · car.
If you're thinking about spring
- A 4-week auction campaign from early February would launch as buyers return after the holidays.
- Nothing to sign today: reply here or press Accept and I'll call to talk it through.
Peter SzaboWould March work better than February for us?
Nina CastellanMarch works well. I'll call on Friday with dates.
Who opened it, who replied, and what happens next
Every copy keeps its own document history: when it was opened, comments, acceptance. The dashboard statuses (Sent, Opened, Signing, Accepted, Paid) tell the principal where every listing proposal stands.
If your CRM is connected through Zapier, the Recipient First Viewed Document trigger can create a call task for the agent, and Document Status Changed can move the contact along. Slack or Microsoft Teams alerts for document updates, comments and actions keep the sales team in the loop.
- When each document is opened, and how long it's read
- Comments and acceptance in the document history
- Zapier triggers to start your own CRM tasks
Document tracking, Zapier and Make: Essentials and up
CRM & integrationsActivity
- Bulk send: 48 copiesAppraisal follow-up template
- Opened by Peter SzaboTue 9:14 am
- Comment from Peter SzaboWould March work better than February?
- Accepted by Megan DohertyAsked to list in February
- Zapier: task in your CRMFrom Recipient First Viewed Document
Follow up every appraisal from one place
Free for 14 days, no credit card required. Bring last quarter's appraisals and send your first follow-up during the trial.
The follow-up work, before and after
The jobs that decide whether an appraisal turns into a listing, as most agencies do them now and with QuoteCloud in place.
Appraisal follow-up
Call the vendors who opened it first
QuoteCloud won't tell you who's ready to list. It tells you who opened the proposal, who commented and who accepted, so your next call goes where it counts.
When they're ready: every vendor signsTracking and follow-up questions, answered
Will I know when the vendors open the proposal?
Yes. QuoteCloud shows when a proposal is opened and how long it is read, and the document history records each recipient's activity, such as comments and acceptance. Dashboard statuses show Sent, Opened, Signing, Accepted and Paid. Document tracking is on Essentials and above.
Can we follow up all of last quarter's appraisals at once?
Yes. Bulk send one template with data items for each vendor's name, address and price guide; each gets their own copy, and you can see who opened and who accepted. Bulk send is on Essentials and above and has volume-based costs.
Does QuoteCloud send reminders to vendors?
No automatic reminders are sent. Expiry dates and the Expiring Soon filter show which proposals are about to lapse, and tracking shows who has opened theirs, so your agents decide who to call or what to resend.
Can opening a proposal create a task in our CRM?
Yes, through your own automation. The QuoteCloud Zapier app has triggers such as Recipient First Viewed Document and Document Status Changed, which can create a task or update a contact in a CRM that Zapier connects to. Zapier and Make are on Essentials and above.
Can our sales team get Slack or Teams alerts?
Yes. QuoteCloud can post alerts for document updates, comments and actions to Slack or Microsoft Teams, so the team sees activity on listing proposals without opening the dashboard.
Can I see which vendor opened it, or on what device?
The document history records each recipient's activity, so you can see who has acted on the proposal. QuoteCloud does not report the device used, count views per person or detect forwarding.
Explore QuoteCloud for real estate
The listing proposal itself, and the other teams in the agency.
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Listing & appraisal proposalsThe property, comparable sales, price guide, method of sale, commission and campaign in one proposal the vendors sign.Explore
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CRM & integrations for agenciesAppraisals in from your CRM through Zapier or the API, signed listings and payments back out.Explore
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Every vendor signs, campaign deposit paidTwo or more vendors sign online, each in their own inbox, and the campaign deposit is paid on signing.Explore
- Marketing campaigns & vendor-paid advertisingCampaign packages with optional photography, video, drone, portal upgrades, signboards and print, totalled as vendors choose.
- Commission options & method of saleAuction, private treaty or expressions of interest, with flat and incentive commission options set out as worked examples.
- Property management proposalsManagement fee options, the services each includes and letting costs, signed by the landlord.
- Commercial leasing proposalsLeasing evidence, the marketing plan and fee options for a landlord's vacancy, approved before it goes out.
- Buyers' agent engagement proposalsThe buyers' brief, service options and fees, with the engagement fee paid on signing.
- Project marketing proposalsPitch an off-the-plan or land release campaign to a developer, with stages, a marketing budget and approvals.
- Real estate templatesReal QuoteCloud templates for property management, leases and property services, ready for your brand.
- QuoteCloud implementation for agenciesYour listing kit converted, campaign price lists loaded, roles and training for sales and property management.
- FAQAnswers to the questions agents, principals and property managers ask most.
Turn more appraisals into listings
Free for 14 days. No credit card required.