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Proposal expiry & follow-up

Use an unaccepted proposal approaching its expiry to create a reviewed follow-up or an explicitly closed proposal. The design keeps source references, uncertain matches, and approval decisions visible to the responsible accountant. It coordinates an administrative handoff with version checks and an exception queue. An expired price or scope must not be silently extended.

Planning workbook. This file helps you document a process. It does not connect to accounts, read records, send messages, or complete external actions. It works offline and sends no entries anywhere. Entries are not saved automatically; export or print a copy before closing. Avoid entering sensitive information.

1. Define the starting point

Start with an unaccepted proposal approaching its expiry. A successful handoff produces a reviewed follow-up or an explicitly closed proposal. Define the accountable owner before connecting systems. An expired price or scope must not be silently extended. A source event is a request to evaluate the current state; it is not permission to make an irreversible change.

Process owner and backup rolesWhat will count as complete?

Current handling time and exceptions

2. Walk through the process

1. Read the current proposal

Fetch the latest proposal version, expiry, recipient, and acceptance state from the approved sales system.

We have defined the owner, required information, and completion check for this step.Step 1 working notes

2. Check response and permission

Stop if the prospect replied, declined, opted out, or already accepted through another channel.

We have defined the owner, required information, and completion check for this step.Step 2 working notes

3. Draft a neutral reminder

Reference the current proposal securely and explain the actual expiry without manufactured urgency.

We have defined the owner, required information, and completion check for this step.Step 3 working notes

4. Request owner approval

The proposal owner checks scope, price validity, and whether a revised proposal is needed.

We have defined the owner, required information, and completion check for this step.Step 4 working notes

5. Close or reschedule

Record the approved next action. Retire reminders for superseded versions.

We have defined the owner, required information, and completion check for this step.Step 5 working notes

3. Check the information

Use invented references in this worksheet. Keep real documents and personal records in an appropriate private system.

Reference field	Working record	Check
proposal_id	proposal_id	Resolve the stable source reference in the correct client, entity, and engagement.
proposal_version	proposal_version	Bind approval to this exact source version; changes require review.
expires_at	expires_at	Validate the date, timezone, and approved reporting or review period.
response_state	response_state	Resolve the stable source reference in the correct client, entity, and engagement.

Source of truth and access boundaries

4. Verify the process

Use synthetic examples. Mark a check only after recording what actually happened.

Acceptance immediately suppresses the reminder.A new proposal version invalidates the old draft.A repeated source event creates only one current review task.A changed source version invalidates an earlier approval.A named person can resolve an unclear or incorrect result.Work stops when the task is complete, withdrawn, or outside the agreed scope.A duplicate or interrupted handoff can be recovered without repeating a consequential action.Expected result, observed result, and recovery notes

5. Decide the next step

Your smallest reversible pilotReview date and decision

Retain qualified professional review for legal, accounting, tax, medical, financial, or other consequential decisions. This workbook does not certify compliance or guarantee results.