Version, do not overwrite
When a customer asks for a change, the correct action is to issue version 2, not to edit version 1. Overwriting destroys the record of what was originally offered, which matters when a dispute arises and matters just as much when you are trying to learn why deals move.
Record the reason for every revision
One line is enough: 'customer removed gutter replacement', 'added permit cost after code check', 'reduced price to match budget'. Over a quarter these lines tell you whether revisions are caused by estimating errors, discovery, or discounting — three problems with three different fixes.
Two approvals, not one
- Internal approval — pricing below a threshold or outside standard markup needs a manager's sign-off before it is sent.
- Customer approval — recorded against a version, with a name, a date and a method (signature, approval link, or countersigned document).
Expiration is about pricing, not about interest
Material and labor costs move, so pricing should carry an expiration date, typically 14 to 30 days depending on volatility. That is separate from the follow-up cadence: an expired price does not mean a dead customer, it means the next conversation starts with a refreshed number.
What happens when a revision is not approved
The estimate is unsold, and it enters estimate follow-up against the existing customer record. It does not revert to being a lead, and it does not disappear. The record keeps every version so the follow-up conversation can reference exactly what was offered.