XBert Type: Standard
Accounting Software: Xero, MYOB
Country Restriction: All supported countries
Risk Type: Financial Reporting Risk
Business Function: Sales
Overview
This XBert finds older quotes that are still sitting in a Draft or Submitted status. Quotes that never progress can mean missed sales, an unfinished sales process, or revenue that is not being followed up. Reviewing them helps keep your sales pipeline and forecasting accurate.
What it does
This XBert looks at the quotes raised in your accounting software and checks their status. It:
Reviews quotes dated over roughly the last 12 months.
Identifies any that are still marked as Draft (started but not yet sent) or Submitted (sent to the customer but not yet accepted or converted to an invoice).
Groups the matching quotes by the month they were dated.
Reports the number of quotes and their total value for each month, split between Draft and Submitted.
How it works
XBert raises this alert when it finds quotes left in a Draft or Submitted status for a while, rather than ones you have only just created.
To avoid flagging quotes that are still genuinely being worked on, it deliberately ignores:
Recent quotes. The current month, and usually the month before it, are left out so quotes you are still working on are not flagged too early.
Quotes with no value (a total of zero).
Quotes that are no longer Draft or Submitted, such as those already accepted, invoiced, declined or deleted.
The alert resolves automatically once the listed quotes are actioned, for example accepted and turned into an invoice, declined, or deleted.
Example/Use Case
Sarah at ACME Bikes prepared a quote for $8,400 to supply parts to a cycling group that runs regular repair workshops, using preferential pricing. The quote has sat in Draft for three months while it waited for management sign-off. Because it was never sent, the customer assumed ACME wasn't interested and started sourcing elsewhere. When XBert flags the ageing draft, Sarah reviews it, gets approval, and sends the quote to the customer, recovering both the sale and the ongoing relationship.
Accounting software
This XBert is compatible with:
Xero
MYOB
Which countries it supports
All supported countries where Xero and MYOB are used.
Processes
This XBert falls under the Sales (Accounts Receivable) business area.
To action this XBert:
Open the quotes area of your accounting software and find the quotes listed by XBert.
Review each quote in Draft or Submitted status.
Decide whether the quote should be sent to the customer, followed up for a decision, converted to an invoice, or deleted if it is no longer relevant.
Update each quote so it reflects its true position.
Once the quotes have been corrected, mark the XBert as resolved.
Regularly reviewing and updating quote statuses keeps your sales forecasting accurate and ensures opportunities are not lost.