Short answer
Proposal-to-delivery tracking starts with a single record for each customer job, holding the proposal version, owner, status and next step. The approved proposal starts delivery tasks; revisions and delays are visible in the same record. AI can prepare drafts and summaries or remind people about pending work. Decisions such as pricing and customer commitments require an authorized person's approval.
What information should the tracking record include?
Start with these fields in a spreadsheet or your existing CRM. Avoid adding fields that the team will not actually fill in.
| Area | What is it useful for? |
|---|---|
| Customer and task | Which request and delivery are being discussed? |
| Proposal version | Which is the latest scope the customer has seen? |
| Owner | Who will take the next action? |
| Status and date | What stage is the task at, and when did it last change? |
| Next step | What will be done, and by when? |
Example: four steps from proposal to delivery
- Teklif: The sales team records the request and scope. The first quote version is prepared and a responsible person assigned.
- Revizyon: When a customer requests a change, a new version is created. The previous scope and decision are preserved.
- Onay: An authorized person checks the price, scope and commitments. Once customer approval is recorded, delivery tasks are created.
- Teslim: The task owner updates progress. If information is missing or work is delayed, the relevant person is notified; delivery and customer updates are recorded.
For example, when a customer approves the third version of a proposal, the team should not start working from the task list in the first version. Linking the approved version to delivery tasks makes this error visible.
Which task can AI handle here?
- It reads the incoming request and prepares an initial quote draft and questions about missing information.
- Summarizes the changes between two versions so the team can quickly see differences in scope.
- Notifies the relevant owner of a pending approval or approaching delivery date.
Whether AI-generated text is sent to the customer automatically depends on the task's risk. A standard status update may be sent automatically; authorized approval is defined for prices, contract scope and new commitments.
Checklist before you start
- Can everyone see the approved proposal version in the same place?
- Does every open task have an owner and a next step?
- Are customer changes stored without overwriting the previous decision?
- Is it clear who creates delivery tasks after approval?
- Is it clear who will be notified about delayed work and delivery dates?
Once the answers to these questions are clear, you can start with existing tools and build the necessary integrations. WhiteGate identifies the appropriate first application, develops it and launches it with your team for daily use. Explore the service approach or request a Fit Call.