/quote-to-close-tracking

name: "Quote-to-Close Tracking"
description: >
  The quote-to-close handoff chain — a Pax8/Sherweb/Kaseya Quote Manager
  quote or SalesBuildr proposal, through a PandaDoc document's
  sent/viewed/signed status, to a closed-won CRM deal — and the four distinct
  stall points along it (quote built with no proposal document, proposal sent
  but not opened, viewed but not signed, signed but the CRM deal never marked
  closed-won), including cross-system record matching and what to report when
  only part of the chain is connected.
when_to_use: >-
  When connecting the dots across the full quote lifecycle — from a
  distributor quote or SalesBuildr proposal, through a PandaDoc document, to
  a closed-won CRM deal — to find exactly where a deal has stalled in the
  handoff chain. Use when: quote to close, where is this deal stuck, proposal
  status, quote status, deal not closing, follow up on quote, follow up on
  proposal, PandaDoc status, quote sent but no proposal.

Quote-to-Close Tracking

Overview

A deal doesn't close in one system — it moves through a chain of handoffs, and MSP quote-to-close chains stall at the seams between tools far more often than within any single tool. A rep quotes hardware or licensing in a distributor or quoting tool, turns that into a client-facing proposal in PandaDoc, and is supposed to mark the CRM deal closed-won once it's signed. Any one of those handoffs can silently drop: a quote gets built but nobody ever sends the proposal, a proposal sits opened-but-unsigned for three weeks, or — most commonly — a proposal gets signed and the CRM deal just never gets updated, so it keeps showing as open in every pipeline report.

This skill's job is narrow and specific: given a deal (or a full sweep), walk the chain and name the exact stage it's stuck at, not just "this deal seems stale." That distinction matters because the fix is different at every stage — chasing a rep to build a proposal is a different action than following up with a client who hasn't opened their inbox.

Anti-triggers

• **Building or sending the artifact** — creating a quote, generating a

proposal from a template, or sending a document for signature is each tool's own surface; use `pandadoc-documents`, `connectwise-cpq-quotes`, `kaseya-quote-manager-quotes`, `salesbuildr-quotes`, or `scalepad-quoter`.

• **One document's status in isolation** — the full status enum and its

transition errors live in `pandadoc-documents`; this skill uses that status only to locate a stall in the chain.

The quote-to-close chain

Quote                Proposal Document              CRM Deal
(Pax8 / Sherweb /     (PandaDoc)                     (HubSpot, or
 Kaseya Quote                                         whatever CRM
 Manager / SalesBuildr)                                is connected)

[quote built] ──────▶ [document created] ──────▶ [deal exists, open]
                       │
                       ├─▶ [sent]
                       │     │
                       │     ├─▶ [viewed]
                       │     │     │
                       │     │     └─▶ [signed] ──────▶ [deal marked
                       │     │                            closed-won]
                       │     │
                       │     └─ (not viewed — stuck here)
                       │
                       └─ (not sent — stuck here)

Four distinct stall points, in the order a deal should pass through them:

1. **Quote built, no proposal document yet** — a quote/estimate exists in the distributor or quoting tool, but no corresponding PandaDoc document has been created. The handoff from quoting to proposal drafting never happened. 2. **Proposal sent, not opened** — a PandaDoc document has been sent to the recipient but its status has not progressed past `sent` (no `viewed` timestamp). The client hasn't engaged with it at all. 3. **Proposal viewed, not signed** — the document shows a `viewed` (or multiple `viewed`) event but no `completed`/`signed` status. The client opened it and didn't act — the most common place for a deal to go quiet, because it looks like progress happened but nothing is actually moving. 4. **Signed, but CRM deal not marked closed-won** — the PandaDoc document status is `completed`, but the associated CRM deal is still showing as open (or in a pre-closed-won stage). This is a pure data-hygiene stall — the sale is done, but pipeline reporting doesn't know it yet, which pollutes every pipeline-health read until it's corrected.

Discovering available tools first

This skill is inherently cross-vendor by construction — it composes across up to four tool families. Never assume all of them are connected. Before tracing any chain:

1. Call `conduit__search_tools` to discover which of the following are live for this org: a CRM (e.g. `hubspot__*`), a proposal tool (`pandadoc__*`), and a quoting/distribution tool (`pax8__*`, `sherweb__*`, `salesbuildr__*`, or a Kaseya Quote Manager tool surface). 2. Scope the trace to whatever subset is actually connected — see Graceful Degradation below for exactly what to report when a link in the chain is missing. 3. Never guess a tool name speculatively; an unrecognized tool call is worse than stating a vendor family isn't connected.

Common Workflows

Trace a single deal through the chain

1. Discover connected tools (see above). 2. Starting from the CRM deal (or the quote, if entering from that end), resolve the linked quote and/or PandaDoc document — match by client/ company name, deal name, or an explicit cross-reference field if one exists (e.g. a PandaDoc document tagged with the CRM deal ID, or a quote number referenced in deal notes). If no explicit link exists, match by company name and approximate value/date, and say so — this is a best-effort match, not a guaranteed one. 3. Pull the quote status, PandaDoc document status (and its status timestamps: se