Estimate & Follow-Up Tracker
Ivy
Case Study Draft 02 — Estimate & Follow-Up Tracker (Walkthrough Layer)
Status: DRAFT — not published. For Ivy's review.
Disclosure: Demonstration — synthetic data, not a client project.
Note: The existing approved QA description (5 paragraphs + training disclosure) stays verbatim. This walkthrough is an added layer.
The workflow, step by step
Intake: A new inquiry arrives (phone, form, email, message) → logged as one row: who, when, what they asked, source.
Status: Each inquiry carries a status — new, replied, quoted, booked, or lost. Every inquiry has a visible status and a recorded next action.
Estimate sent: When a quote goes out, the date and amount are recorded on the same row.
Follow-up date: Every open inquiry gets a next-action date. The tracker surfaces what's due today — follow-ups are scheduled, not remembered.
Response: When the customer replies, the status updates; the next action updates with it.
Reporting: A summary view shows open inquiries by status, quotes awaiting response, and inquiry sources — so the owner sees where business comes from.
Why each step matters
Intake in one place ends the "did you get my message?" problem.
Status ends the "I think someone replied" problem.
Follow-up dates end the "I meant to call back" problem.
Source tracking ends the "where do customers come from?" problem.
The 12-item QA checklist (executed 2026-11-01 on synthetic data — 12/12 PASS)
New lead entry — Input: 7 fictional rows entered — Expected: 7 rows stored — Actual: 7 rows
Required fields — Input: Date/Name/Service present on all rows — Expected: No blanks — Actual: No blanks
Status validation — Input: Dropdown list rule on G2:G58 — Expected: List enforced — Actual:
New,Contacted,Quoted,Won,Lost rule presentService validation — Input: Dropdown list rule on E2:E58 — Expected: List enforced — Actual: 6-service list rule present
Status change propagation — Input: Tom Becker New→Won, recalc — Expected: New 3→2, Won 1→2 — Actual: New=2, Won=2
Follow-up dates — Input: Dates in YYYY-MM-DD format — Expected: Valid dates — Actual: All valid
Duplicate detection and flagging — Input: 2 rows share phone 555-014-2281 — Expected: Both flagged YES — Actual: Both flagged
Filtering/sorting — Input: Header row present — Expected: Filterable — Actual: Headers + structured table
Formula accuracy — Input: COUNTIF/COUNTA refs — Expected: Correct ranges — Actual: All reference Leads! rows 2–8
Summary calculations — Input: Dashboard totals — Expected: 7/3/1/1/1/1, dup=2, win=50% — Actual: Exact match
Error handling — Input: Duplicate phone entered — Expected: Flag, not block — Actual: YES flag (non-blocking, by design)
User instructions + handoff — Input: Instructions sheet — Expected: 7-step guide — Actual: Present, includes backup note
Defects found: 0. Method: test workbook built with openpyxl; formulas recalculated via LibreOffice headless; values read from CSV export; validations inspected via openpyxl.
QA behind the demo
Built and tested per the QA demonstration project: 12/12 lead-tracker checks passed on synthetic data (checklist above). Training disclosure applies: built as a voluntary training exercise — not paid client work.
Limitations
Demonstration only. Real businesses customize columns, statuses, and follow-up rhythms — that's the $249 dashboard service.
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Posted Nov 6, 2026
Walkthrough of the estimate & follow-up tracker: intake, status, estimates, follow-up dates. 12/12 QA checks passed. Synthetic data — not a client project.
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