Project Proposal Tracker Template — Two of Eight Open Proposals Are Already Overdue on Client Response

You sent the proposal. The client said they would review it by Friday. It is now the following Wednesday, and nobody on your team has noticed because the proposal lives in a spreadsheet that does not know what day it is.

The OpenSource AI Pro Project Proposal Tracker fixes this. A formula-driven Awaiting_Response flag identifies every proposal where the expected client response date has passed without a decision. A Days_Waiting calculation quantifies exactly how long each proposal has been in limbo. Event-triggered alerts notify the account owner when a proposal goes overdue on response, and a weekly digest gives leadership a clear view of the pipeline's stale spots. Self-hosted on Baserow, zero per-seat fees, open source.

Key Features

• Awaiting_Response Auto-Flag — A formula evaluates each proposal's expected response date against today. If the client has not responded and the date has passed, the flag triggers immediately. No one has to manually scan the pipeline.

• Days_Waiting Calculation — A formula field computes exactly how many business days a proposal has been awaiting response. Turns a vague feeling of "this has been sitting a while" into a concrete number you can act on.

• Event-Triggered Follow-Up Alert — When a proposal crosses into overdue-on-response status, the assigned account owner receives a single email. The alert includes the proposal name, client, expected response date, and days waiting.

• Weekly Pipeline Digest — A scheduled automation compiles all proposals awaiting response, grouped by days waiting, and sends a formatted summary to sales or business development leadership.

• Proposal Lifecycle Tracking — Draft, Sent, Under Review, Won, Lost, Withdrawn. Each status transition is timestamped for pipeline velocity analysis.

• Zero Per-Seat Pricing — Your entire BD team, account managers, and leadership can access the tracker. No seat-based licensing.

How It Works

Formula Flags

The proposal tracker uses Baserow formula fields to surface pipeline risks:

• Awaiting_Response: IF(AND(Expected_Response_Date < TODAY(), Status = "Under Review"), TRUE, FALSE). Any proposal past its expected response date that has not been decisioned is flagged.
• Days_Waiting: Computes business days between Date_Sent and today (or Decision_Date if resolved). Tells you exactly how long each proposal has been in the client's hands.
• Pipeline_Value: Sums the estimated value of all proposals currently in "Sent" or "Under Review" status.

Event-Triggered Alerts

When Awaiting_Response flips to true, an automation sends a single email to the account owner. The message includes the proposal title, client name, estimated value, expected response date, and days waiting. The alert fires once and re-arms if the expected response date is updated.

Scheduled Digest

Every Monday, a scheduled automation queries all proposals where Awaiting_Response = true or Status = "Under Review", sorts them by Days_Waiting (longest first), and sends a digest to BD leadership. Stale proposals surface to the top.

Who It's For

• Agencies and Creative Studios managing a pipeline of client proposals where follow-up timing impacts close rates
• Professional Services Firms (accounting, legal, engineering) tracking multiple concurrent proposals across client accounts
• Business Development Teams that need pipeline visibility without a full CRM deployment
• Freelancers and Consultants managing proposal flow across multiple prospective clients
• Small Businesses that send proposals regularly but lack a structured system to track responses

vs the Alternatives

| Feature | OpenSource AI Pro | HubSpot | Airtable | Google Sheets | |---|---|---|---|---| | Auto awaiting-response flag | Formula-driven, real-time | Deal stage (manual move) | Manual status | No automation | | Days waiting calculation | Built-in formula | Requires reports | Formula (manual setup) | Manual formula | | Event alerts | Automatic on state change | Workflow (paid plans) | Paid automation | Not available | | Weekly digest | Built-in scheduled automation | Reports (paid plans) | Requires integration | Not available | | Per-seat cost | $0 — self-hosted | $0-50+/user/month | $20-45/user/month | Free (no features) | | Pipeline analytics | Formula-driven rollups | Full CRM (overkill for proposals) | Basic rollups | Manual |

What's Included

Tables

• Proposals — Title, client, estimated value, date sent, expected response date, status, account owner, Awaiting_Response flag, Days_Waiting
• Clients — Company name, primary contact, email, linked proposals, total pipeline value
• Activity Log — Proposal link, action taken, date, notes (follow-up calls, emails, meetings)

Formula Fields

• Awaiting_Response — Expected response date vs. today with status check
• Days_Waiting — Business days since proposal was sent
• Pipeline_Value — Sum of active proposal values

Automations

• Event Alert: Fires when Awaiting_Response becomes true, emails account owner
• Weekly Digest: Monday summary of all proposals awaiting response, sorted by days waiting

Get Started Free

Download the Project Proposal Tracker and deploy it to your Baserow instance. Stop letting proposals go stale because nobody remembered to follow up. No seat fees, no CRM overhead, no vendor lock-in.

Download Template — Free, Self-Hosted

Related Templates

• RFP & Proposal Response Tracker — Track inbound RFP responses with section-level deadline management
• Project Charter Tracker — Convert won proposals into formally chartered projects
• Operational Project Tracker — Manage delivery once a proposal becomes an active project