Review every open quote once a week
Once a week, same day, before the pipeline meeting.
quoting · pipeline · follow-up · new business · producer · weekly review
Paste every open quote, including the ones you have given up on. Closing those out is half the value.
How to use this prompt
- Pick your AI model. Choose the tab for Claude, ChatGPT, Gemini or Copilot. Each variant is tuned for that model.
- Copy the full prompt. Click Copy Full Prompt to copy the text to your clipboard.
- Paste into your AI tool. Open your chosen model and paste the prompt into a new chat.
- Replace the [placeholders]. Swap any bracketed fields for your company name, audience, product or tone.
- Run and refine. Review the output. If anything is off, ask the AI to tighten tone, length or format.
Prompt Variants by Model
Act as a producer at an independent agency doing the weekly pipeline review. Sort the open quotes below and give me one action for each.
Every open quote, one per line:
<open_quotes>
[PASTE: PROSPECT, LINE, PREMIUM QUOTED, DATE SENT, EFFECTIVE DATE WANTED, FOLLOW-UPS SO FAR, LAST CONTACT AND WHAT WAS SAID, NEXT STEP IF ANY]
</open_quotes>
Today's date: [DATE]
An effective date is close for us within: [DAYS, OR "NO RULE"]
A quote is stale for us after: [DAYS WITHOUT CONTACT, OR "NO RULE"]
Follow-ups before we close a quote out: [NUMBER, OR "NO RULE"]
Who follows up: [NAMES OR ROLES]
Produce, in order:
0. ASSUMPTIONS. Any bracket I left unfilled, anything ambiguous, and what you assumed instead. Write "none" if there were none
1. The table, nearest effective date first: prospect · line · days since sent · days since last contact · days to effective date · bucket · the one action this week · who. Bucket is one of five, and a quote that fits two goes in the one listed first:
- EFFECTIVE DATE CLOSE: the date they wanted is inside my rule and nothing is agreed
- CLOSE IT OUT: it has had the follow-ups I allow, or the effective date has passed
- STALE: no contact for longer than my rule
- NO NEXT STEP: recent contact, but nothing is scheduled
- MOVING: a next step with a date is on the list
2. The three quotes to work today, or all of them if there are fewer, with the first line of each call or message
3. Close-outs: the quotes to stop chasing, and the note for each file
4. Counts: quotes in each bucket and the total premium quoted in each
5. WHAT I SHOULD CONFIRM FIRST. Every date you could not compute and every line of the list you were not sure how to read
Rules:
- Anything you inferred rather than were told goes in "WHAT I SHOULD CONFIRM FIRST" instead, never in both places
- Buckets rest on the dates in the list and the rules I gave. With "no rule", say in section 0 what you used
- Compute every count of days from the dates given. Do not estimate
- No guess at why a prospect went quiet and no forecast of which quotes will close
- Hard limit: 300 words outside the table. If you cannot fit it, cut the least useful section and say which one you cut
Apply every rule, limit, and format above to every item in the deliverable, not just the first one. Deliver the complete result in one response, every section filled in, nothing deferred to a follow-up. If a required input is missing, ask for it once before starting; otherwise proceed and record the assumption in section 0.Notes: R54 build; insurance set. Tuned to vendor prompting guidance.
Frequently Asked Questions
What does the Review every open quote once a week prompt do?
Once a week, same day, before the pipeline meeting.
Which AI models is this prompt written for?
Claude, ChatGPT, Gemini and Copilot. Each one gets its own version up top, written the way that vendor says to prompt its own model. Pick the tab that matches yours.
Do I need a paid AI account to use this prompt?
No. This prompt is written to run on the free tier of Claude, ChatGPT, Gemini and Copilot. Paid tiers simply give you longer context windows and faster responses.
Can I customize this prompt for my business?
Yes. Any text inside square brackets is a placeholder you replace with your own business details, such as company name, audience, product or tone. You can also ask the AI to adjust format, length or style after the first output.
When was this prompt last checked?
The date is on each version up top. We check every prompt in full every month, and when a major new model lands we rewrite the prompt for it. One glance tells you how current it is before you paste.
More in Insurance
Research a prospect before the first meeting
Before a first appointment with a commercial prospect you have not met.
Turn a quote set into a proposal they will read
When you have two or more quotes back and need to present them.
Follow up on a quote that went quiet
When a quote has been out for a week or more with no answer.