Why

You're managing 40+ active client relationships across two lead sources (market data and public internet), which means contact records are already complex enough to lose track of manually. Quotation tracking — sent, accepted, refused — requires a structured pipeline view, not a folder of PDFs. The "keeping in touch" automation you described is a sequence of timed follow-up tasks, not a full marketing suite. This is a mid-complexity sales operation, not a simple one, but it's also nowhere near enterprise scale.

What you actually need

1. Pipedrive, ~$14/user/mo — gives you a quotation pipeline with deal stages (Sent → Accepted / Refused) and built-in activity reminders so nothing falls through with your 40+ clients.
2. Zapier or Make, free tier / ~$9–$20/mo — automates the "keeping in touch" sequences: trigger a follow-up task or email X days after a quote is sent, without you remembering to do it manually.
3. A habit — log every quotation the day it goes out — open Pipedrive, create a deal, attach the quote, set the follow-up date; five minutes per quote prevents the tracking gaps you're trying to solve.

Do this today

Open a free Pipedrive trial (pipedrive.com), create three deal stages: "Quote Sent," "Accepted," and "Refused," then enter your last five open quotations as deals right now. You'll immediately see which quotes have been sitting without a follow-up, which is the exact slippage your current setup is hiding.

What to ignore

You don't need HubSpot Sales Hub — its quotation tools are locked behind paid tiers and it's overbuilt for a 40-client book. Salesforce is for teams 10x your complexity and will cost you months of setup time. Freshsales could work but adds unnecessary marketing bloat for a pure quotation-tracking and follow-up workflow like yours.

What doing nothing costs you

You're managing 40+ clients and active quotes with no systematic tracking — even a conservative 10% slippage rate means 4+ clients not followed up with properly each cycle. Without knowing your average contract value, that's a quantifiable leak, but at archiving contract sizes it compounds fast across renewals and upsells.

When to revisit this

When you hire a second salesperson and two people need to share the same quote pipeline without stepping on each other.