Two boxes on the right of every quote keep the story straight when more than one person is answering quotes.
A free text box for anything you want to remember. Who you called, what you agreed, why you priced it that way. It is never sent to the customer and never appears on their side of the site.
Every status change is logged with the date, the time, and the person who made it. Nothing to switch on. It starts the moment the quote arrives.
If someone says they were never told, the history shows exactly when the quote was accepted or declined, and the email that went with it.