Preparing an offer may require inspections, calculations, and comparisons with suppliers. This work precedes an order that may not come. Making it visible helps to understand which requests immediately deserve further study and which require a clearer definition of the project first.
I propose to distinguish an initial response from a detailed estimate. The first clarifies compatibility and missing information; the second requires sufficient data to support the proposal. The client should know what they will receive and what conditions accompany the preparatory work.
Let's imagine a request still lacking the necessary measures. Engaging many hours in a complete solution can produce subsequent revisions. A preliminary conversation, with a targeted collection of information, allows the job to be placed the moment it becomes usable.
The periodic review compares hours spent, orders obtained and quality of requests. I would avoid automatic thresholds based on a few cases. The useful criterion is to understand where preparatory work really increases the possibility of formulating a coherent and achievable offer.