My company sells leather and fabric for interiors- sofas, chairs, curtains etc. Our clients are all interior designers, architects or furniture manufacturers.

What is the best way to track what samples/catalogues we have sent?

If the project is fairly certain, for example, for a specific hotel renovation, then we'll track this as an opportunity, as the project has a definite date, budget and is sure to happen (we may of course lose the project, but we want to bid for it).

If the designer just wants samples to have at hand, for some unknown future project, then we can't track as an opportunity. So how do we track?

I want to know who we have sent leather catalogues too so that when the new catalogue is released, or a new colour or product is release, I want to be able to send this to me them straight away. If we don't tell the designer there is a new colour, for example, they will never know.

I look forward to hearing your ideas.