Sales Referral Process

So i am looking to streamline our referrals process. We run a homecare business with a main office of about 5 people. The current process is as follows:

1. A new referral is taken on a paper form which is either lost or left on a desk for weeks

2. A quote is created however we need to track the status of the quote in case someone else picks up the referral. We will also arrange an assessment for our client at this time. 

3. Once the quote is accepted, a folder is created for the client on a file share.  The quote is copied into the clients folder. 

My current plan is by using a Referrals List, a Quotes document library and a Clients Document library with a status field on the Referrals list. I cannot really use an approval workflow due to job shares.

Any suggestions would be appreciated. Thanks!