wouldn't you just use a basic checklist, each of the people who need to see this checklist can have access to it.
and you would save it in a reference file.
Then you just train them, that ok, as soon as a sale is made, you pull out this check list, and follow it step by step.
This checklist can be paper based and saved in an operations manual. Or it can be digital and saved on the desktop of each computer.
Or are you wanting to track this in outlook for a specific reason?
I don't use outlook personally but does it have a section or area where you can keep checklists? And if so then couldn't you just have it in there?