Need a price before a job goes ahead? You can request a quote from your vendor directly on the work order. The vendor sends back an amount and a PDF quotation, and you accept or reject it before the work order is issued.
This article covers both sides: Building Managers (and other admins) requesting a quote, and Vendor Managers submitting one.
How it works
- Each work order goes to one vendor. A quote request is not a competitive bid.
- The work order stays in Draft the whole time. Its sub-status shows where the quote is: Pending Quote while you wait, then Quote Received once the vendor responds.
- Nothing is issued, and no technician is dispatched, until you accept the quote and issue the work order.
For Building Managers: request a quote
- Create a new work order and fill in the usual details (work type, priority, location, asset if relevant).
- Under Assignment, choose the vendor you want a quote from.
- Turn on the Billable switch.
- Under Amount, switch from entering an amount manually to Request Quote. The Amount field turns grey and shows “Request a quote”. This is expected, because the vendor will fill in the amount.
- Tap Request Quote.
The work order stays in Draft with the sub-status Pending Quote. The vendor now has a task waiting for them.
For Building Managers: review the quote
- When the vendor submits, the work order moves to Draft | Quote Received.
- Tap Issue WO. This opens the Review & Issue page, which shows the quoted amount and the vendor’s PDF quotation.
- Choose one of two options:
- Accept: the Amount is filled in for you from the vendor’s quote, so there is nothing to retype. Accepting counts as your signature, and it is recorded in the activity log. Confirm to issue the work order.
- Reject: the work order goes back to plain Draft. The rejected quote is kept in the work order’s history, so you still have a record of it.
For Vendors: submit a quote
- Open the app. Quote requests show up as Quotation cards under Required Actions on your Home page.
- Open the request and check the job details: what needs doing, where, and any photos.
- Enter your quote amount.
- Upload your PDF quotation.
- Submit.
You need both the amount and the PDF before you can submit. Once you do, the Building Manager reviews your quote. If it is accepted and the work order is issued, you carry on as usual by assigning a technician to the job.
Tips for vendors
- Make sure the amount you enter matches the total on your PDF. The Building Manager approves based on the amount.
- Spell out the scope of work in the PDF so there are no surprises at the review stage.
- Say clearly whether your price includes GST.
- When the Building Manager accepts your quote, it is recorded in the work order’s activity log.
Frequently asked questions
Can I request quotes from several vendors for the same job?
Not on one work order. Each work order goes to one vendor.
Why can’t I type in the Amount when I choose Request Quote?
The vendor enters the amount as part of their quote. When you accept, it fills in automatically.
What happens to a quote I reject?
The work order goes back to Draft and the rejected quote stays in its history.
Do I need a signed quote before issuing the work order?
No. When you accept a quote, it is digitally signed for you. The acceptance is recorded in the work order’s activity log, which serves as your evidence.
Need more help? Browse all vendor guides at help.basementgrid.com/en/for-vendors.
