How can I raise a quote using the work order creation form?

When creating a new work order, you can request a quote directly from the creation form rather than raising one separately afterwards. This streamlines the process when you know upfront that a quote is needed before work begins.

Before You Start

• You must have permission to create work orders
• Your user role must match the transition role criteria configured for the quote request option
• The request type you are using must have "Only offer quote requests" enabled
• The work order type's workflow must include a transition with the quote request action from the starting state

Steps

1. Navigate to the Create Work Order form as you normally would.
2. Select the appropriate request type. If the request type is configured for quotes, you will see an option to request a quote.
3. Complete the work order details as required - location, service type, description, and any other mandatory fields.
4. Select the quote request option on the form. This tells the system that a quote is required before any work is carried out.
5. Choose the contractor you would like to request the quote from.
6. Submit the form.

What Happens Next

• The work order is created and a quote request is automatically sent to the selected contractor.
• The work order will follow the quoting workflow rather than proceeding directly to scheduling or completion.
• The contractor will receive a notification to submit their quote against the work order.

If You Cannot See the Quote Request Option

There are a few reasons this option may not appear on the creation form:

• Request type not configured: The request type you selected does not have "Only offer quote requests" enabled. Try selecting a different request type, or ask your administrator to enable this setting.
• Role restrictions: Your user role may not match the transition role criteria for the quote request. Check with your administrator whether your role has access.
• Workflow not updated: The work order type's workflow may not include the required transition from the starting state. This needs to be added by an administrator.

Good to Know

• This feature is designed for situations where you know at the point of creation that a quote is needed - for example, reactive maintenance where costs need approval before work starts.
• The quote request raised through the creation form follows the same approval and review process as quotes raised in the standard way.

Frequently Asked Questions

Can I request quotes from multiple contractors at the point of creation?
Yes. The creation form allows you to select multiple contractors for the initial quote request.

What if I create the work order without requesting a quote - can I add one later?
Yes. You can raise a quote request from the work order at any time, provided the work order is in a state that allows it. Requesting a quote at creation is optional and simply saves a step.

Does the work order skip any stages if I request a quote at creation?
The work order follows the workflow configured for your work order type. Requesting a quote at creation triggers the quoting transition automatically, but all standard workflow rules and approvals still apply.